CCTV_Preventative_Maintenance,_Installation,_and_Network_Cabling_Services_(Addendum_#4_Revision).pdf

CITY OF DANIA BEACH, FLORIDA

CCTV Preventative Maintenance, Installation, and Network Cabling Services

CITY REQUEST FOR PROPOSAL (“RFP”) NO. 26-001

Prepared by:

City of Dania Beach, Florida

100 W. Dania Beach Boulevard

Dania Beach, FL 33004

Friday, January 23, 2026

Request For Proposal (“RFP”) No. 26-001

Table of Contents

1. NOTICE TO PROPOSERS

2. PROPOSAL SUBMISSION

3. INSTRUCTIONS TO PROPOSERS

4. SUBMISSION OF PROPOSALS

5. QUALIFICATIONS OF PROPOSALS

6. SCOPE OF WORK

7. PROPOSAL REQUIRMENTS

8. EVALUATION CRITERIA

9. AWARD OF AGREEMENT

10. PUBLIC RECORDS

11. INSURANCE REQUIREMENTS

12. INDEMNIFICATION

13. INDEPENDENT CONTRACTOR

14. DEBARMENT AND SUSPENSION

15. SCRUTINIZED COMPANIES

16. VERFICATION OF EMPLOYMENT ELIGIBILTY

17. DELIVERIES

18. WARRANTIES

19. SAFETY STANDARDS

20. INSPECTION

21. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

EMPLOYMENT

22. TAXES

23. PERMITS, FEES AND NOTICES

24. PERFORMANCE

25. TERMINATION OF CONTRACT

26. SUCCESSORS AND ASSIGNS; ASSIGNMENT; SUBLETTING

27. EMPLOYEES OF THE PROPOSER

28. LITIGATION

29. OTHER GOVERNMENTAL ENTITIES

30. UNBALANCED PROPOSAL PRICING

31. BUDGETARY CONSTRAINT

32. CONTINGENT FEES PROHIBITED

33. CONE OF SILENCE

34. SPECIAL CONDITIONS

35. PROPOSER SUBMISSIONS

Attachments:

A - City of Dania Beach Site Locations and Approximate Number of Cameras

B - Sample Agreement

C - Cost Proposal Form - CCTV Prentive Maintenance Installation and Network Cabling

Services

1. NOTICE TO PROPOSERS

REQUEST FOR PROPOSAL

"CCTV Preventative Maintenance, Installation, and Network Cabling Services"

26-001

NOTICE IS GIVEN that the City of Dania Beach, Florida (the “City” or “Owner”) will be accepting sealed

Bids for “CCTV Preventative Maintenance, Installation, and Network Cabling Services, 26-001”.

Proposals will be accepted on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl until Monday, February 23, 2026, at 10:00 am. Bids received after this time will be rejected.

All submissions will remain confidential and exempt from public record disclosure requirements until the response opening is conducted.

PROJECT DOCUMENTS

Documents may be obtained from https://procurement.opengov.com/portal/daniabeachfl/projects/213379.

BID DOCUMENTS

Bids must be submitted electronically on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl, the City’s designated electronic bidding system.

The City of Dania Beach reserves the right to reject any and all proposals, with or without cause, to waive any informality in a proposal, to terminate the process or re-advertise and solicit new or additional proposals, and to make awards in the best interest of the City.

Pursuant to Florida law, all Proposals are exempt from public records until thirty (30) days after opening, or award of proposal, whichever is sooner. In the event presentations are necessary, all non-presenting proposers will be required to exit the room during the presentations of each of the other proposers as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

All Proposers are advised that the City has not authorized the use of the City seal or logo by individuals or entities responding to City bids.

