HomeMy WebLinkAbout2024 09 23 Consent 301 - Addendum to IT managed Services Contract - EssentialNetCONSENT AGENDA ITEM 301
CITY COMMISSION AGENDA | SEPTEMBER 23, 2024 REGULAR MEETING
TITLE
Addendum to IT Managed Services Contract - EssentialNet Solutions
SUMMARY
On October 1st 2023 The City of Winter Springs entered into an IT Managed Service
agreement with EssentialNet Solutions LLC. Since entering into this agreement City
staff has evaluated the IT Managed Service needs of the City to determine the
appropriate service level.
From October 1st of 2023-March of 2024 over 50% of the work orders generated by
City Staff to the the vendor were from the Police Department. The IT support
requirements of a fully functional police department will continue to increase as the
City continues to equip our officers with technology to assist them in their duties. The
additional headcount proposed in the addendum will facilitate an additional
contracted IT technician to be primarily dedicated to the Police department and 2
contracted IT technicians to be dedicated to the other governmental departments
during normal business hours.
Currently the City is paying $266,000 annually to EssentialNet Solutions LLC. The
proposed increase of an additional headcount will increase the annual cost of this
service to $344,000 annually.
FUNDING SOURCE
This expense is currently budgeted in the FY24-25 budget. Execution of the addendum
is contingent on City Commission approval of the FY24-25 budget.
RECOMMENDATION
Staff recommends the City Commission authorize the Interim City Manager to execute
the Addendum to IT Managed Service Agreement.
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ADDENDUM TO
IT MANAGED SERVICES AGREEMENT
THIS ADDENDUM TO IT MANAGED SERVICES AGREEMENT (“Addendum”) is made
and entered into this ___ day of ________, 2024, by and between the CITY OF WINTER
SPRINGS, FLORIDA, a Florida Municipal Corporation located at 1126 E. State Road 434,
Winter Springs, Florida 32708 (“City”) and ESSENTIALNET SOLUTIONS, LLC, with its
principal place of business located at 2301 W. Eau Gallie Blvd., Suite 104, Melbourne, FL 32935
(“Service Provider” or “Contractor”). The City and Contractor hereby agree as follows:
WITNESSETH:
WHEREAS, the City and Contractor previously entered into the IT Managed Services
Agreement (“Agreement”) on October 1, 2023, for the purpose of Contractor providing managed
IT services for the City; and
WHEREAS, the City and Service Provider desire and mutually agree to increase the
quantity of on-site staff the Service Provider will provide to the City as outlined in Section 2, –
Place of Work and Section 3, – Time Devoted To Work of the Agreement from two (2) employees
to three (3) employees for the duration of the Agreement as provided herein; and
WHEREAS, the City and Service Provider desire and mutually agree to Amend Exhibit B
of the Agreement, RFP Appendix A – Cost Proposal Worksheet, to account for the increase in on-
site staff which the Service Provider agrees to provide to the City as provided herein; and
NOW THEREFORE, in consideration of the mutual promises herein contained, and for
good and valuable consideration, the sufficiency of which is hereby acknowledged, the Parties
hereto agree as follows:
1.0 Recitals. The foregoing recitals are hereby deemed to be true and correct and are
incorporated herein by this reference as a material part of this Addendum.
2.0 Increase in Personnel. Section 2, Place of Work, and Section 3, Time Devoted to
Work , of the Agreement are hereby amended to provide that the Service Provider agrees to provide
three (3) of its employees to work on-site at the City of Winter Springs full-time during its normal
business hours.
3.0 Increase to Compensation. Service Provider and City hereby agree to increase the
compensation provided by City to Service Provider by $6,500.00 per month for monthly minimum
required services to account for the additional employe which Service Provider will be providing
to City. Exhibit B, RFP Appendix A - Cost Proposal Worksheet, is hereby amended as follows
(underlined type indicates additions and strikeout type indicates deletions, while asterisks (* * *)
indicate a deletion from this Addendum of text existing in Exhibit B. It is intended that the text in
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Exhibit B denoted by the asterisks and set forth in this Addendum shall remain unchanged from
the language existing prior to the adoption of this Addendum):
* * *
Part 1: Minimum Required Services
Cost per Month to the CITY for the Minimum Required Services defined in the Statement of Work
shall be:
$22,225.00 $ 28,725.00.
Pricing provided in the monthly total above assumes three full-time technicians, Managed Services
agents and patch management, and advanced endpoint security protection (estimated 215
workstations, 35 servers).
* * *
4.0 Other Terms and Conditions. Any other term or condition of the Agreement not
expressly modified by this Addendum shall remain in full force and effect.
5.0 Conflicts. In the event of any conflict(s) between this Addendum and the Agreement,
this Addendum shall prevail
IN WITNESS WHEREOF, the Parties cause this Addendum to be executed and attested to by
their respective authorized officials.
AGREED:
CITY OF WINTER SPRINGS: ESSENTIALNET SOLUTIONS:
______________________ ______________________________
Philip Hursh Name: ________________________
Interim City Manager Title: ________________________
Date: _________________ Date: ________________________
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IT MANAGED SERVICES AGREEMENT
THIS AGREEMENT (“Agreement”) is made this _01____ day of
__October____________________, 2023, by and between the CITY OF WINTER
SPRINGS, a Florida Municipal Corporation headquartered at 1126 East State Road 434,
Winter Springs, Florida, 32708 (“City”) and ESSENTIALNET SOLUTIONS, LLC, with its
principal place of business located at 2301 W. Eau Gallie Blvd., Suite 104, Melbourne, FL
32935 (“Service Provider” or “Contractor”).
RECITALS:
WHEREAS, City is a municipal corporation existing under the laws of the State of Florida,
and in the conduct of business, desires to obtain all materials, service, equipment, and labor for the
provision of Managed Information Technology (“IT”) Services; and
WHEREAS, Service Provider is an active for-profit Florida limited liability company,
duly licensed and existing under the laws of the State of Florida, experienced in the foregoing, and
agrees to perform these services for the City under the terms and conditions set forth in this
Agreement; and
WHEREAS, Service Provider and City are hereby bound by the terms and conditions of
this Agreement. City and Service Provider are hereby further bound by the City’s Request for
Proposals RFP #06-23-01 JD, attached hereto as Exhibit “A” and incorporated herein by this
reference; and Service Provider’s Response to RFP #06-23-01 JD, dated July 26, 2023, attached
hereto as Exhibit “B” and incorporated herein by this reference; and
WHEREAS, Service Provider will comply with all applicable federal, state, and local
regulations regarding the provision of information technology services; and
WHEREAS, City shall not be held responsible for any violations of any federal, state, or
local regulations that occur related to Service Provider’s provision of information technology
services; and
WHEREAS, the City of Winter Springs deems the services being provided by this
Agreement serve a public purpose and are in the best interests of the public health, safety, welfare,
convenience, and morals of the citizens of Winter Springs.
NOW THEREFORE, in consideration of the mutual premises set forth in this Agreement,
it is agreed by and between City and Service Provider as follows:
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SECTION ONE
NATURE OF WORK
Service Provider will provide services related to IT Managed Services, as are described in Exhibit
“A”, attached hereto and incorporated herein by this reference, generally referred to as “Services”
herein. Service Provider shall work with the City’s Information Technology Department to provide
a seamlessly integrated system of support for all information technology services provided and
required by the City. Service Provider shall further comply with the Federal Bureau of
Investigation Criminal Justice Information Services Security Addendum, as provided in RFP #06-
23-01 JD, which is further attached hereto and incorporated herein by reference as Exhibit “C”.
Service Provider personnel authorized to provide Services to the City must pass a background
check and fingerprinting through the Winter Springs Police Department. Service Provider
personnel authorized to provide Services to the City must participate in mandatory CJIS “security
awareness” and also “limited access” training and obtain certifications. Proof of completion must
be demonstrated to the City per individual. Staff employed with Service Provider who have not
completed these requirements must be restricted from accessing City systems, City helpdesk
tickets and any documented information or notes pertaining to City systems.
Unless otherwise provided herein, Service Provider shall furnish all tools, equipment, and
manpower to complete the work required by this Agreement. The Service Provider warrants that
it holds any and all necessary licenses required to conduct the work required by this Agreement,
and agrees to maintain said licenses in good standing during the term of this Agreement, including
a City of Winter Springs Business Tax Receipt (unless Service Provider is otherwise exempt from
the payment of the City’s business taxes). Service Provider shall immediately notify City in the
event of a loss, suspension, or termination of any license required to perform the Services set forth
in this Agreement. Service Provider acknowledges that it has performed due diligence
investigation prior to the execution of this Agreement and has satisfied itself as to the conditions
affecting the Services to be provided including but not limited to, the availability of materials and
labor, the cost thereof, the requirements to obtain necessary insurance as set forth herein, and the
steps necessary to complete the Services within the time set forth herein. Service Provider warrants
unto the City that it has the competence and abilities to carefully and faithfully complete the
Services within the time set forth herein. Service Provider will perform its Services with due and
reasonable diligence consistent with sound professional practices. Service Provider shall ensure
compliance with all applicable safety standards and with all federal, state, and local regulations
related to the provision of information technology services. All pro-active or re-active changes
made by the Service Provider to critical City IT systems, must be performed in accordance with
the City’s IT Department Change Management Policy.
SECTION TWO
PLACE OF WORK
Service Provider agrees to provide two (2) of its employees to work on-site at the Winter Springs
City Hall full-time during its normal business hours. While on-site, Service Provider staff are to
be working on City tasks and not offering services for their other clients. The Service Provider
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staff may be directed to provide services at additional City locations as reasonably designated by
the City, to perform the Services as necessary, such as at the City’s Police Department or Public
Works Building. The address of the locations designated by the City for service shall be provided
to the Service Provider on an as-needed basis when Services are to be performed on-site. Service
Provider shall be responsible for coordinating access to the location where Services will be
performed and for coordinating all necessary meeting, set-up, staging, or workstation space with
City’s representative. Service Provider shall additionally follow all security protocols deemed
necessary by the City as determined by the City’s sole discretion. As part of the Services, Service
Provider will be responsible for safekeeping all keys, access codes, combinations, access cards,
personal identification numbers, passwords, and similar security codes and identifiers issued to
Service Provider’s employees, agents, or subcontractors, as applicable. Service Provider agrees
that its employees must promptly report lost or stolen access devices or information. City or its
affiliates shall at all times have the right to review or observe the Services performed by Service
Provider. No inspection, review, or observation shall relieve Service Provider of its responsibility
under this Agreement.
SECTION THREE
TIME DEVOTED TO WORK
In the performance of Services, the Service Provider agrees to provide two (2) of its employees to
work on-site at the Winter Springs City Hall full-time during its normal business hours. The City
will rely upon Service Provider to exercise sound professional judgment and to devote such time,
as is reasonably necessary, to fulfill the intent and purpose of this Agreement and complete
individual tasks. Any deliveries required pursuant to this Agreement are FOB to the City’s
destination. All work furnished by Service Provider hereunder shall conform to all applicable high
quality professional standards of diligence, care, and practice which are in effect at the time the
work is performed. Service Provider shall complete all Services in a timely manner and will keep
City appraised of the status of work as reasonably requested by the City. Should Service Provider
fall behind on an established schedule, it shall employ such resources as necessary to adhere to the
schedule. No extension for completion of Services shall be granted to Service Provider without
City’s prior written consent. Any Service in effect at the termination of this Agreement shall
remain in effect until completion of said Purchase Order, and all terms and conditions of this
Agreement shall survive until completion of the Purchase Order.
Service Provider shall provide IT support and related Services during the City’s normal operating
hours, Monday through Friday 8:00 a.m. to 5:00 p.m. In addition, Service Provider shall be
expected to provide IT support and related Services outside of the City’s normal operating hours
in the event of an emergency or as otherwise required and requested by the City. Service Provider
shall provide two (2) personnel to be on-site at the Winter Springs Police Department to be
available at any hour to provide emergency technical assistance to the City during activation and
operation of the City Emergency Operations Center. To avoid uncommunicated incurred costs for
emergency support, the Service Provider is not to exceed 3 hours of billable service for an after-
hours service call without first seeking approval from the I.T. Manager or delegate to extend the
service time.
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Service Provider shall generally conform to the Response Times and Levels of Service outlined in
Exhibit “A.” Response Time shall commence upon receipt of a phone call and/or receipt of email
from the end user stating the issue. If Service Provider is unable to complete Service within the
Response Times set forth in Exhibit “A,” Service Provider shall communicate with the I.T.
Manager or delegate and coordinate an appropriate Response Time and Level of Service.
