9-26009AG SCOPE OF SERVICES.pdf

BACKGROUND, OBJECTIVES, REQUIREMENTS, RESPONSIBILITIES

1. BACKGROUND AND OBJECTIVES:

The Broward Sheriff’s Office (BSO) is seeking qualified Proposers to provide all services necessary to establish an Online Web-Based Promotional Products Ordering System for the entire Agency.

1.1 The Broward Sheriff’s Office consists of over a hundred (100) Departments and Divisions located throughout Broward County and are not for delivery to any central location.

1.2 BSO is seeking Proposers that offer an e-commerce, dedicated internet ordering system with preferred interface to its existing Euna’s EqualLevel Platform, PeopleSoft, and Workday ERP System.

1.3 The intent of this Solicitation is to purchase branded and unbranded promotional products utilized by our agency and provide expedited ordering, transparent and easily accessible tier pricing and expedited service. These items may include, but are not limited to, drinkware, bags, lanyards, notepads, pens, business cards, door hangers, etc. The items would incorporate multiple variations of artwork depending on the use, type of event, and logo imprint location & size.

1.4 The system shall allow BSO to manage individual staff access to the site, restrict individual staff and agency ordering amounts and restrict ordering to a selected group of items available from the catalog.

1.5 It is anticipated that BSO will award all services to one (1) Proposer; however, we reserve the right to award more than one Proposer.

1.6 The specifications set forth herein are for informational purposes and to provide a general description of requirements. Proposers will be responsible to submit a technical Proposal based upon their program that will meet the goals, objectives and requirements set forth herein.

1.7 It is anticipated that the term of this agreement will be three (3) years with two (2) one-year renewal options.

1.8 Awarded Proposer will be responsible to set up, maintaining and providing all required services as set forth in this Solicitation.

1.9 Samples are required to be provided before the RFP end date, per Section 3.5.7 Samples.

2. RESPONSIVENESS AND RESPONSIBILITY CRITERIA:

2.1 Responsiveness Criteria: A Responsive Proposer means a contractor, business entity or individual who has submitted a Proposal that conforms in all material respect to the requirements of this solicitation. The requirements of this solicitation and scope of work include, but are not limited to, the required forms included in this solicitation which contain all requested information, signatures, notarizations, insurance, bonding, security and any other solicitation documents. Failure to provide the information required may result in a Proposer being deemed non-responsive. BSO reserves the right to waive minor technicalities or irregularities as is in the best interest of BSO.

2.2 Responsibility Criteria: A Responsible Proposer means a contractor, business entity or individual who is capable of meeting all the requirements of this solicitation and resulting contract. Capable includes the financial and technical ability to perform as contractually required. At any time prior to award, BSO may find that a Proposer is not responsible to receive a particular award.

3. REQUIREMENTS OF THE SOLICITATION:

Failure to meet the following requirements listed in this Section may result in removal of a Proposal from consideration. Any documents/information requested anywhere in the Scope of Services should be included in the Proposal and labeled as indicated in this Section 3. Documentation which is not included with the Proposal, or other documentation requested within Bonfire, must be received within five (5) working days of request by BSO unless otherwise extended in writing by BSO at its discretion.

3.1 General:

3.1.1 Responsibilities of Proposer. It is the responsibility of each Proposer to:

3.1.1.1 Examine the solicitation documents thoroughly.

3.1.1.2 Visit the site, if applicable, to become familiar with conditions which may affect cost, progress, and performance of furnishing of required services.

3.1.1.3 Take into account any federal, state, local laws which may affect cost, progress, performance or furnishing of required services.

3.1.1.4 Carefully correlate Proposer’s observations with the RFP solicitation and supporting documents; and

3.1.1.5 Carefully review solicitation and supporting documents and notify BSO through Bonfire’s "Public Q&A" section by clicking the "Ask a Question" button, of any questions or requests for clarifications.

