DEPARTMENT OF FINANCIAL SERVICES
4300 NW 36
THSTREET
LAUDERDALE LAKES, FL 33319-5599
REQUEST FOR QUOTATION (RFQ)
RFQ #: 14-0600-04RFQ
RFQ Name: Video Streaming Services
Request For Quotation Opening Day, Date, and Time: Wednesday, March 5, 2014 at 3:00 P.M.
To:
From:
Address:
Tel: (954)
Fax: (954)
Email:
Tel:
Date Issued:
Fax:
Scope of Work:
The City of Lauderdale Lakes is requesting quotations from qualified firms to award this quotation for the purchase,
installation, licenses, warranty, maintenance and support, indexing services and training to provide Live Video
Streaming Services and On-Demand Services as per the attached specifications. The purchases and services shall
consists of furnishing all labor, equipment, materials, delivery costs and supervision necessary to provide Live Video
Streaming Services.
A price shall be submitted for all items in the price schedule. Failure to comply shall cause the RFQ submittal to be
considered non-responsive. Be sure to execute the City Warranty Form.
RFQ Submittal Signature
I, the undersigned Bidder, do hereby certify that the items Bid meet or exceed the City of Lauderdale Lakes’
Specifications.
Date of Bid
Company
Name/Title
Signature
Address
Fed. ID# or SSN
City/State/Zip Code
Contact Person & Email Address
1
14-0600-04RFQ Video Streaming
SCOPE OF WORK / SPECIFICATION
The City of Lauderdale Lakes currently broadcasts live commission meetings and government access channel
information via Comcast Cable Channel 78. The City would like to extend such broadcast services to the
World Wide Web via live video streaming and on-demand video broadcasts. As such, the City is requesting
informal quotes for live video streaming and on-demand services with the necessary hardware and software to
encode, index, and archive the video and audio content.
The system must have the following capabilities and features:
Produce live video streaming and on-demand video and audio webcast
Integrated with Novus Agenda System, hosted by Novusolutions and the City’s web site, hosted by
CivicPlus
Connect to City’s existing video and audio system ( which includes 3 cameras)
Index up to 25 meetings with linked to documents and segments of video content.
Allow indexing of video content during live broadcasts
Generate meeting indexed based on agenda topic titles
Archive storage of video and audio content for 2 years
Provide site or streaming statistics such as site content usage, concurrent live streaming requests,
content popularity, number of steaming requests per month
Allow unlimited number of Internet viewers
Compatible with PC, MAC, and common mobile devices such as Apple OS, Windows Surface and
Android
Accessibly 24 hours 7 days per week with exception of scheduled maintenance
Other Requirements
ADA compliant
WC3 Compliant, HTML5
Downloadable to common media players such Windows media player and Apple iTunes.
Automatically publish to web site
Vendor to provide Maintenance and Support
Provide system administration and technical support
Training to City Staff
Licenses
2
PRICE SCHEDULE
ITEM 1
COST
1. Hardware (Encoder) & Software Application
$
2. Installation
$
3. Licenses
$
4. Standard Warranty
$
5. Training
$
Purchase and Installation Total Cost:
$
6. Indexing Service for 25 meetings
$
7. Annual Maintenance & Support
$
Total Cost Annually:
$
GRAND TOTAL:
$
Provide a breakdown/supporting documentation of all costs for the software application and hardware equipment
and any additional cost along with your quotation.
WARRANTIES: Attach all manufacturers’ warranties along with your quotation.
TERM OF CONTRACT: It is the intent of the City to award this quotation to the lowest responsive responsible bidder, in
the aggregate. The Bidder agrees that the quotation shall be in effect for three (3) year period from the inception of
award/purchase order. The items/services listed is not a guarantee of purchase and is contingent upon funding. The City
reserves the right to utilize the items and/or services throughout the contract term. The City reserves the right to accept or
reject any or all quotations and to waive any informality concerning the quotes when such rejection or waiver is deemed to
be in the best interest of the City of Lauderdale Lakes. The City reserves the right to award the bid on a lump sum or
individual item basis unless otherwise stated.