Published on: Friday, January 23, 2026 https://procurement.opengov.com/portal/daniabeachfl https://procurement.opengov.com/portal/daniabeachfl/projects/213379 https://procurement.opengov.com/portal/daniabeachfl

2. PROPOSAL SUBMISSION

Proposals must be submitted electronically on OpenGov, the City’s designated electronic bidding system. All bid document files must be clearly labeled 26-001 CCTV Preventative Maintenance, Installation, and Network

Cabling Services

Pursuant to Florida law, all Proposals to this RFP are exempt public records until thirty (30) days after opening, or award of Proposal, whichever is sooner. In the event presentations are necessary, all responders will be required to exit the room during the presentations of the other responders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

Proposals will be publicly opened and read aloud on Monday, February 23, 2026, at 10:00 am using the Zoom or Microsoft Teams online meeting platform. Below you will find the link to access this meeting on the above referenced date and time in the

Release Project Date: January 23, 2026

Question Submission Deadline: February 16, 2026, 3:00pm

Proposal Submission Deadline: February 23, 2026, 10:00am

Virtual Microsoft Teams

Bid Opening Link: https://teams.microsoft.com/meet/28068179452693?

p=S6IYUwsYKge2oSYxH8

Award of Contracts for the Proposals will be made at a subsequent City Commission meeting.

All Proposers are advised that the City has not authorized the use of the City seal by individuals or entities responding to City Proposals.

The City Commission of the City of Dania Beach reserves the right to reject any and all Proposals, to waive any informality in a Proposal and to make an award in the best interests of the City.

3. INSTRUCTIONS TO PROPOSERS

The following instructions are given for the purpose of guiding Proposers in properly preparing their Proposals.

These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

3.1 Qualifications of Proposers

No Proposal will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Dania Beach, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Commission of Dania Beach. Minority, women-owned, and labor surplus area businesses and firms are encouraged to submit Proposals.

3.2 Personal Investigation

Proposers shall satisfy themselves by personal investigation and by such other means as they may think necessary or desirable, as to the conditions affecting the proposed work and the cost. No information derived from maps, plans, specifications, or from the City staff or their assistants shall relieve the Contractor from any risk or from fulfilling all terms of the contract. Before submitting a Proposal, each Proposer must visit the site (if applicable to the project) to become familiar with the facilities and equipment that may in any manner affect cost or performance of the work; must consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or performance of the work, must carefully compare the Proposer's observations made during site visits or in review of applicable laws with the Proposal Documents; and must promptly notify the

Project Contact person of all conflicts, errors and discrepancies, if any, in the Proposal Documents.

The Proposer, by and through the submission of a Proposal, agrees that Proposer shall be held responsible for having examined the facilities and equipment (if applicable); is familiar with the nature and extent of the work and any local conditions that may affect the work, and is familiar with the equipment, materials, parts and labor required to successfully perform the work.

3.3 Inconsistencies

Any seeming inconsistency between different provisions of specifications, Proposal or contract, or any point requiring explanation must be inquired into by the Proposer, in writing, at least ten (10) days prior to the time set for opening Proposals. After Proposals are opened, the Proposers shall abide by the decision of the City Manager or designee as to such interpretation.

3.4 Conflict of Interest

The award of any contract under this RFP is subject to the provisions of Chapter 112, Florida Statutes. Proposers must disclose with their Proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposals must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the

Proposer's firm or any of its branches or affiliate companies.

3.5 Legal Conditions

Proposers are expected to familiarize themselves with the provisions of the laws of the United States and State of

Florida, and with the provisions in the Charter and the ordinances of the City of Dania Beach.

3.6 Forms and Proposals

Proposals will be received until Monday, February 23, 202610:00 am by submission to OpenGov. Each Proposal and its accompanying statements must be made on the blanks provided. The forms must be submitted in good order and with all the blanks filled in.

3.7 Filling in Proposals

All prices must be written in the Proposal and also stated in words, and all Proposals must fully cover all items for which Proposals are asked and no other. Proposers are required to state the names and places of residence of all persons interested, and if no other person is interested, the Proposer shall distinctly state such fact and shall state that the Proposal is, in all respects, fair and without collusion or fraud. Where more than one person is interested, it is required that all persons interested, or their legal representative disclose such fact in writing to the

City.