SECTION FOUR
PAYMENT
Service Provider shall be compensated as set forth in Service Provider’s Cost Proposal, which is
found in Service Provider’s Response to RFP #06-23-01 JD. To avoid uncommunicated incurred
costs for emergency support, the Service Provider is not to exceed 3 hours of billable service for
an after-hours service call without first seeking approval from the I.T. Manager or delegate to
extend the service time. Delivery shall be FOB to the City’s destination and shall be invoiced to
the City no later than thirty (30) days after delivery. Payments shall be due and payable as provided
by the Florida Local Government Prompt Payment Act s. 218.70 et. seq., Florida Statutes. All
services provided to the City must be described upon the Service Provider’s invoice with sufficient
clarity for the City to easily identify and confirm the Services having been provided. All invoice
entries shall clearly indicate the type of Service being rendered, identify the Service Provider
employee who rendered such service, and note the appropriate charge and hourly rate if applicable.
The City may make changes in the Services at any time by giving written notice to the Service
Provider. If, upon the request of the City, Service Provider agreed to perform additional Services
hereunder, the City shall pay Service Provider for the performance of such additional Services an
additional amount (in additional to all other amounts payable under this Agreement) based on a
mutually agreed upon Addendum to this Agreement providing for such additional fees and services
executed in writing by the parties to this Agreement. If such changes decrease or eliminate any
amount of work, the City and the Service Provider will negotiate any change in total cost or
schedule modifications. If the City and the Service Provider approve any change, the Purchase
Order will be modified in writing to reflect the changes. The City shall not be responsible for the
payment of any additional services provided by Service Provider unless the description of such
services has been set forth in the aforementioned Addendum and the Addendum has been approved
by the City Commission or City Manager in accordance with the City’s purchasing policies and
procedures. All change orders shall be authorized in writing by the City and approved by the
Service Provider’s designated representative.
Service Provider shall not invoice the City or seek any compensation from the City to correct or
revise any errors or deficiencies in Services provided under this Agreement. To the extent Service
Provider owes the City any money under this or any other Agreement with the City, the City shall
have the right to withhold payment and otherwise back charge Service Provider for any money
owed to City by Service Provider.
The City's payment of any invoice under this Agreement shall not be construed or operate as a
waiver of any rights under this Agreement or any cause of action arising out of the performance
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of this Agreement and the Service Provider shall remain liable to the City in accordance with
applicable law for all damages to the City caused by the Service Provider’s performance of any
Services provided under this Agreement.
Service Provider shall not be compensated for travel time, food, lodging, or mileage expenses for
its employees, agents, officers, or other personnel.
SECTION FIVE
TERM
The Term of this Agreement (“Effective Date”) shall begin October 01, 2023. The term of this
Agreement shall be contained in Exhibit “B.” The initial term of this Agreement shall be for three
(3) years with the option to extend for two (2) additional one (1) year periods. The City may at its
sole discretion exercise a renewal option, subject to Service Provider’s agreement to the renewal,
by providing the Service Provider with at least thirty (30) days written notice in advance of the
anniversary of the Effective Date. Renewals shall be made upon mutual agreement of the Parties
and upon the same terms described herein. The City has the right to terminate this Agreement for
its convenience and without at any time upon thirty (30) days advanced notice. Service Provider
shall be required to review the managed information technology services with the City on a semi-
annual basis.
Time is of the essence in the performance of this Agreement and any Purchase Order hereunder.
SECTION SIX
STATUS OF SERVICE PROVIDER
This Agreement calls for the performance of the Services of Service Provider as an independent
contractor. Neither Service Provider, nor its assigns, nor its successors, shall be considered
employees, officers, or agents of the City in any capacity. Service Provider shall not be entitled to
any benefits which would otherwise apply to City employees.
SECTION SEVEN
INDEMNIFICATION
Service Provider shall indemnify and hold harmless, the City, its employees, agents, elected or
appointed officials, and representatives from any and all claims, losses, suits, costs, expenses,
fines, penalties, deficiencies, damages, obligations, and liabilities, including all attorney’s fees and
court costs through all appeals, for which City, its employees, agents, elected or appointed
officials, and representatives can or may be held liable as a result of injury to persons (including
death) or damage to property occurring by reason of any negligent acts, errors, omissions, or willful
misconduct of Service Provider, its employees, or agents, arising out of or connected with this
Agreement; or which arise out of any inaccurate representation made by the Service Provider, its
employees or agents; or any breach of this Agreement by Service Provider, its employees or agents,
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except to the extent of negligence, wrongful acts or omissions of the City or its agents, elected or
appointed officials, employees, or representatives.
For purposes of this indemnification only, Service Provider shall indemnify the City for claims
made by the employees of Service Provider, and Service Provider hereby waives its entitlement,
if any, to immunity under SECTION 440.011, Florida Statutes. This waiver has been specifically
and mutually negotiated by the parties.
Service Provider shall further indemnify and hold harmless, the City, its employees, agents, elected
or appointed officials, and representatives from any and all claims and liabilities, whether rightful
or otherwise, alleging that the work furnished by the Service Provider hereunder, or any part
thereof, constitutes an infringement of any patent, copyright, trademark or other intellectual
property right of the United States. Service Provider shall pay all damages and costs awarded
against the City in connection with any such infringement, copyright, trademark, or other
intellectual property rights claims.
This indemnification paragraph shall survive the termination of this Agreement until such time as
all pending claims between the parties have been settled, or if no such pending claims, until such
time as all applicable statute of limitation time periods have expired with respect to the work
performed by Service Provider pursuant to this Agreement.
SECTION EIGHT
TERMINATION
The City may terminate this Agreement for any reason, with or without cause and without penalty,
by giving the Service Provider thirty (30) days advance written notice of the termination of this
Agreement. In the event of any termination without cause pursuant to the preceding sentence, City
shall continue to be responsible for the payment of any outstanding undisputed invoices delivered
to the City prior to the date of termination. In addition, if Service Provider should materially breach
this Agreement and if such breach is not cured within fifteen (15) days of receiving written notice
of such breach by the City, the City shall be entitled to terminate this Agreement immediately and
Service Provider shall refund the City any pre-paid fees for Services not delivered to the City’s
satisfaction by Service Provider.
Upon receipt of a notice for any termination of this Agreement and any Work Order hereunder,
the Parties shall cooperate with each other and use all commercially reasonable efforts to affect a
smooth transition process.
SECTION NINE
PUBLIC RECORDS
A. Pursuant to Section 119.0701, Florida Statutes, and other applicable public records laws
(collectively, the “Public Records Laws”), Service Provider agrees that any records, documents,
transactions, writings, papers, letters, computerized information and programs, maps, books, audio
or video tapes, films, photographs, data processing software, writings or other material(s),
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regardless of the physical form, characteristics, or means of transmission, of Service Provider
related, directly or indirectly, to the services provided to the City under this Agreement and made
or received pursuant to law or ordinance or in connection with the transaction of official business
by the City, may be deemed to be a public record under and pursuant to the Public Records Laws,
whether in the possession or control of the City or the Service Provider. If and to the extent said
records, documents, transactions, writings, papers, letters, computerized information and
programs, maps, books, audio or video tapes, films, photographs, data processing software,
writings or other material(s), regardless of the physical form, characteristics, or means of
transmission of Service Provider are subject to the provisions of Chapter 119, Florida Statutes, or
other Public Records Laws (records subject to the Public Records Laws are herein referred to as
“public records”), they may not be destroyed without the specific written approval of the City’s
designated custodian of public records. All books, cards, registers, receipts, documents, and other
papers in connection with this Agreement shall at any and all reasonable times during the normal
working hours of the Service Provider be open and freely exhibited to the CITY for the purpose
of examination and/or audit. Notwithstanding anything herein to the contrary, the parties agree to
maintain the confidentiality of any and all records or documents from third party disclosure that
are deemed confidential and/or exempt from public records disclosure pursuant to federal or state
law, including, but not limited to, under the Health Insurance Portability and Accountability Act
of 1996 and related HIPAA Privacy Rules.
IF THE SERVICE PROVIDER HAS QUESTIONS REGARDING THE APPLICATION
OF CHAPTER 119, FLORIDA STATUTES, TO THE SERVICE PROVIDER’S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS, THE CITY CLERK, AT (407) 327-5999,
cgowan@winterspringsfl.org or cityclerkdepartment@winterspringsfl.org, 1126 East State
Road 434, Winter Springs, Florida, 32708.
Service Provider is required to and agrees to comply with public records laws. Service Provider
shall keep and maintain all public records required by the City to perform the services as agreed
to herein. Service Provider shall provide the City, upon request from the City Clerk, copies 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 cost provided by law. Service Provider shall ensure that
public records that are exempt or confidential and exempt from public records disclosure
requirements are not disclosed except as authorized by law. Upon completion of the Agreement,
Service Provider shall transfer to the City, at no cost, copies of all public records in possession of
the Service Provider, provided the transfer is requested in writing by the City Clerk. Upon such
transfer, Service Provider shall destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. However, if the City Clerk does not
request that copies of the public records be transferred, the Service Provider shall continue to keep
and maintain the public records upon completion of the Agreement and 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 Clerk, in a format that is compatible with the
information technology systems of the City. Should the City not possess public records relating
to this Agreement which are requested to be inspected or copied by the City or any other person,
the City shall immediately notify Service Provider of the request and the Service Provider shall
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then provide such public records to the City or allow the records to be inspected or copied within
a reasonable time. If the Service Provider does not comply with a public records request, the City
may enforce this Section to the extent permitted by law. Service Provider acknowledges that if
the Service Provider does not provide the public records to the City within a reasonable time, the
Service Provider may be subject to penalties under Section 119.10, Florida Statutes. The Service
Provider acknowledges that if a civil action is filed against the Service Provider to compel
production of public records relating to this Agreement, the court may assess and award against
Service Provider the reasonable costs of enforcement, including reasonable attorney fees. All
public records in connection with this Agreement shall, at any and all reasonable times during the
normal business hours of the Service Provider, be open and freely exhibited to the City for the
purpose of examination, audit, or otherwise. Failure by Service Provider to grant such public
access and comply with public records laws and/or requests shall be grounds for immediate
unilateral cancellation of this Agreement by the City upon delivery of a written notice of
cancellation. If the Service Provider fails to comply with this Section, and the City must enforce
this Section, or the City suffers a third-party award of attorney’s fees and/or damages for violating
Chapter 119, Florida Statutes, due to Service Provider’s failure to comply with this Section, the
City shall collect from Service Provider prevailing party attorney’s fees and costs, and any
damages incurred by the City, for enforcing this Section against Service Provider. And, if
applicable, the City shall also be entitled to reimbursement of all attorneys’ fees and damages
which the City had to pay a third party because of the Service Provider’s failure to comply with
this Section. The terms and conditions set forth in this Section shall survive the termination of this
Agreement.
B. All documents, including but not limited to, drawings, specifications and data or programs
stored electronically or otherwise, prepared by the Service Provider and its independent contractors
and associates pursuant to this Agreement or related exclusively to the Services described herein
shall be owned by the City and may be reused by the City for any reason or purpose at any time.
However, the City agrees that the aforesaid documents are not intended or represented to be
suitable for reuse by the City or others on any undertaking other than the Work outlined in this
Agreement. Any reuse for an undertaking other than for the Work without verification or
adaptation by the Service Provider, or its independent contractors and associates, if necessary, to
specific purposes intended will be at the City’s sole risk and without liability or legal exposure to
the Service Provider.
C. The City and the Service Provider agree that upon payment of fees due to the Service
Provider by the City for a particular design, report, inventory list, compilation, drawing,
specification, model, recommendation, schedule, or otherwise, said design, report, inventory list,
compilation, drawing, specification, technical data, recommendation, model, schedule, and other
instrument produced by the Service Provider, as applicable, in the performance of this Agreement,
or any Work hereunder, shall be the sole property of the City, and the City is vested with all rights
therein. The Service Provider waives all rights of copyright in said design, report, inventory list,
compilation, drawing, specification, technical data, recommendation, model, schedule, and other
instrument produced by the Service Provider in the performance of this Agreement, and hereby
assigns and conveys the same to the City whether in the possession or control of the Service
Provider or not.
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D. Notwithstanding any provisions to the contrary contained in this Agreement, the Service
Provider shall retain sole ownership to its preexisting information not produced and paid for by
the City under this Agreement including, but not limited to, computer programs, software, standard
details, figures, templates and specifications.
E. Regardless of the ticketing/helpdesk system(s) used by Service Provider, access to all data
created, discovered, documented, and performance metrics contained therein shall be made
available to or accessible by the City. During the term of this Agreement, and subsequent
addendums, all open and closed helpdesk tickets must be viewable to at least one delegated City
employee. Upon contract termination or expiration, Service Provider shall provide all records
acquired during the engagement, to the City. The records must not be in a proprietary format that
is accessible only by the Service Provider.