3.1.2 Each Proposer acknowledges that:

3.1.2.1 The specifications set forth are for informational purposes and to provide a general description of the requirement. Proposers shall be responsible to submit technical submittal based upon their program that will meet the goals, objectives and requirements set forth herein.

3.1.2.2 Proposer’s submittal in response to this RFP shall constitute an incontrovertible representation by Proposer that it has complied with the above requirements and that without exception, the Proposal is premised upon performing and furnishing the services required by the RFP solicitation.

3.1.2.3 In preparing a response to this solicitation, Proposer shall rely on its own assumptions, investigations, examinations, studies, interpretations, expertise and opinions. Proposer shall base its submission on its own judgment, analysis and opinion of feasibility of the project. BSO does not guarantee the details pertaining to existing reports, on any documents included with this solicitation to be more than a general indication of the services.

3.2 Laws, Ordinances, Regulations: Awarded Proposer(s) must comply with all Federal, State and Local laws, ordinances for work required for services listed in this Solicitation.

3.3 Questionnaire: If applicable, Proposer should answer all questions and provide as much information as possible in a concise manner. If responses exceed the maximum characters accepted on the Questionnaire(s), attach separate document to the proposal titled “Supplemental Reponses”. List the Questionnaire Title, question number, restate the question, and provide the supplemental information and/or detailed response. Clarification to any of the questions must be submitted as a question through Bonfire before the Q & A deadline.

3.4 Financial Stability: Proposers will be stable and financially solvent.

Proposer shall include documentation of financial stability, including Proposer’s most recent three (3) years of Financial Statements, SEC filings, or Dun & Bradstreet Reports. Financial Statements are a Compilation, Review or Audit Report from a Certified Public Accountant and include, at a minimum, a balance sheet and statement of operations. SEC filings and/or Dun & Bradstreet Reports, if submitted, must also include this minimum data. The financial documentation submitted must include a classified balance sheet which shows the components of current assets and current liabilities and a statement of operations showing net income after interest, taxes, depreciation and amortization. This documentation should be uploaded to Bonfire when submitting the Proposal and labeled as “Financial Stability".

If not included with the Proposal, Proposer must submit these documents within five (5) working days upon request by Broward Sheriff’s Office, unless otherwise extended in writing by BSO at its discretion.

If Proposer provides financial statements from a parent company or any name other than Proposer’s name, a Letter to Guarantee Performance is required with financials submitted for this solicitation. This company will need to sign as a guarantor for the performance and also agree to be legally bound by all of the terms, conditions and covenants of the contract of Proposer if an award is made as a result of this solicitation The Letter to Guarantee Performance must be signed by an authorized company representative and on their letterhead.

3.4.1 BSO may consider the unavailability of the most recent year’s financial statements and whether the Proposer acted in good faith in disclosing the financial documents.

3.4.2 Any claim of confidentiality on financial statements should be asserted at the time of submittal.

3.4.3 Although the review of a Proposer's financial information is an issue of responsibility, the failure to either provide the financial documentation or correctly assert a confidentiality claim pursuant the Florida Public Records Law and the solicitation requirements (Public Record and Exemptions section) may result in a recommendation of non-responsiveness and/or release of Proposer’s proposal sections in accordance with Florida Public Records Laws and pursuant to a public records request placed upon BSO.

Throughout the RFP process and until a contract, if awarded, is executed, Proposer has an ongoing responsibility and obligation to notify BSO of any material changes to its financial stability and solvency. Such reported material changes shall include, but not be limited to, any bankruptcy proceeding. Failure to maintain updated financial stability may result in automatic disqualification of the Proposer or termination of Award, if awarded to Proposer.

3.5 Scope of Services:

Provide a complete response to section 3.5 Scope of Services of the Solicitation. Please note responses do not need to restate anything specifically requested to be uploaded as Exhibits in the subsections below. Response should be uploaded to Bonfire when submitting and label as “Proposal” and state the subsections corresponding to the information provided

It is the intent of the Broward Sheriff’s Office to seek proposals from qualified Proposers to provide an on-line web-based ordering system for branded and unbranded promotional products per the terms, conditions and specifications contained in this Solicitation.