DELIVERY: Your quotation shall indicate the number of days required for delivery after receipt of a Contract or Purchase
Order in the space provided below. Delivery time may be the basis for making an award. Delivery shall be during the
normal working hours of the using department, Monday through Friday, unless otherwise approved by the City. All items
shall be delivered F.O.B. destination to a specific address in the City of Lauderdale Lakes. All delivery costs and handling
charges must be included in your proposal price. Any and all exceptions must be noted. Failure to do so may be cause
for rejection of the quotation. The City reserves the right to cancel orders or any part thereof, without obligation if delivery
is not made in the time specified in the quotation accepted by the City.
__________________ Calendar days after receipt of Purchase Order or Contract.
CASH DISCOUNTS: Although cash discounts may be offered for prompt payment; such discounts shall not be
considered in determining the lowest net cost for proposal evaluation. However, cash discounts may be considered when
assessing overall value of a proposal to the City.
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14-0600-04RFQ Video Streaming
WARRANTIES
In consideration of, and to induce the Award of THE CITY OF
LAUDERDALE LAKES, FLORIDA, CONTRACT described in these
Bid Documents, the Bidder represents and warrants to the City of
Lauderdale Lakes, Florida:
1.
The Bidder is financially solvent and sufficiently experienced
and competent to perform all of the work required of the
Bidder in the CONTRACT; and
2.
That the facts stated in the Bidder’s Bid and information
given the Bidder pursuant to the request or proposal for
Bids, instructions to Bidders and Specifications are true and
correct in all respects; and
3.
That the Bidder has read and complied with all of the
requirements set forth in the request for Bids, Instructions to
Bidders and Specifications; and
4.
That the Bidder warrants all materials supplied by it and
delivered to the City of Lauderdale Lakes, Florida, are or will
be free from any security interest, and other lien, and that
the Bidder is a lawful City having the right to sell the same
and will defend the conveyance to the City of Lauderdale
Lakes, Florida, against all persons claiming the whole or any
part thereof; and
5.
That the materials supplied to the City of Lauderdale Lakes,
Florida, under the CONTRACT are free from the rightful
claims of any persons whomsoever, by way of patent or
trademark infringement or the like; and
6.
That the materials supplied under the CONTRACT are
merchantable within the meaning of the Uniform Commercial
Code Section 2-314; and
7.
That the materials supplied under the CONTRACT are free
from defects in materials and workmanship under normal
use and service and that any such materials found to be
defective shall be replaced by the Bidder as per the attached
Warranty.
8.
That the materials supplied pursuant to the CONTRACT are
fit for the purposes for which they are intended to be used;
that under normal use and maintenance the material will
continue to be fit for such purposes for the warranty period
after delivery, provided that the City shall give the Bidder
notice that the materials failed to fulfill the warranty; such
notice shall state in what respect the materials have failed to
fulfill the warranty, where upon the Bidder shall be allowed a
reasonable time after receipt of such notice to correct the
defect and the City agrees to cooperate in this regard. If the
materials cannot be made to fulfill the CONTRACT within the
warranty period the Bidder will either furnish duplicate
materials, or at its option refund the amount paid, which shall
constitute a settlement in full for all damages occasioned by
reason at this warranty of fitness; and
9.
That this Warranty is included in exposures for which the
Bidder has products liability and completed operations
insurance, in minimum amounts of One Hundred Thousand
($100,000.00) Dollars for property damage and Three
Hundred Thousand ($300,000.00) Dollars for personal injury
as shown on the Certificates of such Insurance attached
hereto, and the Bidder agrees to keep such insurance
coverage during the period of this Warranty; and
10.
That it is an express condition of this Warranty that the
item(s) hereby warranted shall be operated and maintained
by the City in accordance with the manufacturer’s
recommendations as to those portions of the item(s) that are
not fabricated by the Bidder, and in accordance with the
Bidder’s recommendations, a copy of which has either been
supplied to the City of Lauderdale Lakes, should maintain
complete and accurate records made at the time of
performance of maintenance showing compliance with such
instructions, and by acceptance of this Warranty, the City of
Lauderdale Lakes, Florida, agrees to present such records
to the Bidder upon request in the event of a claim hereunder
by the City; and
11.