SECTION TEN
INSURANCE
During the term of this Agreement, Service Provider shall be responsible for providing the types
of insurance and limits of liability as set forth under this Paragraph. The insurance policies
provided hereunder by Service Provider shall also include coverage with respect to services
performed by all agents and independent contractors employed by Service Provider to perform any
Work hereunder.
A. The Service Provider shall maintain comprehensive general liability insurance in the
minimum amount of $1,000,000 as the combined single limit for each occurrence and $3,000,000
general aggregate with a deductible not less than $5,000 unless otherwise approved in writing by
the City Manager to protect the Service Provider from claims of property damages which may
arise from any Work performed under this Agreement whether such Work are performed by the
Service Provider or by anyone directly employed by or contracting with the Service Provider.
B. The Service Provider shall maintain comprehensive automobile liability insurance in the
minimum amount of $1,000,000 combined single limit bodily injury and minimum $1,000,000
property damage as the combined single limit for each occurrence to protect the Service Provider
from claims for damages for bodily injury, including wrongful death, as well as from claims from
property damage, which may arise from the ownership, use, or maintenance of owned and non-
owned automobiles, including rented automobiles whether such operations be by the Service
Provider or by anyone directly or indirectly employed by the Service Provider.
C. The Service Provider shall maintain, during the life of this Agreement, adequate Workers’
Compensation Insurance in at least such amounts as are required by law and Employer’s Liability
Insurance in the minimum amount of $1,000,000 for all of its employees performing Work for the
Client pursuant to this Agreement.
D. Professional Liability. Proof of professional liability insurance shall be provided to the City
for the minimum amount of $3,000,000.00 per occurrence or claim and in the aggregate, with a
deductible not greater than $50,000.00. For professional liability insurance written on a “claims-
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made” basis, the Service Provider shall maintain and provide evidence to the City of “tail”
coverage that extends coverage for an additional five years following completion of all Work
rendered under this Agreement.
All required insurance must be from insurance carriers that have a rating of “A” or better and a
financial size category of “VII” or higher according to the A.M. Best Company (or equivalent
rating and rating service as reasonably determined by the City Manager). Current, valid insurance
policies meeting the requirements herein identified shall be maintained during the term of this
Agreement. A copy of a current Certificate of Insurance shall be provided to the City by Service
Provider upon the Effective Date of this Agreement which satisfied the insurance requirements of
this Section. Renewal certificates shall be sent to the City at the time of any expiration. There shall
also be a 30-day advance written notification to the City in the event of cancellation or material
modification of any stipulated insurance coverage. The City shall be an additional insured on all
stipulated insurance policies as its interest may appear, from time to time, excluding worker’s
compensation and professional liability policies.
SECTION ELEVEN
NOTICE
Any and all notices required or permitted under this Agreement shall be in writing and shall be
sufficient in all respects if (i) delivered personally, (ii) mailed by registered or certified mail, return
receipt requested and postage prepaid, or (iii) sent via a nationally recognized overnight courier
service to the following:
For CITY:
City of Winter Springs
Attn: City Manager
1126 East State Road 434
Winter Springs, FL 32708
(407) 327-1800
For SERVICE PROVIDER:
Name: __EssentialNet Solutions____________
Att’n: ___President_______________________
Address: _2301 W Eau Gallie Blvd., Suite 4 Melbourne, FL 32935
Phone: __321-259-3242___________________
Any Notice given as provided herein shall be deemed received as follows: if delivered by personal
service, on the date so delivered; if delivered to an overnight courier service, on the business day
immediately following delivery to such service; and if mailed, on the third business day after
mailing.
SECTION TWELVE
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E-VERIFY
A.In accordance with Chapter 448.095, Florida Statutes, the Service Provider shall register
and utilize the U.S. Department of Homeland Security’s E-Verify system to verify the
employment eligibility of all new employees hired by the Service Provider during the term
of this Contract.
B.The Service Provider shall expressly require any subcontractors performing work
providing services pursuant to this Agreement to likewise utilize the U.S. Department of
Homeland Security’s E-Verify system to verify the employment eligibility of all new
employees hired by the subcontractor during the term of this Contract.
C.The Service Provider agrees to maintain records of its participation and compliance with
the provisions of the E-Verify program, including participation by its subcontractors as
provided above, and to make such records available to the City consistent with the terms
of the Service Provider’s enrollment in the program. This includes maintaining a copy of
proof of the Service Provider’s and subcontractors’ enrollment in the E-Verify program.
D.The Service Provider must meet this requirement unless:
1.This Agreement is solely for goods-based procurement where no services are
provided; or
2. Where the requirement is waived by the City Commission; or
3.The Agreement is being executed with a Sole Proprietor who does not hire
employees and therefore is not required to file a Department of Homeland Security
Form I-9 (which is the document used for E-Verify); or
4.The Agreement is being executed with a company based outside of the United
States of America and does not employ any citizens of the United States of
America.
E.A Service Provider who registers with and participates in the E-Verify program may not
be barred or penalized under this section if, as a result of receiving inaccurate verification
information from the E-Verify program, the Service Provider hires or employs a person
who is not eligible for employment.
F.Nothing in this section may be construed to allow intentional discrimination of any class
of persons protected by law.
SECTION THIRTEEN
ATTORNEY FEES
In the event of any action arising under this Agreement, whether or not a lawsuit or other
proceeding is filed, each party shall bear its own costs and expenses of such action including, but
not limited to, reasonable attorney’s fees incurred in any way in connection with the matter,
whether incurred before litigation, during litigation, during appeal, or in connection with
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enforcement of a judgment, including, but not limited to, attorneys’ and experts’ fees. This shall
include fees and costs incurred in litigating entitlement to attorneys’ fees and costs, as well as in
determining or quantifying the amount of recoverable attorneys’ fees and costs. The reasonable
costs shall include costs that are taxable under any applicable statute, rule or guideline, as well as
non-taxable costs, including but not limited to, costs of investigation, copying costs, electronic
discovery costs, telephone charges, mailing and delivery charges, information technology support
charges, consultant and expert witness fees, travel expenses, court reporter fees, and mediator fees,
regardless of whether such costs are otherwise taxable.
SECTION FOURTEEN
VENUE
This Agreement is made and shall be interpreted, construed, governed, and enforced in accordance
with the laws of the State of Florida. Venue for any state action or litigation shall be Seminole
County, Florida. Venue for any federal action or litigation shall be Orlando, Florida.
SECTION FIFTEEN
SEVERABILITY
Should any term or provision of this Agreement be held, to any extent, invalid or unenforceable,
as against any person, entity, or circumstance during the term hereof, by force of any statute, law,
or ruling of any forum of competent jurisdiction, such invalidity shall not affect any other term or
provision of this Agreement, to the extent that the Agreement shall remain operable, enforceable,
and in full force and effect to the extent permitted by law.
SECTION SIXTEEN
ENTIRE AGREEMENT
This Agreement states the entire understanding and agreement between the parties and supersedes
any and all written or oral representations, statements, negotiations, or agreements previously
existing between the parties with respect to the subject matter of this Agreement, save for the
representations which are attached to this Agreement as Exhibits. The Service Provider recognizes
that any representations, statements, or negotiations made by the City staff do not suffice to legally
bind the City in a contractual relationship unless they have been reduced to writing and signed by
an authorized City representative. This Agreement shall inure to the benefit of and shall be binding
upon the parties, their respective assigns, and successors in interest.
SECTION SEVENTEEN
NO ASSIGNMENTS OR SUBCONTRACTS
Service Provider shall not assign or subcontract this Agreement or any rights or any monies due
or to become due hereunder without the prior, written consent of the City. Unless specifically
stated to the contrary in any written consent to any assignment, no assignment will release or
discharge the assignor form any duty or responsibility under this Agreement. Nothing under this
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Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than
the City and Service Provider, and all duties and responsibilities under this Agreement will be for
the sole and exclusive benefit of the City and Service Provider and not for the benefit of any other
party.
SECTION EIGHTEEN
SOVEREIGN IMMUNITY
The City intends to avail itself of the benefits of Section 769.28, Florida Statutes, and any other
statutes and common law governing sovereign immunity to the fullest extent possible. Neither this
provision nor any other provision of this Agreement shall be construed as a waiver of the City’s
right to sovereign immunity under Section 768.28, Florida Statutes, or other limitations imposed
on the City’s potential liability under state or federal law. Service Provider agrees that City shall
not be liable under this Agreement for punitive damages or interest for the period before judgment.
Further, City shall not be liable for any claim or judgment, or portion thereof, to any one person
over two hundred thousand dollars ($200,000.00), or any claim or judgment or portion thereof,
which, when totaled with all other claims or judgments paid by the State or its agencies and
subdivisions arising out of the same incident or occurrence, exceeds three hundred thousand
dollars ($300,000.00). Nothing in this Agreement is intended to inure to the benefit of any third
party for the purpose of allowing any claim which would otherwise be barred under the doctrine
of sovereign immunity or by operation of law. This paragraph shall survive termination of this
Agreement.
SECTION NINETEEN
APPROPRIATIONS
This Agreement is subject to the annual appropriations of funds by the City Commission. The City
has a right to terminate this Agreement for fiscal non-funding at no additional cost or liability to
the City.
SECTION TWENTY
FORCE MAJEURE
Any delay or failure of either party in the performance of its required obligations hereunder shall
be excused if and to the extent caused by acts of God; fire; flood; windstorm; explosion; riot; war;
sabotage; strike (except involving the Service Provider’s labor force); extraordinary breakdown of
or damage to City’s affiliates’ facilities; court injunction or order; federal and/or state law and/or
regulation; or order by any other regulatory agency, provided that prompt notice of such delay is
given by such party to the other and each of the parties hereto shall be diligent in attempting to
remove such cause or causes. If any circumstance of Force Majeure remains in effect for sixty (60)
days, either party may terminate this Agreement. Monetary damages will not be awarded in the
event of Force Majeure.
SECTION TWENTY-ONE
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CITY PREMISES
Service Provider acknowledges that its employees and agents will behave in an appropriate manner
while on City property and while on any residential or commercial private property relating to the
performance of Services in accordance with this Agreement and shall, at all times, conduct
themselves in a manner consistent with City policies, including the dress code, and within the
discretion of the I.T. Manager or delegate. Professional and personal conduct of Service Provider’s
staff shall conform to City’s personnel policies and procedures. It is a material breach of this
Agreement for any agent or employee of Service Provider to behave in a manner which is
inconsistent with appropriate conduct or decorum or to behave in any manner that will disrupt the
functioning of the City or constitute any level of threat to the safety, health, and/or well-being of
any citizen, invitee, licensee, agent, or employee of the City. Service Provider agrees to
immediately remove any agent or employee if directed to do so by the I.T. Manager or delegate.
It is the responsibility of Service Provider to inform the City of any Service Provider personnel
terminations and provide written confirmation that access to City systems has been revoked for
the individual.
Service Provider acknowledges that the City shall not be responsible for injury (including death)
to Service Provider’s employees, agents, officers, or other personnel, nor shall the City be
responsible for damage to Service Provider’s property, which occurs on the City’s property, unless
the injury is the result of the City’s gross negligence or willful misconduct. At all times while on
City’s premises, Service Provider shall comply with all rules and regulations of City.
SECTION TWENTY-TWO
MOST FAVORED CUSTOMER
Service Provider warrants and represents that all terms, including prices, charges, benefits and
warranties, in this Agreement are at least as or more favorable than any terms that Service Provider
has offered to any other person or entity, for the types of Services covered by this Agreement. If
at any time during this Agreement Service Provider shall offer any other person or entity, terms
more favorable, Service Provider shall promptly notify City of such more favorable terms, and if
such more favorable terms were offered by Service Provider to another person or entity City shall
immediately receive the benefit of the more favorable terms for the remainder of this Agreement,
including any renewals thereof, as well as retroactively to the effective date such more favorable
terms were offered by Service Provider. Upon City’s request, Service Provider shall advise City
in writing, executed by an officer of Service Provider, that this section has not been contradicted
by Service Provider since the later of (i) the Effective Date of this Agreement or (ii) the date of
the most recent notice provided by Service Provider pursuant to this section.
SECTION TWENTY-THREE
MISCELLANEOUS
A.As an independent contractor, Service Provider shall pay all expenses in connection with
its consulting business and Service Provider will not incur any indebtedness on behalf of City with
this Agreement.
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B. This Agreement shall constitute the entire Agreement between the parties relative to the
transaction contemplated herein and neither this Agreement nor any term or provision hereof may
be waived, except, by an instrument in writing executed by the City and Service Provider.