3.5.1 Fixed Pricing on Core Items (Attachment “A”):

Products stipulated in Attachment “A” are BSO’s Core List Items. Proposer agrees to provide items at pre-negotiated pricing. Pricing MUST include all set-up and delivery charges and be quoted F.O.B. Destination with the ability to ship to multiple agency addresses and be in US Dollars. Prices shall remain fixed for the initial term of the agreement; thereafter all requests for adjustments must be made to coincide with the anniversary/renewal date of the agreement. Adjustments to the price are based on the latest Consumer Price Index; US Bureau of Labor Statistics; All Urban Consumers; US City Average; that occurred between the newest CPI Index publication compared with the previous year at the same time.

Adjustments may be up or down but increases in excess of 5% per item shall not be considered without substantial documentation to support the request, including but not limited to the manufacturer’s price certification and acceptance of which shall be at BSO’s sole and absolute discretion. All price increases are subject to approval in writing by the Broward Sheriff’s Office Community Affairs Representative or it’s designee and are made as is in the best interest of the Broward Sheriff’s Office. In the event that a requested increase is determined to be unacceptable, BSO reserves the right to cancel the agreement. Your response should be uploaded to Euna Bonfire when submitting your proposal and labeled as Attachment “A”.

3.5.2 Discount off Published Price or Catalog Online for items not on Core List (Attachment “B”):

Proposer agrees to provide other items not listed on Attachment “A” Core List at a Catalog Discount or Manufacturer’s Discount Percentage to be listed on Attachment “B”.

Discount shall be based on the current published price or catalog online and shall remain fixed during the entire duration of the Agreement. It is the successful Proposer’s responsibility to maintain these prices are updated on the BSO Web Page.

The Proposer should include as part of their Solicitation response the most current Manufacturer’s Published Price List. Your response should be uploaded to Euna Bonfire when submitting your proposal and labeled as Attachment “B”.

3.5.3 Pricing for Fix Core Items and Discount off Published Price Items:

3.5.3.1 Tier Pricing of all items shall be constructed to show price savings (cost breaks) based on quantities, (i.e. below sample):

1- 25 $10 each

26-30 $7.50 each

3.5.3.2 Pricing MUST include all set-up and delivery charges and be quoted F.O.B.

Destination with the ability to ship to multiple agency addresses.

3.5.3.3 It is the Awarded Proposer’s responsibility to maintain these prices and ensure that these prices are updated on the BSO Promotional Item Web Page.

3.5.4 Customization of products must allow for a custom phone number and District Name to be placed on ordered promotional items. Each District would select their quantities and the designated phone number.

3.5.5 Proposer must have the capability to allow variable ordering quantities showing price breaks at each tier level.

3.5.6 No warranty or guarantee is given or implied as to the total amount to be purchased as a result of this contract. All items will be ordered as and when needed.

3.5.7 Samples:

3.5.7.1 Proposers must submit samples of the following items prior to the end date of Solicitation in Bonfire on or before September 23, 2026. All samples must have a logo.

The following items are required as a sample:

1 Stadium Cup 12oz.

1 Lanyard ¾ with hook

1 Note pad 3.5” x 5.5”

Samples must be mailed or delivered to

Auret M. Gil, Purchasing Manager

Broward Sheriff Office

Samples RFP # 26009AG

2601 W Broward Blvd.

Fort Lauderdale, FL 33014

3.5.7.2 In addition to the requested samples above, BSO reserves the right to request additional sample of any of the products being offered for evaluation of quality at any time including after shortlisting, during this solicitation process including prior to acceptance and award of this Solicitation. If requested, sample(s) should be delivered at no charge to BSO within five (5) business days of such request. Any contract made to Awarded Proposer will include a provision that the determination of whether products are acceptable will be at the sole discretion of Broward Sheriff’s Office Community Affairs Representative or it’s designee and its final determination/decision shall be binding.