The foregoing Warranties apply as a minimum and are
supplemental to other Warranties offered. They are not
substituted, but in addition to, any other Warranties offered.
12.
That it is agreed and understood by the Bidder that the City
of Lauderdale Lakes, Florida, is induced to enter the
CONTRACT in reliance upon this Warranty.
SIGNED, sealed and delivered on this
day of
2014
.
(SEAL)
BIDDER:____________________________________________
SIGNATURE:________________________________________
ATTEST:
___________________________________________________
(Certificates of Insurance attached)
Secretary
Page 2 of 6
GENERAL INFORMATION
THE TERMS BIDDER AND CONTRACTOR WILL BE USED INTERCHANGEABLY, AND WHEN SO USED, DEEMED TO MEAN BIDDER. THE TERMS BID AND QUOTE WILL BE USED INTERCHANGEABLY, AND WHEN SO USED, DEEMED TO MEAN BID.
SUBMITTAL OF A BID IN RESPONSE TO THIS REQUEST FOR QUOTATION CONSTITUTES AN OFFER BY THE BIDDER. BIDS WHICH DO NOT COMPLY WITH THESE REQUIREMENTS MAY BE REJECTED AT THE OPTION OF THE CITY.
1. TERM: The Contract and/or Purchase Order will be in force as stated on
the Purchase Order.
2. EXECUTION OF QUOTE: Quote responses must contain a manual
signature, in ink, of an authorized representative, who has the legal ability to bind the Bidder in Contractual obligations. Bid must be typed or legibly printed in ink. Use of erasable ink is not permitted. All corrections made by Bidder to any part of the bid document must be initialed in ink. 3. INVOICING AND PAYMENT: Payment for any and all invoice(s) shall
meet the following conditions to be considered as a valid payment request. 3.1 Submission of a properly certified invoice(s) in accordance with the Contract or Purchase Order document, and submitted to:
City of Lauderdale Lakes Attn: Accounts Payable 4300 NW 36th Street
Lauderdale Lakes, Florida 33319
3.2 All invoices submitted shall consist of an original and one (1) copy; clearly reference the subject Contract or Purchase Order number; provide a sufficient salient description to identify goods or service for which payment is requested; contain date of delivery; original or legible copy of a signed delivery receipt including both manual signature and printed name of a designated City employee or authorized agent; be clearly marked as “partial”, “complete” or “final” invoice. The City will accept partial deliveries of several units, not component parts.
3.3 The invoice shall contain the Bidder’s Federal Employer Identification number.
3.4 The City’s terms are “Net 30 Days” after acceptance of goods or services and receipt of an acceptable invoice as described herein. Any other items of payment must have been previously approved by the City, and appear on the Contract or Purchase Order document to be binding on the City.
4. AWARDS: As the best interest of the City may require, at its sole
discretion, the right is reserved to reject the bid of any vendor who has previously failed in the proper performance of an Award or to deliver on time Contracts of a similar nature or who is not in a position to perform properly under this Award and to make Award(s) by individual item, group of items, “All or None”, or a combination thereof; with one or more suppliers; to reject any or all bids, or waive any minor irregularity or technicality in bids received and may, at its sole discretion, request a re-bid. Bidders are cautioned to make no assumption until the City has entered into a Contract or Purchase Order.
5. PROMOTIONAL PRICING: Bidder shall offer to the City during the
Contract period any item(s) offered on a “promotional” basis from the manufacturer. It will be the successful Bidder’s responsibility to monitor said item(s) and report any that are or will be offered at lower price. 6. REPRESENTATION: A Bidder must have, at the time of the bid
submission, an operational facility, or be a fully authorized agent or representative of the product bid, and capable of producing or providing the items bid, and so certify upon request.
7. ALTERNATES: Unless otherwise specified, the mention of the particular
manufacturer’s brand name or number in the Specifications does not imply that this particular product is the only one that will be considered for purchase. This reference is intended solely to designate the type or quality of merchandise that will be acceptable. Alternate offers will be considered and must include descriptive literature and Specifications. Failure to provide descriptive literature and Specifications with alternate offers may be cause for disqualification of the Alternate.