C. This Agreement may be amended, extended, or renewed only with the written approval of
the parties. There shall be no modification of this Agreement without a writing.
D. The City and Service Provider each represent that they have both shared equally in drafting
this Agreement and no party shall be favored or disfavored regarding the interpretation of this
Agreement in the event of a dispute between the parties.
E. The Service Provider warrants that it has not employed or retained any company person,
other than a bona fide employee working solely for the Service Provider, to solicit or secure this
Agreement, and that it has not paid or agreed to pay any City employee or official, person,
company, corporation, individual, or firm, other than a bona fide employee working solely for the
Service Provider, any fee, commission, percentage, gift, or other consideration contingent upon or
resulting from the award of making of this Agreement.
F. Precautions shall be exercised at all times for the protection of all persons (including City’s
employees) and property. The safety of all applicable laws, regulations, and codes shall be
observed. Hazards arising from the use of vehicles, machinery, and equipment shall be guided or
eliminated in accordance with the highest accepted standard of safety. Service Provider shall be
solely and absolutely responsible and shall assume all liability for the safety and supervision of its
principles, employees, contractors, and agents when performing the Services provided hereunder.
G. Service Provider shall comply with all requirements of federal, state, and local laws, rules,
regulations, standards, and ordinances applicable to the performance of services under this
Agreement and the incorporated Exhibits. Service Provider shall also secure and maintain any and
all permits and licenses required to complete this Agreement. Service Provider shall comply with
all safety regulations as may be outlined in Exhibit “B.”
H. Service Provider shall acquire no rights under this Agreement to, and shall not use, the
name of the City, either alone or in conjunction with or as a part of any other name, word, mark,
picture, logo, design, and/or trademark (“City Marks”) in any of Service Provider’s advertising,
publicity, or promotion, to express or imply any endorsement by the City of its Services, or in any
other manner (whether or not similar to the uses hereinabove specifically prohibited) without the
prior review and written approval by the City, except as expressly permitted herein. No
advertisement, publication, or other use of the City Marks shall be published or otherwise
promulgated by Service Provider without City’s prior inspection and written approval. This clause
shall survive the expiration or termination of this Agreement.
I. By signing this Agreement, Service Provider certifies that it and its principals:
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1. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or
agency.
2. Have not, within the preceding five-year period, been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state or
local)transaction or contract under public transaction; violation of federal or state antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction
of records, making false statements or receiving stolen property.
3. Are not presently indicted or otherwise criminally charged by a government entity
(federal, state or local) with commission of any of the offense enumerated in the preceding
paragraph.
4. Have not within the preceding five years had one or more public transactions
(federal, state or local) terminated for cause or default.
Service Provider agrees to notify City within thirty (30) days after the occurrence of any of the
events, actions, debarments, proposals, declarations, exclusions, convictions, judgment,
indictments, informations, or terminations as described above, with respect to Service Provider or
its principals.
J. In case of any inconsistency in any of the documents bearing on the Agreement between
the City and the Service Provider, the inconsistency shall be resolved by giving precedence in the
following order:
1. Addenda or change orders to this Agreement entered subsequent to the Effective
Date of this Agreement;
2. This Agreement;
3. Exhibits to this Agreement.
4. Purchase Orders entered pursuant to this Agreement.
Any inconsistency in the work description shall be clarified by the City and performed by the
Service Provider.
K. At its discretion, during the course of the work, should any errors, ambiguities, or
discrepancies be found in the Agreement or specifications, the City at its sole discretion will
interpret the intent of the Agreement and work descriptions and the Service Provider hereby agrees
to abide by the City’s interpretation and agrees to carry out the work in accordance with the
decision of the City.
L. The Service Provider warrants and represents that it complies with all Federal and State
requirements concerning fair employment and that Service Provider does not and shall not
discriminate by reason of race, color, religion, sex, age, national origin, disability, sexual
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orientation, gender identity or expression, genetic information, or any other category of persons
protected pursuant to federal and/or Florida law.
M.No inspection by the City, nor any payment for or acceptance of the whole or part of the
items in this Agreement, nor any extension of time, nor any possession taken by the City of the
product or services hereunder shall operate as a waiver of (1) any provision of this Agreement, (2)
the right to have it fully performed, (3) any power herein reserved by the City or (4) any right to
damages under this Agreement. No waiver of any breach of this Agreement shall be held to be a
waiver of any other breach. Failure of City to insist upon performance within any time period or
upon a proper level or quality of performance shall not act as a waiver of City’s right to later claim
a failure to perform by Service Provider.
N.Service Provider guarantees that it is duly licensed and registered to conduct business in
the state of Florida.
O.Under no circumstances shall actual or direct costs under this Agreement include costs
associated with inefficiency, offsite or office overhead, loss of productivity, consequential
damages, legal or consulting costs or costs associated with delays caused in whole or in part by
the Service Provider.
P. Paragraph headings are for the convenience of the parties only and are not to be construed
as part of this Agreement.
Q.Service Provider shall certify, upon request by City, that Service Provider maintains a drug
free workplace policy in accordance with Section 287.0878, Florida Statutes. Failure to submit
this certification may result in the termination of this Agreement.
R.During the term of this Agreement, and subsequent addendums, and for a period of 12
months thereafter, Service Provider agrees not to, directly or indirectly, solicit, recruit or employ
any employee of the City without the prior written consent of the City Manager.
IN WITNESS WHEREOF, the Parties or their duly authorized representatives hereby execute
this Agreement on the date first written above.
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165
Exhibit “A”
166
City of Winter Springs, Florida
1126 East State Road 434
Winter Springs, Florida 32708
REQUEST FOR PROPOSALS
PROPOSAL : RFP #06-23-01 JD DATE: June 30, 2023
Sealed Proposals 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 04, 2023
3:00 p.m., local time
FOR
IT Managed Services
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:
Respondents 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 04, 2023 at 3:00 p.m., will be rejected.
Deadline for questions is July 12, 2023 1:00pm local time
Any Addenda will be issued by noon on July 14, 2023 if questions are received and require clarification.
If you have any questions regarding this Request for Proposal, please contact Stuart MacLean, Interim Procurement Manager,
at (407) 327-7581, or via email at smaclean@winterspringsfl.org
PROPOSAL AND ADDENDUM DOCUMENTS CAN BE DOWNLOADED FREE OF CHARGE FROM:
www.demandstar.com
or
https://www.winterspringsfl.org/rfps
167
Request for Proposal Table of Contents
PART I SCOPE OF SERVICE/EVALUATION CRITERIA ............................................................................................................................ 1
Background ....................................................................................................................................................................................... 1
Scope of Service ................................................................................................................................................................................ 1
Evaluation Criteria ............................................................................................................................................................................ 2
Timeline of Events ............................................................................................................................................................................ 3
PART II INSTRUCTIONS TO PROPOSERS AND GENERAL PROVISIONS ................................................................................................ 4
Definitions ......................................................................................................................................................................................... 4
Preparation of Request for Proposal ................................................................................................................................................ 4
Submission and Receipt of Proposals ............................................................................................................................................... 5
Selection of Proposal ........................................................................................................................................................................ 5
Acceptance of Offer .......................................................................................................................................................................... 6
Discrepancies, Errors, and Omissions ............................................................................................................................................... 6
Right to Reject Proposals .................................................................................................................................................................. 6
Compensation ................................................................................................................................................................................... 6
Fiscal Non-Funding Clause ................................................................................................................................................................ 6
Conflict of Interest ............................................................................................................................................................................ 6
Public Entity Crimes .......................................................................................................................................................................... 7
Options ............................................................................................................................................................................................. 7
Subcontracting .................................................................................................................................................................................. 7
Failure to Submit Proposal ............................................................................................................................................................... 7
Default of Contract ........................................................................................................................................................................... 7
Modification for Changes ................................................................................................................................................................. 7
Order of Precedence ......................................................................................................................................................................... 7
Examination of Records .................................................................................................................................................................... 8
Proposals Received ........................................................................................................................................................................... 8
Lobbying/Cone of Silence ................................................................................................................................................................. 8
Indemnity .......................................................................................................................................................................................... 8
Qualifications of Proposer ................................................................................................................................................................ 9
Disqualification of Proposer ............................................................................................................................................................. 9
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
Modification and Withdraw ...........................................................................................................................................................11
Prohibition on Gifts to City Employees and Officials ......................................................................................................................11 168
Discrimination .................................................................................................................................................................................11
Federal Requirements ....................................................................................................................................................................11
PART III SPECIFIC PROPOSAL REQUIREMENTS ....................................................................................................................... 12
Format ............................................................................................................................................................................................12
Section A – PROPOSER Information Form ......................................................................................................................................12
Section B – Table of Contents .........................................................................................................................................................12
Section C – Introduction Letter.......................................................................................................................................................12
Section D – Qualifications ...............................................................................................................................................................12
Section E - Other Information .........................................................................................................................................................13
Section F – Cost and Time ...............................................................................................................................................................13
Section G – Mandatory Proposal Forms .........................................................................................................................................13
Section H – Florida State Corporate Filing ......................................................................................................................................13
Mandatory Proposal Forms ............................................................................................................... Error! Bookmark not defined.14
• PROPOSER Information Form
• Reference Information Form
• Insurance Requirements Form
• Scrutinized Company Certification Form
• Non-Collusions Affidavit Form
• Drug Free Workplace Certiciation Form
• Non Segregated Facilities Certification Form
• Public Entities Crimes Form
• E-Verify Statement Form
• Conflict of Interest Form
Appendix A Cost Proposal Worksheet
Appendix B Specifications/Statement of Work
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1 RFP#06-23-01 JD IT Managed Services
PART I
SCOPE OF SERVICE/EVALUATION CRITERIA
FOR
RFP 06-23-01 JD
IT MANAGED SERVICES
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 of Service
The CITY wishes to obtain pricing from a successful PROPOSER to provide the CITY with Managed Information Technology
(IT) Services. The successful PROPOSER shall provide including, but not limited to the following services:
• Work Order/Service Order Ticketing System
• Patch Management system and Patch Reporting
• Monitoring CITY and ISP circuits and core infrastructure to alert during a system outage or critical behavior
change
• Helpdesk support; including remote access to CITY workstations, servers, firewalls and network equipment
• Workstation imaging and deployment
• Perform regularly scheduled tasks such as weekly testing of phone lines and running file restore verifications
• After-hours support
• Emergency response support
• Vendor management support
• Training for CITY staff as needed
• Project management as needed
• Operating System/Application upgrades
• Firmware and driver upgrades
• Diagnostics, repair and/or replacement of hardware; including working with manufacturers and or third party
vendors to ensure eligible equipment is repaired under valid warranties and/or existing contracts
• Develop and maintain documentation of both physical and logical networks, servers and service applications
• IT asset inventory tracking and allocation
• Software license tracking and reporting
• Monitor and maintain anti-virus, and security solutions for all servers, workstations and/or CITY issued mobile
devices.
• Monitor and maintain data backup and file recovery
• Monitor and maintain e-mail archiving and e-discovery solutions
• Monitor and maintain disaster recovery and/or off-site back-up solutions
• Assist the Information Technology Manager with comprehensive information technology systems planning, and
change outs and upgrades.
• Assist the Information Technology Manager in strategic plans, procedures, compliance evaluations and security
audits.
• Monitor and maintain the Police Emergency Operations Center room and technical equipment within.
• Monitor and maintain multi-media encoder, streaming equipment, audio and video components of the CITY
Hall Chambers meeting room.
• Occasionally assist with technology presentations and materials of CITY Commission
• Meetings, which at present time begin at 6:30PM and may run as late as 12:00AM.
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2 RFP#06-23-01 JD IT Managed Services
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 similar services or items elsewhere, including the level
of experience in working with municipalities and the quality of services performed or items supplied.
b. Reasonableness/competitiveness of proposed costs and/or benefits to the City of Winter Springs. The City of Winter
Springs 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 these services and/or items required in this RFP.
e. The quality of the PROPOSER’s performance in comparable and/or similar projects.
f. Whether the PROPOSER can provide the service and/or items in a prompt and timely fashion.
g. Quality of proposed contract.
Proposals will be evaluated by the CITY, and the PROPOSER will be selected based on, but not limited to, the following scoring
criteria:
Criteria: Points:
Experience: The PROPOSER’s comprehension of the needs of the CITY as demonstrated by the description of its approach to the
elements listed within this document.
