25-8395_Solicitation_Rev.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

CLOSED CAPTIONING SERVICES

SOLICITATION NO.: 25-8395

DANIA GUERRERO, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-7989

dania.guerrero@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations to this document made by the Vendor may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

mailto:dania.guerrero@colliercountyfl.gov

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

25-8395

PROJECT TITLE: CLOSED CAPTIONING SERVICES

PRE-PROPOSAL CONFERENCE: N/A

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295

TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: June 16, 2025 @ 3:00 PM (EST)

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Communications Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

Historically, County departments have spent approximately $44,483 per year; however, this may not be indicative of future buying patterns.

BACKGROUND

The Americans with Disabilities Act (ADA) is a federal law enacted in 1990 that prohibits discrimination against disabled individuals in the areas of employment, public services, public accommodations, and telecommunications. The Board of Collier County Commissioners is committed to serving the needs of all of its citizens and visitors, and our goal is to ensure access to information for a diverse audience. Closed captioning offers a transcript for the audio track of a video presentation that is matched with the video and audio tracks. Captions are commonly visually presented over the video, which benefits individuals who are deaf and hard of hearing and anyone who cannot hear the audio because of loud environments. This service is an essential component to reach all Collier County residents.

TERM OF CONTRACT

The contract term, if an award is/are made is intended to be for three (3) years with two (2) one (1) year renewals. Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

The County Manager, or designee, may, at her discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remains with

VENDOR.

https://procurement.opengov.com/portal/collier-county-fl

DETAILED SCOPE OF WORK

Closed captioning (CC) and subtitling are both processes of displaying text on a television, video screen, or other visual display to provide additional or interpretive information. Both are typically used as a transcription of the audio portion of a program as it occurs (either verbatim or in edited form), sometimes including descriptions of non-speech elements.

Vendor to provide closed captioning services for selected televised regularly scheduled Collier County meetings and special meetings as needed. Vendor must have an operating system compatible with Collier County’s Encoder HD492/HDTV Smart Encoder/Decoder VII. Vendor must ensure that its systems remain compatible with the County’s encoding and decoding equipment throughout the contract term, including any County-mandated upgrades, provided the vendor is given 30 days’ advance notice of such changes.

Vendor accuracy for real-time captioning is also a primary factor in the selection process, and the County’s goal should be approximately 95% +/-.

A list of regularly scheduled meetings will be submitted quarterly (or as requested by the provider) and updated on a weekly basis.

Any additions or deletions will be provided in a timely fashion. Meetings are usually broadcast during business hours (8 am - 5 pm), Monday through Friday, with some exceptions during declared emergencies. Emergency meetings may be scheduled on short notice.

If this is the case, the County will provide at least 12 hours’ notice for emergency meetings whenever possible. In the event of declared emergencies, the vendor will make reasonable efforts to accommodate requests made with less than 12 hours’ notice, but the County acknowledges response is subject to availability. (i.e., Hurricane meetings and press conference).

Closed captioning services will be performed remotely.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Proposers will submit a qualifications proposal, which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing firms.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top-ranked firm to establish the cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and scope of services, and submitted for approval by the Board of County Commissioners.

1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing, and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer.

1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm, negotiations with that firm will be formally terminated, and negotiations shall begin with the firm ranked second. If a contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated, and negotiations shall begin with the third-ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

1.7 For the development of a shortlist, this evaluation criterion will be utilized by the County’s Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 5 Points

2. Certified Woman and/or Minority Business Enterprise 5 Points

3. Business Plan 30 Points

4. Cost of Services to the County 25 Points

5. Experience and Capacity of the Firm 25 Points

6. Local Vendor Preference 10 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, the award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four

(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie-breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director, before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed, or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s), and email(s) of the authorized contact person(s) concerning the proposal. Submission of a signed Proposal is the Vendor's certification that the Vendor will accept any awards as a result of this RFP.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS ENTERPRISE (5 Total Points Available)

Submit certification with the Florida Department of Management Services, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: BUSINESS PLAN (25 Total Points Available)

In this criteria, include but not limited to:

• Detailed plan of approach (including major tasks and sub-tasks).

• Detailed timeline for completion of the project.

• Include with the Business Plan or as an attachment, a copy of a report as an example of work product. This should be for one of the projects listed as a reference.

EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (25 Total Points Available)

• In this criteria, please fill out the table below with your proposed pricing.

• The Proposer with the lowest total cost of service submitted will be awarded the maximum score as listed in the scoring criteria section. All other proposals will be scored according to the following formula: (Lowest Price Proposal/ Proposer’s Price Proposal) x Maximum points. Score. For example, the maximum score available for price is 25. If the lowest proposed Price Proposal is $150,000.00, that Proposer will receive the full 25 points.

Another Proposer with a Price Proposal of $160,000.00 will receive points calculated as follows: $150,000.00/ $160,000.00 = .9375 * 25 = 23.44 points

Description Estimated Hours Hourly Cost Total Cost

1 Cost per hour for normal eight (8) hours or less meetings, 8:00 AM to 5:00 PM 8

2 Cost per hour for meetings that extend beyond eight (8) hours 1

Cost per hour for special meetings (i.e., hurricane meetings or other catastrophic events that require short notice)

Total cost of service

EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (20 Total Points Available)

In this criteria, include but not limited to:

• Provide information that documents your firm’s and subcontractors’ qualifications to produce the required deliverables, including abilities, capacity, skill, and financial strength, and several years of experience in providing the required services.

• Describe the various team members’ successful experiences in working with one another on previous projects.

• Description of the proposed contract team and the role to be played by each member of the team.

The County requests that the vendor submit no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years, whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar size, scope, and complexity to this project using the form provided in Form 5. Proposers may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

EVALUATION CRITERIA NO. 6: LOCAL VENDOR PREFERENCE (10 Total Points Available)

Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see Vendor Check List)***