The determination of whether or not any alternate product or service is or is not equal shall be made by the Purchasing and Contracts Manager or his designee and such determination shall be final and binding upon all Bidders.
8. BIDS TO REMAIN OPEN: All bids shall remain open for sixty (60) days
after the date of bid opening prior to award.
9. COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH: Bidder
certifies that all material, equipment, etc., contained in his/her bid meets all applicable O.S.H.A. requirements. Bidder further certifies that, if he/she is the successful Bidder, and the material, equipment, etc., delivered is subsequently found to be defective in any applicable O.S.H.A. requirement effect on the date of delivery, all costs necessary to comply with the requirements shall be borne by the Bidder.
10. DISPUTES: In case of any doubt or difference of opinion as to the items
to be furnished hereunder, the decision of the Purchasing and Contracts Manager or designee shall be final and binding on both parties. 11. LOCAL PREFERENCE Pursuant to City Ordinance # 99-21, Section
23-64 ½ of the Code of Ordinances, the City of Lauderdale Lakes is required to give preference to vendors who meet the definition of a “qualified local business” as that term is defined in Section 23-64 ½ as follows: If a qualified local business submits a response to either an inquiry made pursuant to informal competitive conditions or a formal Request For Quotation as required in Section 23-65 of the code, and the original bid of the qualified local business is within five percent (5%) of the low bid, then the City shall give the qualified local business the opportunity to meet the price of the low bid. The order of preference by which the qualified local business shall be given the opportunity to match the low bid shall be from the lowest to the highest bid, as long as the initial bid was within five percent (5%) of the low bid.
12. REJECTION: Failure to comply with the following may result in rejection of the bid.
a. Bid responses MUST be listed on, and according to our form of Request For Quotation. (Bids not complying with the foregoing will be rejected!) b. Listing clients on the Client List.
c. Executing the bid
13. ESTIMATED QUANTITIES: Whenever a bid is sought, seeking a source
of supply for a specified time for materials or services, the quantities or usage shown are estimated only. No guarantee or warranty is given or implied by the City as to the total amount that may or may not be purchased from any resulting Contracts. These quantities are for Bidders information only and will be used for tabulation and presentation of bid. Usages listed are estimates only and the City reserves the right to increase or decrease usages as required.
14. INSURANCE REQUIRED, GENERAL, SERVICE, DELIVERY, ETC. The Bidder shall not commence work on any City Property until all insurance required as stated herein has been obtained and such insurance has been approved by the City.
All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida. The Bidder shall include current certificates of insurance with the bid package. The certificates shall clearly indicate that the Bidder has obtained insurance of the type, amount, and classification as required for strict compliance with insurance requirements as stated herein, and that no change or cancellation of the insurance shall be effective without 30 days prior written notice to the City. Non-compliance with the foregoing requirements shall not relieve the vendor of their liability and obligations under this Contract.
The Bidder shall maintain commercial liability insurance in the amount of $1,000,000 per occurrence including products/completed operations. The Bidder shall maintain comprehensive automobile liability insurance in the following amounts:
Bodily Injury and/or Property Damage $300,000 each occurrence $500,000 aggregate or Combined Single Limit
$500,000 each occurrence/aggregate
These limits are to protect the Bidder and the City from claims for damage, which may arise from general operations or from the ownership, use or maintenance of owned and non-owned automobiles, including rented automobiles whether such operations are by the vendor or by anyone directly or indirectly employed by the vendor.
The Bidder shall maintain Worker’s Compensation Insurance as per statutory requirements and Employer’s Liability limits no less than $500,000 per occurrence each accident; $500,000 disease policy limit; $100,000 disease each employee.
UPON AWARD, WITH THE EXCEPTION OF WORKER’S
COMPENSATION, THE BIDDER WILL FURNISH CERTIFICATES OF INSURANCE TO THE CITY WITH THE CITY NAMED AS ADDITIONAL INSURED.