Related Experience/Background with IT Managed Services 15
Related Experience/Background with providing IT Managed Services to Municipalities 15
Related Experience/Background with Supporting Emergency Operations Centers 15
Demonstrated Capacity to Provide Proposed Managed IT Services 10
Proposal Total: 55
References: Evaluation of the PROPOSER’s work from previous organizations receiving similar services to those proposed
within this RFP. See the Mandatory Proposal Form, Reference Information Form.
Reference 1 8
Reference 2 7
Reference Total: 15
Cost: The cost of the Proposal is important to the CITY, however, based on the evaluation of the other criteria, the CITY may not
necessarily select the lowest PROPOSER. See Appendix A; Cost Worksheet
Cost for Services: 30
Cost Total: 30
EXTRA BONUS POINTS: Certified Minority Business Enterprise: (3 Extra Bonus Points if Yes)
The PROPOSER is a certified minority business enterprise as defined by the Florida Small and Minority Business Assistance Act.
3
Extra Points 3
Total Possible Points 103
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3 RFP#06-23-01 JD IT Managed Services
Pursuant to Florida Statutes § 287.05701, the CITY shall not request documentation regarding, consider, or give preference
based upon, a PROPOSER’s social, political, or ideological interests when determining the vendor’s qualifications.
Timeline of Events
Release of RFP June 30, 2023
Deadline to receive questions (electronically) July 12, 2023
Questions and Response Addenda Released by noon local time July 14, 2023
RFP Proposals Due by 2:00 pm local time August 04, 2023
RFP Proposal(s) Opening 2:15 pm local time August 04, 2023
Evaluation Committee Meeting/Selection Meeting: 3:00 pm local time
August, 15, 2023
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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4 RFP#06-23-01 JD IT Managed Services
PART II
INSTRUCTIONS TO PROPOSERS AND GENERAL PROVISIONS
FOR
RFP #06-23-01 JD
IT Managed Services
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, firm, 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 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 your RFP to this office
by the date and time indicated.
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.
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d. The PROPOSER should retain a copy of all documents for future reference.
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 Proposal.
Submission and Receipt of Proposals
a. Proposals must be received before the specified time as designated in the RFP. 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 IN 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 Selection Committee scores Proposals and provides a recommendation for selection. The recommendation may be
adopted by the CITY Commission.
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After the initial Selection Committee meeting, the Selection 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.
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.
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.
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.
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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) firm if it is believed that different firms might best serve the CITY's
interests in performing different segments of the work (e.g., one firm 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.
Failure to Submit Proposal
If you do not wish to submit a Proposal, return the RFP and state the reason therefor; otherwise, your name may be removed
from our 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 t he
following order: (a) Instructions to PROPOSERS and General Provisions; and (b) the minimum requirements.
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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 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 solicitation during the Cone of
Silence/Lobbying Black-out Period.
Indemnity
The parties recognize that the PROPOSER is an independent contractor. The PROPOSER agrees to assume liability for and
indemnify, hold harmless, and defend the CITY, its commissioners, mayor, officers, employees, agents, and attorneys of, from,
and against all liability and expense, including reasonable attorney’s fees and costs, in connection with any and all claims,
demands, damages, actions, causes of action, and suits in equity of whatever kind or nature, including claims for personal injury,
property damage, equitable relief, or loss of use, arising out of the execution, performance, nonperformance, or enforcement of
the terms and conditions of this Agreement or Request for Proposal, whether or not due to or caused by the negligence of the
CITY, its commissioners, mayor, officers, employees, agents, and attorneys excluding only the sole negligence of the CITY, its
commissioners, mayor, officers, employees, agents, and attorneys. The PROPOSER's liability hereunder shall include all
attorney’s fees and costs incurred by the CITY in the enforcement of this indemnification provision. This includes claims made by
the employees of the PROPOSER against the CITY. The PROPOSER hereby waives its entitlement, if any, to immunity under
Section 440.11, Florida Statutes. The obligations contained in this provision shall survive termination of this Agreement and shall
not be limited by the amount of any insurance required to be obtained or maintained under this Agreement.
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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.
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 Respondent 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 Respondent 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.
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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 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 Contractor 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. The CITY Contractor 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 CITY Contractor utilizes Subcontractors the following shall apply:
Contractor 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.
Contractor 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. Contractor shall provide a copy of all
subcontractor affidavits to the CITY upon receipt 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 the individual listed on the
RFP cover letter.
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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 his 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.
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 #06-23-01 JD
IT Managed Services
Format
To assure consistency, proposals must conform to the following format:
A. PROPOSER Information Form
B. Table of Contents
C. Introduction Letter
D. Qualifications
E. Other Information
F. Cost & Time
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.”
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 IT Managed Services, focus on the firm’s experience
with providing such services to a municipality.
3. Team Experience – Identify key members of PROPOSER’s team that will service the CITY. Identify the primary day-to-day contact for
the engagement and their experience. Identify the proposed project manager. Provide brief resumes for key team members that will
service the CITY as an Appendix.
4. Florida Knowledge – Describe any political, economic, legal, or other issues impacting Florida municipalities, specific ally those
impacting the City of Winter Springs, which may be relevant to the Proposal.
5. References – Use the form provided in the Mandatory Proposal Forms titled “REFERENCE INFORMATION FORM”
6. Conclusion – Briefly summarize why PROPOSER should be selected, including why you are pursuing the City of Winter Springs’
business. In short, summarize what makes PROPOSER different and why the CITY should select PROPOSER above all others.
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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.
Section F – Cost and Time
This section must clearly state the cost and estimated completion time associated with the project. Use Appendix A: Cost Proposal
Worksheet Part 1 and Part 2.
Section G – Mandatory Proposal Forms
1. Fill out and return the forms provided; PROPOSER Information Form, References Information Form, Insurance Requirement Form,
Scrutinized Company Certification, Non-Collusion Affidavit of Prime Respondent, Drug Free Workplace Form, Non-Segregated
Facilities Form, Public Entity Crimes Statement, E-Verify Statement and Conflict of Interest Statement.
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.
182
RFP # 06-23-01 JD MANDATORY FORM
MANDATORY PROPOSAL FORMS
1. Proposal Form 1 - PROPOSER Information and Acknowledgement Form
2. Proposal Form 2 - References Information Form
3. Proposal Form 3 - Insurance Requirements Form
4. Proposal Form 4 - Scrutinized Company Certification
5. Proposal Form 5 – Non-Collusion Affidavit
6. Proposal Form 6 - Drug Free Workplace Form
7. Proposal Form 7 - SMWBE Utilization Plan
8. Proposal Form 8 - Public Entity Crimes Statement
9. Proposal Form 9 - E-Verify Statement
10. Proposal Form 10- Conflict of Interest Statement
11. Appendix A - Cost Proposal Worksheet, Part 1 and Part 2
12. Appendix B - Statement of Work
Mandatory forms must be submitted with the Proposal.
Failure to submit forms will disqualify the PROPOSER from the RFP
183
RFP # 06-23-01 JD MANDATORY FORM
PROPOSER INFORMATION AND ACKNOWLEDGEMENT FORM
For
Managed IT Services
RFP #06-23-01 JD
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 pric e 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 # 06-23-01 JD Pertaining To: Managed IT Services
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 goods and/or services specified in this RFP at the prices quoted in my responsive 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 bid/Proposal is truthful to the best of my knowledge and belief.
2. That I am duly authorized to submit this bid/Proposal on behalf of the vendor/contractor and that the vendor/contractor is
ready, willing, and able to perform if awarded the bid/Proposal.
Stipulated Amount
A. Submit on Cost Proposal Worksheet, Appendix A.
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RFP # 06-23-01 JD MANDATORY FORM
REFERENCE INFORMATION FORM
IT Managed Services
RFP # 06-23-01 JD
PROPOSER shall submit as a part of the Proposal package, a minimum of three (3) and maximum of five (5) of the most
significant projects which were performed within the last three (3) years as set forth below.
Project #1:
Project Name:
Type of Project/Service:
Address:
Contracting Agency/Client:
Contact Name and Phone #:
Contact Email Address and Fax #:
Contract Amount: Date Work Performed:
Project #2:
Project Name:
Type of Project/Service:
Address:
Contracting Agency/Client:
Contact Name and Phone #:
Contact Email Address and Fax #:
Contract Amount: Date Work Performed:
Project #3:
Project Name:
Type of Project/Service:
Address:
Contracting Agency/Client:
Contact Name and Phone #:
Contact Email Address and Fax #:
Contract Amount: Date Work Performed:
Project #4:
Project Name:
Type of Project/Service:
Address:
Contracting Agency/Client:
Contact Name and Phone #:
Contact Email Address and Fax #:
Contract Amount: Date Work Performed:
Project #5:
Project Name:
Type of Project/Service:
Address:
Contracting Agency/Client:
Contact Name and Phone #:
Contact Email Address and Fax #:
Contract Amount: Date Work Performed:
185
RFP # 06-23-01 JD MANDATORY FORM
INSURANCE REQUIREMENTS FORM
Insurance Type Required Limits
Worker’s
Compensation
Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits
Employer’s Liability
$1,000,000 each accident, single limit per occurrence
Commercial General
Liability
(Occurrence Form)
patterned after the
current ISO form
$1,000,000 single limit per occurrence
$3,000,000 aggregate for Bodily Injury Liability & Property Damage Liability.
This shall include Premises and Operations; Independent Contractors; Products & Completed
Operations & Contractual Liability.
Indemnification
To the maximum extent permitted by Florida law, the Contractor/Vendor/Consultant shall
indemnify and hold harmless City of Winter Springs, its officers and employees from any and
all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’
fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentional
wrongful conduct of the Contractor/Vendor/Consultant or anyone employed or utilized by the
Contractor/Vendor/Consultant in the performance of the Agreement. This indemnification
obligation shall not be construed to negate, abridge or reduce any other rights or remedies
which otherwise may be available to an indemnified party or person described in this
paragraph. This section does not pertain to any incident arising from the sole negligence of
the City of Winter Springs.
Automobile Liability $1,000,000 each person; Bodily Injury & Property Damage, Owned/Non-owned/Hired;
Automobile Included.
Other
Vendor shall ensure that all subcontractors comply with the same insurance requirements that he/she is required to meet. The
same Vendor shall provide the City with certificates of insurance meeting the required insurance provisions.
The City of Winter Springs must be named as “Additional Insured” on the Insurance Certificate for Commercial General Liabilit y
where required.
The Certificate Holder shall be named as City of Winter Springs.
Thirty (30) days cancellation notice required.
The undersigned firm agrees to obtain, prior to award, if selected, insurance as stated above.
PROPOSER/Bidder
Authorized Signature
Officer Title
Date
186
RFP # 06-23-01 JD MANDATORY FORM
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 bidding on, submitting a proposal for, or entering into or renewing such contract, the
company 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 company:
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 Contractor 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 company 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 Contractor of any determination concerning a false certification.
a. The Contractor 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 Contractor 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 Contractor 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.
187
RFP # 06-23-01 JD MANDATORY FORM
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
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.
(Authorized Signature)
(Printed Name and Title)
(Name of Vendor)
STATE OF _______________________________
COUNTY OF _____________________________
The foregoing instrument was acknowledged before me by means of (_____) physical presence or (_____) online notarization,
this ______ day of __________, 2023 by _____________________________ the _______________________________ of
___________________________, a ________________________ (____) who is personally known to me or (_____) who
produced ______________________________________ as identification.
_________________________________________________________________
Notary Public
Print Name: ________________________________________________
My Commission Expires: ______________________________________
188
RFP # 06-23-01 JD MANDATORY FORM
NON-COLLUSION AFFIDAVIT of PRIME RESPONDENT
STATE OF
COUNTY OF
____________________________________, being duly sworn, deposes and says that:
(1) He/she is ___________________________ of ___________________________________
Title Firm/Company
The respondent 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 Proposal.
(3) Such Proposal is genuine and is not a collusive or sham Proposal.
(4) Neither the said 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 Proposal in connection with the Agreement for which the attached Proposal has been
submitted or to refrain from proposing in connection with such Agreement, 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)
189
RFP # 06-23-01 JD MANDATORY FORM
DRUG FREE WORKPLACE FORM
The undersigned PROPOSER, in accordance with Florida Statute 287.087 hereby certifies that
________________________________________________ does:
(Name of Business)
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
190
RFP # 06-23-01 JD MANDATORY FORM
SMWBE UTILIZATION PLAN
Small, Minority, and Women’s Business Enterprises (SMWBE), and Labor Surplus Area Firms Utilization
Company Name (PROPOSER): ________________________________________________________
Project Name : IT Managed Services
RFP Number : RFP 06-23-01 JD
CFR §200.321 requires local governments to take all necessary affirmative steps to assure that
minority business, women’s business enterprises, and labor surplus area firms are used when
possible. The CITY requires that PROPOSERS (Prime Contractors), if subcontracts are to be let,
to take the five affirmative steps as cited below. Please describe your firm’s plan for
identifying and potential use of SMWBE and Labor Surplus Area Firms. Additional pages may
be attached, as necessary.