3.5.8 Copyrighted Materials: The Broward Sheriff’s Office maintains ownership of all logos and trademarks. Logos and trademarks must be used in accordance with BSO guidelines with reference to the Pantone Matching System (PMS) colors and design where applicable. Broward Sheriff’s Office Community Affairs Representative or it’s designee will approve all logo and trademark colors and placements.

The Broward Sheriff’s Office reserves the right to change or modify the logo during the term of the agreement. In the event a change in logo occurs, Awarded Proposer will be entitled to a one-time (non-recurring) set-up fee for the change as mutually agreed upon.

The Broward Sheriff’s Office reserves the right to add similar products upon written approval of the Purchasing Bureau.

3.5.9 Proposals should address the specifications and describe additional options, features and benefits to achieve the objective and requirements of this solicitation. This Solicitation establishes a general scope that should form the basis of each Proposer’s proposal. BSO reserves the right to enter into discussions with the Awarded Proposer to negotiate a final set of terms and conditions for any Agreement awarded as a result of this solicitation.

3.5.10 BSO Web Based Site:

3.5.10.1.BSO requires a program whereby the Proposer, for these promotional items defined in Section 3.5 Scope of Services. will operate and manage a web-based ordering platform.

3.5.10.2 The Proposed System shall be fully hosted, supported, and maintained by the

Awarded Proposer.

3.5.10.3 The Proposed System must be a web-based application. Proposer unable to provide a web-based solution with customizable product capabilities will be deemed non-responsive.

3.5.10.4 The Proposed System must be compatible with current, supported versions of major web browsers, including but not limited to:

Google Chrome Mozilla Firefox Safari Microsoft Edge

3.5.10.5 The Proposed System will be hosted off-site, resulting in BSO data being stored externally. The Awarded Proposer must comply with applicable CALEA standards. If a service provider is used for electronic data storage, a written agreement must address the following:

Data ownership Data sharing, access, and security Data loss, irregularities, and recovery procedures Data retention and redundancy Required reporting, if applicable Special logistical requirements and financial arrangements

3.5.10.6 The Proposed System must provide secure, password-protected access.

3.5.10.7 The Proposed System must display, at a minimum, the following for each item:

Image Description Tiered quantity pricing Logo imprint or customization preview

3.5.10.8 The Proposed System must allow authorized users (employees and supervisors) to view account and order history.

3.5.10.9 The Proposer shall bear all administrative, development, and design costs associated with the BSO web-based platform and shall retain responsibility for system management and content control.

3.5.10.10 The Proposer shall provide accounting reports and records upon request.

3.5.10.11 Integration with BSO’s existing procurement and ERP systems, including

Euna’s EqualLevel Platform, Peoplesoft, and Workday, is preferred. The proposed system should support the following:

eProcurement integration via cXML PunchOut catalog Capability for users to browse and select items from the supplier’s catalog and return them to the eProcurement system using a standard requisition process

Compliance with PunchOut connection methods, including OCI (Commerce One standard), where applicable

If assistance is required for integration, Proposers are strongly encouraged to contact Euna’s EqualLevel Support Services at 844-226-3862, prior to proposal submission.

The Proposer shall be responsible for any costs associated with achieving compliance with these integration requirements.

3.5.11 Invoice and Reporting:

3.5.11.1 The Awarded Proposer must have the capability to invoice as follows:

Invoices must be detailed with the following information:

Purchase Order # Department Name/ Employee Contact Name Item description and quantity

3.5.11.2 I nvoice billing for shipped items should be billed as soon as shipment is made, and received, via email to multiple emails address, no later than five (5) days after shipment. This is extremely crucial at fiscal year-end (September 30th).

3.5.11.3 Sample of invoices and reports shall be included with Proposer’s response.

Please upload as part of your “Proposal” and labeled “Exhibit 3.5.11.3”.