Page 3 of 6
14-0600-04RFQ Video Streaming
TERMS AND CONDITIONS
Any Purchase Order issued will be awarded based upon the following terms and conditions.
1. SPECIFIC TERMS CONTROL: All terms and conditions, specifications, title, labels and otherwise, set forth upon the face page hereof shall be deemed “Terms and Conditions” as if fully set forth herein. Should there exist a contradiction between or inconsistency with the terms and conditions on the face page of this Purchase Order and the terms and conditions on the reverse side, the terms and conditions on the face page of this Purchase Order shall control.
2. PRICING: The purchase price for the goods, unless otherwise specifically set forth in this Purchase Order, includes all packing, handling and delivery charges. The purchase price shall not be subject to any form of escalation or price increase, regardless of the date on which the goods or services to be provided are actually delivered or performed.
3. TIME OF PERFORMANCE: All deliveries shall be made to the City within twenty-one calendar (21) days of the date hereof, unless otherwise set forth on the face page of the Purchase Order, time being of the essence. Vendor’s failure to deliver the services or goods within such time shall permit the City to acquire the goods or services from other sources and to declare a default hereunder. The declaration of a default and the acquisition of the goods or services from another source shall not constitute a waiver of the City’s rights with respect to such default. Upon notice of default, the vendor shall be entitled to no remuneration hereunder, irrespective of the costs which the vendor may have incurred in reliance on the Purchase Order.
4. DELIVERY: All deliveries shall be FOB City, specifically to a City department or employee who has responsibility for the project or purchase. The City shall not assume any risk of loss for any goods unless delivery has been performed pursuant to the requirements of this paragraph. Acknowledgement of receipt of goods does not constitute an acceptance for conformity of said goods, but only the passing of the right to use said goods by the City. The City shall retain the right of inspection to determine conformity of all goods according to the terms and conditions of this Purchase Order prior to acceptance.
5. INSPECTION: City shall have thirty (30) days from the date of the delivery of the goods to inspect and notify the vendor that the services or goods delivered are conforming or defective. Should City notify vendor of the non-conformity or defective condition of the goods, then vendor shall be required to remove the goods within three (3) business days of the City's notification. Regardless of when removal of the non-conforming or defective goods occurs, vendor shall be required to replace the non-conforming goods within three (3) business days of the City's notice of non-conformity. The vendor shall have the obligation to replace the defective or non-conforming goods regardless of the cost to replace these goods in conjunction with the purchase price. 6. PAYMENT: Payment, unless otherwise stated to the contrary in this Purchase
Order, shall be net thirty (30) days after acceptance by the City of the delivery of the goods and receipt of an acceptable invoice. For those goods which also require installation, the thirty (30) day period shall not commence until acceptance of the installation.
7. INSTALLATION: The term “installation” is implied and specified in each numbered term and condition for any goods which require installation by the vendor. The City shall have thirty (30) days from the final date of installation to notify the vendor of any defect in the goods or in the installation. Should the City provide vendor with such notice of a defect in the goods or installation, the vendor shall then repair the defect within three (3) business days of being notified by the City of the defect. Should vendor be required to replace any goods in repairing the installation, then vendor shall use new goods in making the repair and shall assume all costs associated with making the repair. 8. TITLE OF GOODS: Title to all goods shall be transferred to the City upon
acceptance of the goods by the City.
9. WARRANTIES: Vendor unconditionally warrants that the products and installation of same (if applicable) supplied under this Purchase Order are free from defects in materials and workmanship for one (1) year under normal use and service. For any breach of warranty or repair required under the warranty, the vendor shall replace and install, as applicable, the goods which fail to operate as warranted, with new goods, at no additional cost to the City. Said warranty expressly includes the warranty of fitness for a particular use and warranty of merchantability.
10. DEFAULT: Upon the occurrence of a default by vendor, whether an initial default or a default arising from a failure to correct an existing default as provided otherwise in these terms and conditions, the City shall then have the right to purchase the required services or equipment from an alternative vendor, and the vendor set forth on this Purchase Order shall reimburse the City for any additional costs and expenses incurred by the City to purchase the required goods and services from the alternative vendor in excess of the original Purchase Order price.