• Placing qualified small and minority business and women’s business enterprises on
solicitation lists.
• Assuring that small and minority businesses, and women’s business enterprises are
solicited whenever they are potential sources.
• Dividing total requirements, when economically feasible, into smaller tasks or quantities
to permit maximum participation by small and minority business and women’s business
enterprises.
• Establishing delivery schedules where the requirement permits, which encourage
participation by small and minority businesses, and women’s business enterprises and
veteran owned businesses.
• Using the services and assistance, as appropriate, of such organizations as the Small
Business Administration or the Florida Office of Supplier Diversity
https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd
191
RFP # 06-23-01 JD MANDATORY FORM
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 #06-23-01 JD IT Managed Services.
2. This sworn statement is submitted by (entity) ________________________ 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 entity 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 o r 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 guil t
or a conviction of a public entity crime with or without an adjudication of guilt, in any federal or state trial court of rec ords 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, sharehold ers,
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 provi sion 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.
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, empl oyees,
members, or agents who are active in management of the entity, nor affiliate of the entity have been charged with and convic ted 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 o fficer
of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer determined tha t 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:
192
RFP # 06-23-01 JD MANDATORY FORM
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 ________________, 20____, and is personally known to me, or
has provided ______________________ as identification.
___________________________________My Commission expires: ________________
Notary Public
193
RFP # 06-23-01 JD MANDATORY FORM
E-VERIFY STATEMENT
Bid/Proposal Number: RFP # 06-23-01 JD
Project Description: IT Managed Services
I/FIRM acknowledges and agrees to the following:
I/FIRM 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 FIRM during the term of the Contract to perform
employment duties within Florida; and
2. All persons assigned by the FIRM to perform work pursuant to the contract with the
Department.
Individual/Company/Firm: ______________________________________________________
Authorized Signature: __________________________________________________________
Title: ________________________________________________________________________
Date: _______________________________________________________________________
194
RFP # 06-23-01 JD MANDATORY FORM
CONFLICT OF INTEREST STATEMENT
This sworn statement is submitted with Proposal or Contract for RFP # 06-23-01 JD IT Managed Services.
This sworn statement is submitted by (entity) ________________________ 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 Socia
l
Security Number: ____________.)
My name is ________________________ and my relationship to the entity named above is__________________.
1. The above-named entity is submitting a Proposal for the 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
entity has no financial interest in other entities submitting Proposals for the same project.
4. Neither the Affiant nor the above- named entity 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 entity’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 entity 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 entity 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 entity’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 entity’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
entity, 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 ________________, 20___, and is personally known to me, or
has provided ______________________ as identification.
___________________________________ My Commission expires: ____________________
Notary Signature
195
RFP # 06-23-01 JD MANDATORY FORM
Appendix A
COST PROPOSAL WORKSHEET
Part 1: Minimum Required Services
Cost Per Month to the CITY for the Minimum Required Services defined in the Statement of Work shall be:
$_____________________ ( print/type out amount here)
Part 2: Optional Services Unit Cost
These are the “a la carte” prices for additional/incremental services offered by the PROPOSER
Description Unit Unit Cost
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Total:
PROPOSER may add additional lines and/or pages to accommodate its list of additional/incremental services offered
196
RFP # 06-23-01 JD MANDATORY FORM
Appendix B
STATEMENT OF WORK
Project Overview
Intent and Purpose
It is the intent of this solicitation to engage one (1) qualified firm to work with the CITY’s Information Technology
Department to provide a seamlessly integrated system of support for all information technology services
provided and required by the CITY. At a minimum, services will include, but not be limited to; helpdesk support,
network management and support, server management and support, cyber security compliance, firewall
management, general information technology services, unlimited on-site and remote support for all servers,
workstations, network peripherals, software, hardware, CITY issued mobile devices, etcetera. Perform
technology relocation for staff office moves. Perform all technology requirements for staff onboarding and
offboarding. PROPOSER will be expected to maintain uptime for all critical infrastructure and provide after-hours
support for emergency issues.
Term
It is anticipated an Agreement will be awarded for a three (3) year term to begin upon approval and execution
by the CITY; with the opportunity for additional one (1) year extension period that can occur for a maximum of
two (2) consecutive years when in the best interest of the CITY. Total contract length, including all renewals shall
not exceed five (5) years. The contract and its related services shall commence on October 01, 2023.. The decision
to renew or extend the contract shall be at the sole discretion of the CITY. The successful PROPOSER shall be
required to review the managed information technology services with the CITY on a semi-annual basis.
Requirements and Qualifications
In order to be considered, the PROPOSER must meet all of the following criteria:
A. The PROPOSER shall have been in business for a minimum of five (5) consecutive years and shall currently be
licensed to perform services within the State of Florida. This requirement shall be based on the RFP’s due
date. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with
your Proposal. Examples of documentation may include, but not be limited to; local business tax receipts for
five (5) years, corporation documents with date of inception, certificate of authority, etcetera.
1. If the business headquarters is located outside of the state of Florida, they shall currently be licensed to
perform services in both their home state and the state of Florida; and shall have been in business for a
minimum of five (5) consecutive years. This requirement shall be based on the RFP’s due date. Copies of
documentation demonstrating meeting this minimum requirement shall be submitted with your
Proposal. Examples of documentation may include, but not be limited to, local business tax receipts for
five (5) years, corporation documents with date of inception, certificate of authority, etcetera.
a. In this case the PROPOSER shall submit to Procurement a current Certificate of Authority, which is
issued through the Department of State and in accordance with Florida Statute 607.1501, within ten
(10) business days upon notice of intent to award.
B. Demonstration of Experience: PROPOSERS must demonstrate experience with the following:
• Organizational needs and culture unique to working with a municipal client.
• Customer service, excellence in communication skills and customer relations
• Critical thinking and troubleshooting
• Public Safety technologies and FDLE/CJIS Audit Requirements and Experience
• SCADA Systems, Water infrastructure security requirements and Experience
• Cyber security best practices
List and provide a brief description of similar work satisfactorily completed and/or currently being
provided with location, dates of contract, names, addresses, email addresses and telephone numbers of
owners by completing the Mandatory References Informations Form (Proposal Form 2) attached hereto.
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RFP # 06-23-01 JD MANDATORY FORM
The determination on whether a PROPOSER is responsible or not shall be at the sole discretion of the
CITY. Although the CITY may request submission of a minimum number of contracts similar to the
requirements of this RFP with certain minimum dimensions, quantities, dollar values, etcetera; the CITY’s
determination of a PROPOSER’s responsibility shall not solely be based on the number of similar
procurements the PROPOSER provides but the entirety of the PROPOSER’s qualifications.
C. List of personnel, by name, title and qualifications, contemplated to perform the work. All personnel to
be assigned to support the CITY must agree to be fingerprinted, pass a strict background check, shall have
a valid Florida Driver’s License, participate in and complete annual Police CJIS certification training and
exams, participate in and complete annual CITY IT security awareness training. Personnel will be provided
administrative permissions to critical CITY systems that may contain sensitive data such as criminal justice
information, payment card information and social security numbers.
The PROPOSER shall provide proof of the above minimum qualification by furnishing copies and or written
documentation to substantiate meeting the requirements. Failure to provide said documentation with the
Proposal shall be grounds for deeming your Proposal unresponsive and removing it from further consideration.
This is a non-negotiable item.
General Project Overview
The CITY’s Information Technology Department is currently comprised of one (1) Information Technology
Manager, one (1) GIS Specialist and two (2) Application Specialists. In addition, the CITY currently has a contractor
to provide two (2) on-site technicians that support the network, servers, phone systems, desktop/laptops,
wireless access points, security cameras, access control systems, etcetera. These technicians would have to be
replaced by the successful PROPOSER. For informational purposes only; the CITY currently generates
approximately two hundred sixty (260) helpdesk tickets/work orders per month. The CITY cannot guarantee that
such volume and/or transactions will be the actual amount required. Actual quantities may be more or may be
less and the estimated number of volume and/or transactions contained herein in no way shall obligate the CITY
to commit to said volume and/or transactions. The CITY averages 120 end users who use technology on a daily
basis and may occasionally work from home. In addition there is an average of 60 infrequent technology users
plus several elected officials. The PROPOSER shall provide support to all staff, elected officials, volunteers,
consultants and partner contractors when related to a technology need of the CITY. The PROPOSER shall first
communicate and schedule all critical system reboots, upgrades and/or changes.
Minimum Services to be Provided
The CITY seekss to obtain pricing from a successful PROPOSER to provide the CITY with Managed Information
Technology (IT) Services. The successful PROPOSER shall at a minimum provide including, but not limited to the
following services:
• Work Order/Service Order Ticketing System
• Patch Management system and Patch Reporting
• Monitoring CITY and ISP circuits and core infrastructure to alert during a system outage or critical
behavior change
• Helpdesk support; including remote access to CITY workstations, servers, firewalls and network
equipment
• One (1) or more on-site helpdesk technicians
• Workstation imaging and deployment
• Perform regularly scheduled tasks such as weekly testing of phone lines and running file restore
verifications
• After-hours support
• Emergency response support
• Vendor management support
• Training for CITY staff as needed
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RFP # 06-23-01 JD MANDATORY FORM
• Project management as needed
• Operating System/Application upgrades
• Firmware and driver upgrades
• Diagnostics, repair and/or replacement of hardware; including working with manufacturers and or third
party vendors to ensure eligible equipment is repaired under valid warranties and/or existing contracts
• Develop and maintain documentation of both physical and logical networks, servers and service
applications
• IT asset inventory tracking and allocation
• Software license tracking and reporting
• Monitor and maintain anti-virus, and security solutions for all servers, workstations and/or CITY issued
mobile devices.
• Monitor and maintain data backup and file recovery
• Monitor and maintain e-mail archiving and e-discovery solutions
• Monitor and maintain disaster recovery and/or off-site back-up solutions
• Assist the Information Technology Manager with comprehensive information technology systems
planning, and change outs and upgrades.
• Assist the Information Technology Manager in strategic plans, procedures, compliance evaluations and
security audits.
• Monitor and maintain the Police Emergency Operations Center room and technical equipment within.
• Monitor and maintain multi-media encoder, streaming equipment, audio and video components of the
CITY Hall Chambers meeting room.
• Occasionally assist with technology presentations and materials of CITY Commission meetings, which at
present time begin at 6:30PM and may run as late as 12:00AM.
Governmental Experience
Demonstration of experience with Florida local government(s) and/or Sheriff’s Office shall be favorably
considered in the evaluation of proposals
Description of Environment and Existing Infrastructure
Hours of Operation
The CITY’s primary operating hours are 8AM to 5PM Monday through Friday for most departments.
The CITY Police Department operates 24/7.
The CITY Water Utilities Department operates 24/7.
Sites
The CITY has a dozen locations within the CITY limits that may require technical maintenance, visitation
and assistance.
Operating Systems primarily consist of
• Windows Server OS
• Windows 10 OS
• Linux Debian OS
• Linux Ubuntu OS
Applications and Cloud services primarily consist of
• Microsoft Office suite
• Microsoft Exchange
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RFP # 06-23-01 JD MANDATORY FORM
• Microsoft Sharepoint
• Microsoft InTune
• Webex Calling
• Webex Contact Center
• Adobe Reader
• Adobe Acrobat
• Barracuda Archiving
• Tyler Technologies New World
• Tyler Technologies EnerGov
• Acronis
• ESRI ArcGIS
• Laserfiche
• Granicus
• MFA systems
• Access control systems
• Anti-virus systems
Notable IT Hardware primarily consists of
• Dell workstations
• Dell servers
• Scale Computing hyperconverge virtual clusters
• Cisco switches and routers
• Cisco ATAs
• Meraki switches, routers and access points
• Meraki CCTV
• Cisco VoIP desk phones
• Sonicwall firewalls
• iPhones
• Mi-Fi hotspots
• Ricoh copiers
• Fujitsu scanners
• Fax machines
PROPOSER is expected to assist with all mentioned items above and any other Information Technology assets not
specifically mentioned.
PROPOSER must also have experience with :
• Installing, maintain and upgrading Microsoft Server OS
• Active Directory
• Group Policies
• Print Servers
• File Servers
• NTFS permissions and grouping
• DNS
• Powershell scripting
• Workstation imaging
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Expected Level of Service
Priority 1
Criteria:
Affects five (5) or more end users; or is mission critical and there is no workaround available. Or is related
to possible cyber security event. Ore is related to critical impact to public safety.