3.5.11.4 BSO reserves the right to modify billing procedures at any time during the terms of the Agreement and Awarded Proposer shall comply with the requested modifications, as necessary.

4. RESPONSIBILITIES OF PROPOSER:

The specifications set forth are for informational purposes and to provide a general description of the requirement. Proposers shall be responsible to submit technical submittal based upon their program that will meet the goals, objectives and requirements set forth herein.

5. TIEBREAKER CRITERIA;

In the event of a tie, two or more Proposers that have the same ranking, the following steps will be taken to determine the highest ranked Proposer. This method shall be used for all (RFP) ties.

5.1 Step 1: Preference shall be given to vendors who provide a Drug Free Workplace Certification in its Proposal in the RFP Score Sheet and in inserted into the Evaluation Tally Spreadsheet as provided for in Section 3.8.9 of the Purchasing Bureau SOP’s.

Step 2: At the conclusion of step 1 if all is equal, the Proposal with the lowest cost.

Step 3: At the conclusion of step 1and step 2 if all is equal, there shall be a re-vote or re-assessment of only the tied vendors.

6. EVALUATION CRITERIA:

6.1 If the Evaluation Committee decides to short-list, there will be at least two evaluations, one for the short-listing and another for making a recommendation for award to the successful Proposer.

6.2 Short Listing Criteria – For purposes of this Section, agreement does not have to be unanimous but only where two out of the three Evaluation Committee members agree. If the Evaluation Committee agrees to short list all responsible/responsive Proposers, then the Evaluation Committee does not need to score for purposes of shortlisting. If the Evaluation Committee decides to shortlist less than all responsible/responsive Proposers, then the Evaluation Committee shall first decide at which level and above for the following Short-List Evaluation Categories they will shortlist. The Evaluation Committee cannot select “Fails to Meet Minimum Requirements for this purpose. Where two out of three Evaluation

Committee members finds a Proposer as “Fails to Meet Minimum Requirements”, that Proposal cannot be shortlisted. All Proposers who meet the minimum threshold and above as agreed to by the Evaluation Committee shall be shortlisted. The following are the Short- List Evaluation Categories upon which the Evaluation Committee will evaluate Proposals for purposes of shortlisting:

6.2.1 Exceptional

Exceeds Minimum Requirements

6.2.3 Meets Minimum Requirements

6.2.4 Fails to Meet Minimum Requirements

6.3 Recommendation for Final Award Criteria – all Proposers selected by the Evaluation Committee for short listing and to provide oral presentations will be scored according to the following evaluation criteria by the Evaluation Committee (a maximum total of 100 points are possible in scoring each Short-Listed Proposal for the recommendation for final award evaluation.):

7. Evaluation Criteria:

7.1 Proposers will be evaluated as a whole on how well the following criteria are addressed:

Qualifications and Experience 20

Price (Core List Items and Discount) 20

Project Approach 20

Punch-out Integration 20

Quality of Products 15

CBE/SBE Certification 05

7.2 Methodology of Scoring Pricing:

Pricing will be measured as it relates to the services to be provided by the Proposer.

Prices will be evaluated utilizing the following formulas:

7.2.1 Core List Items - 15 points

Core item pricing will be evaluated based on the unit cost of the first Tier for all core items (based on a quantity of one) plus the total price of business cards. The score for Pricing shall be calculated as follows:

(Lowest Total Price/Proposer’s Total Price) x Project Pricing Points .

7.2.2 Non-Core Items – 10 points

The manufacturer’s discount off catalog will be evaluated by the following formula:

Average of total discount

Subject Average Discount Divided by Average Highest Discount x 10 = awarded points

7.3 A Recommendation for Award will be made on a “best value” basis. BSO may award a contract to the Proposer whose Proposal offers the “best value” to BSO. BSO reserves the right to award the contract to other than the lowest-priced Proposer.