11. TERMINATION: The City shall have the right to terminate this Purchase Order at any time and for any reason, both with and without cause. However, should City terminate the Purchase Order without cause, then vendor shall be entitled to receive from City the vendor's direct costs, less salvage, incurred as of the date of the termination plus any additional direct costs, less salvage, which occurred after the termination date, which costs could not be timely avoided. Vendor shall be required to take all steps necessary to mitigate costs should such a cancellation occur. It is expressly understood that an hourly rate for personnel is not to be considered an actual cost.
12. SUBCONTRACTING/ASSIGNMENT: Vendor may not subcontract this Purchase Order or any portion of this Purchase Order or assign any actions to be taken pursuant to this Purchase Order, without first obtaining the City's written permission, and any assignment shall specifically incorporate the terms and conditions of this Purchase Order into the assignment.
13. INDEMNITY: Vendor shall hold the City harmless from and indemnify the City for any and all claims, damages, costs and expenses, including attorneys' fees, which the City might suffer by virtue of a claim made against the City on account of any act or omission of vendor or any personnel provided by vendor, whether or not such claim is well-taken. This indemnity provision specifically includes, but is not limited to, any product liability claim resulting from the goods provided the City by vendor. The vendor acknowledges that one percent (1%) of the total compensation to be paid hereunder represents consideration for the obligation of indemnity set forth herein.
14. NOTICE: All notices to the City for this Purchase Order shall be
accomplished by making the same, in writing, and by the delivery thereof to the party intended to receive it or by mailing the same to the City, in care of the Purchasing Division, City of Lauderdale Lakes, 4300 Northwest 36th Street Lauderdale Lakes, FL 33319. In the event such notice is made by mail, and not hand-delivery or overnight delivery, same shall be given via U.S. mail, return receipt requested and, unless otherwise provided herein. Notice or delivery by mail shall be effective when mailed. Notice by facsimile or electronic mail is expressly permitted, provided that any facsimile or electronic mail message is followed up with a mailing via U.S. Mail.
15. DELETION/OVERSIGHT/MISSTATEMENT: Any deletion, oversight or misstatements of the specifications or amount of goods, supplies, services or price shall not release the vendor from the responsibility of supplying complete and fully operationally units, together with all appurtenances necessary for unrestricted operation as determined by the City in it’s sole discretion via this Purchase Order, or any addendum hereto.
16. ENTIRE AGREEMENT MODIFICATION: No statements, representations, warranties, either written or oral, from whatever source arising, except as expressly stated in this Purchase Order, shall have any legal validity between the parties or be binding upon any of them. The parties acknowledge that this Purchase Order contains the entire understanding and agreement of the parties. No modifications hereof shall be effective, unless made in writing and executed by the parties hereto with the same formalities as this Purchase Order is executed.
17. WAIVER: No waiver by the City of any provision of this Purchase Order shall be deemed to be a waiver of any other provision hereof or of any subsequent breach by vendor of the same, or any other provision or enforcement hereof. City's consent to or approval of any act by vendor requiring City's consent or approval shall not be deemed to render unnecessary the obtaining of City's consent to or approval of any subsequent consent or approval of any such act, whether or not similar to the acts so consented to or approved.
18. GOVERNING LAW; VENUE: This Purchase Order and the terms and conditions contained herein shall be construed in accordance with the laws of the State of Florida. Venue for all disputes or actions taken shall lie in a court of competent jurisdiction in Broward County, Florida.
19. ATTORNEYS' FEES/COSTS: Should any dispute arise hereunder, the City shall be entitled to recover against the vendor all costs, expenses and attorneys' fees incurred by the City in such dispute, whether or not suit be brought, and such rights shall include all such costs, expenses and attorneys' fees through all appeals or other actions.
20. ANNUAL APPROPRIATION: This Purchase Order is specifically conditioned upon the City authorizing appropriate and adequate funding to specifically implement this Purchase Order.
21. CONDITION AND PACKAGING: It is understood and agreed that any goods ordered or shipped as a result of this Purchase Order shall be new (current production model at the time of this Purchase Order). All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.