Examples:
E-Mail services are not functional; end user suspects they may have a computer virus; Police officer is
unable to log in to their computer; Executive Management team unable to perform time sensitive duties.
Target Response Time *
On-shift or on-call firm staff will respond within 15 minutes. Begin troubleshooting within 60 minutes.
Priority 2
Criteria:
Affects fewer than five (5) end users, no workaround available.
Example:
PC won’t power on
Target Response Time *
Initial response within 4 working hours.
Priority 3
Criteria:
Affects fewer than five (5) end users, workarounds available.
Example:
Can't check e-mail from one computer, but could use WebMail from another computer.
Target Response Time *
Initial response within 10 working hours.
Priority 4
Criteria:
No effect on productivity, or unsupported software.
Examples:
Monitor showing b/w instead of color. Speakers have no sound.
Target Response Time *
Best effort as time allows; with an initial response provided to end user no later than 24 hours.
(*) Response time is defined as commencing upon receipt of phone call and/or receipt of email from the end user stating
the issue.
The above samples are not meant to be an all-encompassing list for each and every situation but are just a guideline. For
issues not listed, and dependent upon 3rd party providers, i.e.: software, etc., or for out of the ordinary issues, the
PROPOSER shall communicate with the CITY’s IT manager to discuss and set the appropriate priority level for such cases.
Customer Service and Quality
A. The successful PROPOSER shall warrant that all services be performed by skilled and competent
personnel to the highest professional standards in the field. The CITY may require, in writing, that the successful
PROPOSER removes from the awarded Agreement any employee the CITY deems incompetent, careless, or
otherwise objectionable. The successful PROPOSER shall notify the CITY in writing, the removal and or the
exchange of the personnel identified to service the CITY’s accounts a minimum of thirty (30) days prior to the
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removal and or exchange becomes effective.
B. The successful PROPOSER shall warrant that it has sufficient time to execute and fulfill its duties to the
CITY and is not burdened by other professional responsibilities, workload, or by personal or other constraints
which would interfere in any material respect with the successful proposer’s principals or obligations stated
herein.
C. When on-site, personnel are to wear business casual attire unless instructed otherwise by IT Manager.
If present during a CITY Commission meeting, personnel are to wear tie, jacket or other business formal attire
unless instructed otherwise by IT Manager.
After Hours Assistance and Tasks
On occasion PROPOSER may be asked to offer services and assistance after 5PM on a work day evening or on a
weekend. The CITY considers these tasks to be part of the normal scope of services. Examples may include, but
not be limited to, performing a critical system upgrade that could not be performed during business hours due
to downtime or loss of critical business functionality. Other examples may include performing testing of backup
power to critical IT hardware and/or performing hardware replacements in datacenter that could not be
performed during business hours due to downtime or loss of critical business functionality.
Public Emergencies
It is hereby made a part of the Proposal that before, during, and after an activation of the CITY Emergency
Operations Center and/or a declared public emergency, disaster, hurricane, tornado, flood, or other acts of
God, the City of Winter Springs shall require a “First Priority” for goods and services. It is vital and imperative
that the health, safety, and welfare of the citizens of the CITY are protected from any emergency situation that
threatens public health and safety as determined by the CITY.
During activation and operation of the CITY Emergency Operations Center, the PROPOSER must provide two (2)
personnel to be on-site at the Police Department, work in shifts, and be available at any hour to provide
emergency technical assistance to the CITY until such emergency has been lifted (ie: the hurricane has passed
and it is safe to drive home)
Changes, Additions or Deletions
The CITY may, at any time request from the successful PROPOSER changes to the nature and/or scope of services
provided. Changes may include up to, but not be limited to: an increase/decrease in the type and/or services
being provided, addition/removal of the type of services being provided, frequency of services being provided,
etcetera. The cost impact of such changes shall be agreed upon by the PROPOSER and the CITY prior to
implementation.
Questionnaire Section
Please provide responses to all items listed under each of the following ten (10) questionnaire sections.
A. Prior to a request being processed, the successful PROPOSER shall submit to the CITY documentation on how
the request will affect the overall awarded Agreement.
B. In the event the successful PROPOSER performs or provides additional work or services without obtaining
written approval via an appropriately executed change order, amendment, or purchase order, it shall be at its
own risk and the CITY assumes no responsibility for any additional costs not specifically authorized by an
appropriately issued and executed change order, Amendment, or purchase order as applicable.
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QUESTIONNAIRE 1: ORGANIZATION AND EXPERIENCE
1. The PROPOSER’s overall support strategy/philosophy - Please address the following in your response:
a. Describe your view of the role of the information technology support services provider.
b. Describe any management or implementation strategies or techniques that the PROPOSER intends to
employ in carrying out the scope of work.
c. Describe your communication strategy for keeping clients informed of system conditions and changes.
QUESTIONNAIRE 2: PROBLEM REPORTING AND RESOLUTION PROCESS
a. Include evidence that you understand the CITY’s current environment, including an understanding of
working within significant budgetary constraints.
b. Include plan of action and milestones for onboarding process.
c. Describe how you will propose changes in technicians assigned to the contract and seek approval from
the CITY.
d. Explain how you plan to keep all desktop/laptop computers and servers operating at optimal
performance.
e. Describe how you will keep the CITY informed about the state of the CITY’s information technology
services.
f. Describe how you will report about the status of systems, user needs, needs for changes, etcetera.
g. Describe how you will assist the CITY with strategic planning to insure that the CITY’s IT system retains
its usefulness, viability, compatibility, and dependability into the future.
QUESTIONNAIRE 3: ASSUMPTIONS, REQUIREMENTS, RISKS AND EXPECTATIONS
Please list in this section all your assumptions, requirements, risks and expectations for the provision of services
pursuant to the scope of services outlined herein.
QUESTIONNAIRE 4: LEVEL OF SERVICE
An explanation of the problem reporting and resolution process that describes the PROPOSER’s support plan, including
tiers, service levels, call escalation, the person(s) authorized to close problem reports, etcetera. Please address the
following in your response:
1. Services
a. Describe your work order/trouble ticket system.
b. Describe your system to escalate chronic or advanced problems.
c. Describe availability of key staff during normal business hours (including systems administrators
and engineers and other specialists).
d. Describe after-hours support. What is the guaranteed response time? How is your afterhours
response time structured (e.g., time of day, severity)? What is the average response time?
e. Provide your guaranteed response time for issues dependent upon severity and time of day.
f. How do you propose that the service level agreement be monitored and enforced?
g. Describe any training your organization provides to your clients, including network applications
and/or desktop applications. (Or are you affiliated with an organization that provides training to
clients?)
h. Describe any systems backup support you offer.
i. Describe any disaster recovery support provided.
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j. Describe how major software upgrades would be applied and what upgrades would require
additional fees.
k. Describe patch management – how software updates and patches are performed both on servers
and desktops. Who is responsible for doing updates? How often are they done? If using automated
tools, what program is being used to rollout the updates and what programs are being updated?
l. How are network down-times for maintenance scheduled and communicated?
m. Describe how PROPOSER would resolve the situation in which one of our servers breaks down
during service. Be sure to include time estimates as well.
2. Helpdesk and Monitoring
a. Describe your work order/trouble ticket system.
b. Describe your company’s remote helpdesk and monitoring setup and how it would serve the CITY.
c. Describe how you will schedule and assign help desk technicians for on-site coverage.
d. Provide helpdesk statistics such as average time to respond to calls, average length of time for
successful resolution of issues, the nature of the support calls, etcetera.
e. Is it limited to a quota of calls?
f. Is it limited to a quota of man hours?
g. What are the helpdesk hours? If they do not cover all our hours of operations, please describe what
coverage will be provided for those hours outside of your helpdesk hours.
h. Who can call the helpdesk?
i. Is helpdesk staff local? If not, where are they located? (**Note preference may be given to a City of
Winter Springs based helpdesk**)
j. Are helpdesk staff employees of the support company or sub- contracted?
k. Are helpdesk staff full-time?
l. What is the skill/certification level of first-level helpdesk staff?
m. What happens if the helpdesk cannot resolve the problem?
n. Does the helpdesk understand that they should never ask for CITY end user login passwords?
o. Does the helpdesk understand they should never put sensitive information in any public
communications?
3. Security
a) Describe your strategy for securing your client’s data. Include PROPOSER’s policies as well as any security
certificates that you possess, including the year each was originally obtained.
b) Explain how PROPOSER will insure that the security clearances required are adhered to.
c) Describe PROPOSER’s security certification and expertise.
d) Describe PROPOSER’s handling of multi-factor authentication internally.
e) Provide details of PROPOSER’s practices for staying current on regulations, legislation, certifications and
compliance.
f) Describe background checks performed for all PROPOSER’s staff.
g) How does PROPOSER stay informed regarding security alerts and/or events?
h) How does PROPOSER notify and manage security events for your clients?
i) How does PROPOSER manage mobile device security?
j) How does PROPOSER ensure best security practices are being followed?
k) Is an annual security assessment and report included in PROPOSER’sr service?
4. Management Deliverables and Reports
a. Include descriptions of any reports used to summarize and provide detailed information for managed
services customers.
b. Include sample reports as attachments to the Proposal to provide an example of the types of reports
that will be provided for this engagement.
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5. Documentation and Records
a. Describe how PROPOSER would document and record maintenance, installation, performance, and
changes to the system.
b. Describe the documentation that PROPOSER would make available to The City of Winter Springs at the
end of the contract period.
c. Describe how PROPOSER would maintain confidentiality in strict conformance with sensitive CITY data,
State law and other Confidentiality laws and regulations.
QUESTIONNAIRE 5: DOCUMENTATION AND REPORTING
a. Please provide up to two examples of documentation that PROPOSER would create on the CITY’s behalf
when setting up new systems.
b. How does PROPOSER report daily and weekly activity to the the CITY’s IT manager?
c. Do you have examples of reporting that PROPOSER would provide?
QUESTIONNAIRE 6: SECURITY
All staff working on Police Department information systems shall submit to a full fingerprint based background
check to satisfy Criminal Justice Information Systems (CJIS) security policy and must comply with the
requirements outlined in the CJIS Security Addendum. This information will be forwarded to the State of Florida
for all clearances as required. The successful PROPOSER will not incur any costs other than their own staff time
for this vetting process.
Please outline any experience PROPOSER has with these requirements and state how it will facilitate and
maintain compliance with this requirement from onboarding throughout the term of the awarded Agreement.
QUESTIONNAIRE 7: PROPOSER’S STAFF TRAINING
Describe how PROPOSER intends to ensure that all personnel contributing to the management of CITY’s
information technology system are properly trained and monitored to ensure that they are performing their
duties at proficient levels.
QUESTIONNAIRE 8: PROJECT MANAGEMENT
a) What experience in Project Management does PROPOSER’s organization have?
b) Any certified PMP?
QUESTIONNAIRE 9: INFRASTRUCTURE HEALTH MONITORING
a) Describe PROPOSER’s monitoring tools and strategies to monitor and insure the stability of the computing
environment at the CITY.
b) Describe how these monitoring results would be communicated to the CITY.
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QUESTIONNAIRE 10: FEE STRUCTURE
The CITY requests a fixed fee structure all-inclusive of all services provided. Include a fee breakdown based on
the fixed fee pricing model. Please provide the following Manadatory Forms (i) a Fee Structure Spreadsheet
Price Proposal ( See Appendix A Cost Proposal - Part 1), and (ii) Acceptance of Proposal Terms and Conditions
(see Proposal Form 1 – Proposer Information and Acknowledgement Form). Please address the following:
a) Are monthly/quarterly/yearly costs increased or decreased due to environmental changes? If so, please
describe (i.e. adding or removing servers or users).
b) Based on the CITY’s current support requirements; provide PROPOSER’s ongoing monthly/quarterly fees and
what is included. Address specifically the following list of items and if not included, please provide any separate
fees the CITY would incur. Please provide “a la carte” pricing for any services PROPOSER can provide which is
not included in this list:
1. On-site Time
2. Helpdesk Support
3. After-hours Support
4. Response Time/Problem Resolution Time
5. Travel Time
6. Vendor Management
7. Training for City Users
8. Project Management
9. OS/Application Upgrades
10. Additional Equipment, Applications, and/or Users
11. Special Requests and/or Projects beyond the Scope of this RFP
12. Regular in-person Business Review
13. Regular Reporting on System Health in business terms
14. Response to Major System Problems or Outages
15. Coverage and Response During Emergency Operations and/or Activations
16. Overall Description and Outline of the Level of Service Included for the Proposed Fees
c) Describe work and related costs that are specifically excluded from the contract, i.e. any optional/incremental
ongoing services or project fees, (see Appendix A Cost Proposal – Part 2).
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Exhibit “B”
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Exhibit “C”
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FEDERAL BUREAU OF INVESTIGATION
CRIMINAL JUSTICE INFORMATION SERVICES
SECURITY ADDENDUM
Legal Authority for and Purpose and Genesis of the
Security Addendum
Traditionally, law enforcement and other criminal justice agencies have been
responsible for the confidentiality of their information. Accordingly, until mid-1999, the
Code of Federal Regulations Title 28, Part 20, subpart C, and the National Crime Information
Center (NCIC) policy paper approved December 6, 1982, required that the management and
exchange of criminal justice information be performed by a criminal justice agency or, in
certain circumstances, by a noncriminal justice agency under the management control of a
criminal justice agency.
In light of the increasing desire of governmental agencies to contract with private
entities to perform administration of criminal justice functions, the FBI sought and obtained
approval from the United States Department of Justice (DOJ) to permit such privatization of
traditional law enforcement functions under certain controlled circumstances. In the Federal
Register of May 10, 1999, the FBI published a Notice of Proposed Rulemaking,
announcing as follows:
1. Access to CHRI [Criminal History Record Information] and Related
Information, Subject to Appropriate Controls, by a Private Contractor Pursuant
to a Specific Agreement with an Authorized Governmental Agency To Perform
an Administration of Criminal Justice Function (Privatization). Section 534 of
title 28 of the United States Code authorizes the Attorney General to exchange
identification, criminal identification, crime, and other records for the official
use of authorized officials of the federal government, the states, cities, and
penal and other institutions. This statute also provides, however, that such
exchanges are subject to cancellation if dissemination is made outside the
receiving departments or related agencies. Agencies authorized access to
CHRI traditionally have been hesitant to disclose that information, even in
furtherance of authorized criminal justice functions, to anyone other than actual
agency employees lest such disclosure be viewed as unauthorized. In recent
years, however, governmental agencies seeking greater efficiency and
economy have become increasingly interested in obtaining support services for
the administration of criminal justice from the private sector. With the
concurrence of the FBI’s Criminal Justice Information Services (CJIS)
Advisory Policy Board, the DOJ has concluded that disclosures to private
persons and entities providing support services for criminal justice agencies
may, when subject to appropriate controls, properly be viewed as permissible
disclosures for purposes of compliance with 28 U.S.C. 534.
We are therefore proposing to revise 28 CFR 20.33(a)(7) to provide
express authority for such arrangements. The proposed authority is similar to
the authority that already exists in 28 CFR 20.21(b)(3) for state and local CHRI
systems. Provision of CHRI under this authority would only be permitted
pursuant to a specific agreement with an authorized governmental agency for
the purpose of providing services for the administration of criminal justice.
The agreement would be required to incorporate a security addendum approved
by the Director of the FBI (acting for the Attorney General). The security
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addendum would specifically authorize access to CHRI, limit the use of the
information to the specific purposes for which it is being provided, ensure the
security and confidentiality of the information consistent with applicable laws
and regulations, provide for sanctions, and contain such other provisions as the
Director of the FBI (acting for the Attorney General) may require. The security
addendum, buttressed by ongoing audit programs of both the FBI and the
sponsoring governmental agency, will provide an appropriate balance between
the benefits of privatization, protection of individual privacy interests, and
preservation of the security of the FBI’s CHRI systems.
The FBI will develop a security addendum to be made available to
interested governmental agencies. We anticipate that the security addendum
will include physical and personnel security constraints historically required
by NCIC security practices and other programmatic requirements, together
with personal integrity and electronic security provisions comparable to those
in NCIC User Agreements between the FBI and criminal justice agencies, and
in existing Management Control Agreements between criminal justice
agencies and noncriminal justice governmental entities. The security
addendum will make clear that access to CHRI will be limited to those officers
and employees of the private contractor or its subcontractor who require the
information to properly perform services for the sponsoring governmental
agency, and that the service provider may not access, modify, use, or
disseminate such information for inconsistent or unauthorized purposes.
Consistent with such intent, Title 28 of the Code of Federal Regulations (C.F.R.) was
amended to read:
§ 20.33 Dissemination of criminal history record information.
a) Criminal history record information contained in the Interstate
Identification Index (III) System and the Fingerprint Identification Records
System (FIRS) may be made available:
1) To criminal justice agencies for criminal justice purposes, which
purposes include the screening of employees or applicants for
employment hired by criminal justice agencies.
2) To noncriminal justice governmental agencies performing criminal
justice dispatching functions or data processing/information services
for criminal justice agencies; and
3) To private contractors pursuant to a specific agreement with an agency
identified in paragraphs (a)(1) or (a)(6) of this section and for the
purpose of providing services for the administration of criminal justice
pursuant to that agreement. The agreement must incorporate a security
addendum approved by the Attorney General of the United States,
which shall specifically authorize access to criminal history record
information, limit the use of the information to the purposes for which
it is provided, ensure the security and confidentiality of the information
consistent with these regulations, provide for sanctions, and contain
such other provisions as the Attorney General may require. The power
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and authority of the Attorney General hereunder shall be exercised by
the FBI Director (or the Director’s designee).
This Security Addendum, appended to and incorporated by reference in a
government-private sector contract entered into for such purpose, is intended to insure that
the benefits of privatization are not attained with any accompanying degradation in the
security of the national system of criminal records accessed by the contracting private party.
This Security Addendum addresses both concerns for personal integrity and electronic
security which have been addressed in previously executed user agreements and management
control agreements.
A government agency may privatize functions traditionally performed by criminal
justice agencies (or noncriminal justice agencies acting under a management control
agreement), subject to the terms of this Security Addendum. If privatized, access by a private
contractor's personnel to NCIC data and other CJIS information is restricted to only that
necessary to perform the privatized tasks consistent with the government agency's function
and the focus of the contract. If privatized the contractor may not access, modify, use or
disseminate such data in any manner not expressly authorized by the government agency in
consultation with the FBI.
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EXAMPLE OF A CONTRACT ADDENDUM
AMENDMENT NO. ___ TO THE CONTRACT BETWEEN
[PARTY NO. 1] AND [PARTY NO. 2], ENTERED INTO [DATE]
[Name of Law Enforcement Agency] and [Party No. 2], upon notification and pursuant
to Paragraph/Section No. ___ [the amendment clause of the original contract] of that certain
contract entered into by these parties on [date][and entitled "___"], hereby amend and revise
the contract to include the following:
1. Access to and use of criminal history record information and other sensitive
information maintained in [state and] FBI-managed criminal justice information systems by
[private party] are subject to the following restrictions:
a.
b.
c.
and
d. The Security Addendum appended hereto, which is incorporated by reference and
made a part thereof as if fully appearing herein.
This amendment is effective the ____ day of _________, 20__.
On behalf of [Party No. 1]: _______________________________
[Name]
_______________________________
[Title]
_______________________________
Date
On behalf of [Party No. 2]: _______________________________
[Name]
_______________________________
[Title]
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FEDERAL BUREAU OF INVESTIGATION
CRIMINAL JUSTICE INFORMATION SERVICES
SECURITY ADDENDUM
The goal of this document is to augment the CJIS Security Policy to ensure adequate
security is provided for criminal justice systems while (1) under the control or management of
a private entity or (2) connectivity to FBI CJIS Systems has been provided to a private entity
(contractor). Adequate security is defined in Office of Management and Budget Circular A-
130 as “security commensurate with the risk and magnitude of harm resulting from the loss,
misuse, or unauthorized access to or modification of information.”
The intent of this Security Addendum is to require that the Contractor maintain a
security program consistent with federal and state laws, regulations, and standards (including
the CJIS Security Policy in effect when the contract is executed), as well as with policies and
standards established by the Criminal Justice Information Services (CJIS) Advisory Policy
Board (APB).
This Security Addendum identifies the duties and responsibilities with respect to the
installation and maintenance of adequate internal controls within the contractual relationship so
that the security and integrity of the FBI's information resources are not compromised. The
security program shall include consideration of personnel security, site security, system
security, and data security, and technical security.
The provisions of this Security Addendum apply to all personnel, systems, networks and
support facilities supporting and/or acting on behalf of the government agency.
1.00 Definitions
1.01 Contracting Government Agency (CGA) - the government agency, whether a Criminal
Justice Agency or a Noncriminal Justice Agency, which enters into an agreement with a private
contractor subject to this Security Addendum.
1.02 Contractor - a private business, organization or individual which has entered into an
agreement for the administration of criminal justice with a Criminal Justice Agency or a
Noncriminal Justice Agency.
2.00 Responsibilities of the Contracting Government Agency.
2.01 The CGA will ensure that each Contractor employee receives a copy of the Security
Addendum and the CJIS Security Policy and executes an acknowledgment of such receipt and
the contents of the Security Addendum. The signed acknowledgments shall remain in the
possession of the CGA and available for audit purposes. The acknowledgement may be signed
by hand or via digital signature (see glossary for definition of digital signature).
3.00 Responsibilities of the Contractor.
3.01 The Contractor will maintain a security program consistent with federal and state laws,
regulations, and standards (including the CJIS Security Policy in effect when the contract is
executed and all subsequent versions), as well as with policies and standards established by the
Criminal Justice Information Services (CJIS) Advisory Policy Board (APB).
4.00 Security Violations.
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4.01 The CGA must report security violations to the CJIS Systems Officer (CSO) and the
Director, FBI, along with indications of actions taken by the CGA and Contractor.
4.02 Security violations can justify termination of the appended agreement.
4.03 Upon notification, the FBI reserves the right to:
a. Investigate or decline to investigate any report of unauthorized use;
b. Suspend or terminate access and services, including telecommunications links. The
FBI will provide the CSO with timely written notice of the suspension. Access and
services will be reinstated only after satisfactory assurances have been provided to
the FBI by the CGA and Contractor. Upon termination, the Contractor's records
containing CHRI must be deleted or returned to the CGA.
5.00 Audit
5.01 The FBI is authorized to perform a final audit of the Contractor's systems after
termination of the Security Addendum.
6.00 Scope and Authority
6.01 This Security Addendum does not confer, grant, or authorize any rights, privileges, or
obligations on any persons other than the Contractor, CGA, CJA (where applicable), CSA, and
FBI.
6.02 The following documents are incorporated by reference and made part of this
agreement: (1) the Security Addendum; (2) the NCIC 2000 Operating Manual; (3) the CJIS
Security Policy; and (4) Title 28, Code of Federal Regulations, Part 20. The parties are also
subject to applicable federal and state laws and regulations.
6.03 The terms set forth in this document do not constitute the sole understanding by and
between the parties hereto; rather they augment the provisions of the CJIS Security Policy to
provide a minimum basis for the security of the system and contained information and it is
understood that there may be terms and conditions of the appended Agreement which impose
more stringent requirements upon the Contractor.
6.04 This Security Addendum may only be modified by the FBI, and may not be modified
by the parties to the appended Agreement without the consent of the FBI.
6.05 All notices and correspondence shall be forwarded by First Class mail to:
Information Security Officer
Criminal Justice Information Services Division, FBI
1000 Custer Hollow Road
Clarksburg, West Virginia 26306
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FEDERAL BUREAU OF INVESTIGATION
CRIMINAL JUSTICE INFORMATION SERVICES
SECURITY ADDENDUM
CERTIFICATION
I hereby certify that I am familiar with the contents of (1) the Security Addendum,
including its legal authority and purpose; (2) the NCIC Operating Manual; (3) the CJIS Security
Policy; and (4) Title 28, Code of Federal Regulations, Part 20, and agree to be bound by their
provisions.
I recognize that criminal history record information and related data, by its very nature,
is sensitive and has potential for great harm if misused. I acknowledge that access to criminal
history record information and related data is therefore limited to the purpose(s) for which a
government agency has entered into the contract incorporating this Security Addendum. I
understand that misuse of the system by, among other things: accessing it without
authorization; accessing it by exceeding authorization; accessing it for an improper purpose;
using, disseminating or re-disseminating information received as a result of this contract for a
purpose other than that envisioned by the contract, may subject me to administrative and
criminal penalties. I understand that accessing the system for an appropriate purpose and then
using, disseminating or re-disseminating the information received for another purpose other
than execution of the contract also constitutes misuse. I further understand that the occurrence
of misuse does not depend upon whether or not I receive additional compensation for such
authorized activity. Such exposure for misuse includes, but is not limited to, suspension or loss
of employment and prosecution for state and federal crimes.
_______________________________________ _______________
Printed Name/Signature of Contractor Employee Date
______________________________________ _______________
Printed Name/Signature of Contractor Representative Date
______________________________________
Organization and Title of Contractor Representative
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