3.8 Proposals Firm for Acceptance

Proposer warrants, by virtue of proposing, that the Proposal and the prices quoted in the Proposal will be firm for acceptance by the City for a period of ninety (90) days from the date of Proposal opening.

3.9 Withdrawals

Any Proposer may, without prejudice, withdraw a Proposal at any time prior to the expiration of the time during which Proposals may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the Proposal. After expiration of the period for receiving Proposals, no Proposal can be withdrawn, modified, or explained. Should Proposer withdraw its Proposal after expiration of the period for receiving Proposals, its bond shall be retained by the City.

3.10 Causes for Rejection

No Proposal will be canvassed, considered, or accepted which, in the opinion of the City Manager, is informal or unbalanced, or contains inadequate or unreasonable prices for any items; each item must carry its own proportion of the cost as nearly as is practicable. Any alteration, erasure, interlineations, or failure to specify Proposals for all items called for in the schedule shall render the Proposal informal.

3.11 Rejection of Proposals

To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work with the

Successful Proposer, and to disregard all nonconforming, non-responsive, unbalanced or conditional Proposals.

Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions or unauthorized alterations, or irregularities of any kind. The City Commission reserves the right to reject any Proposal if the evidence submitted by the Proposer, or if the investigation of such

Proposer, fails to satisfy the City that such Proposer is properly qualified to carry out the obligations and to complete the work contemplated. Any or all Proposals will be rejected, if there is reason to believe that collusion exists among Proposers. A Proposal will be considered irregular and may be rejected, if it shows serious omissions, alterations in form, additions not called for, conditions or unauthorized alternates, or irregularities of any kind. The City of Dania Beach reserves the right to reject any and all Proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any Proposal as they deem to be in the best interest of the citizens of the City of Dania Beach, or the City may reject Proposals and re-advertise.

3.12 RFP Protest Procedure

After a Notice of Intent to Award a contract is posted, any actual or prospective manufacturer or distributor claiming to be aggrieved in connection with the pending award of the Contract, or any element of the process leading to the award of the Contract may protest to the City Manager. A protest must be filed by 5:00 P.M. on the third (3rd) Business Day after posting of the Notice of Award (excluding the day that the Notice is posted) or any right to protest is waived. The protest must be in writing, must identify the name and address of the protester, and must include a factual summary of, and the basis for, the protest. Filing shall be considered complete when the written protest, together with an RFP Protest Bond, is both timely received by the City Manager’s Office.

An RFP Protest Bond is to compensate the City for the expenses of administering the protest. If the protest is decided in the protester's favor, the entire deposit shall be returned to the protester. If the protest is not decided in the protester's favor, the deposit shall be retained by the City. The deposit shall be in the form of a cashier's check. The amount of the RFP Protest Bond shall be one percent (1%) of the amount of the pending award for which the bidder is protesting, or five thousand dollars ($5,000.00), whichever is less.

3.13 Protest Committee

The Protest Committee shall have the authority to review, settle, and resolve all protests. Members of the Protest

Committee will be appointed by the City Manager. If the Protest Committee determines that the pending award of a contract or any element of the process leading to the award involved a significant violation of law, applicable rule or regulation, all steps necessary and proper to correct the violation shall be taken. If the Protest Committee determines that the protest has merit, the City Manager shall direct all appropriate steps be taken to remedy it.

In the event of a timely protest, the City Manager shall stay the award of the Contract, unless after consulting with the City Attorney and a representative from the City’s Department for which the services are being obtained, the City Manager then determines that the award of the contract is necessary without delay to protect the substantial interests of the City. The continuation of the bid award process under these circumstances shall not preempt or otherwise affect the protest.

3.14 Agreement

The Proposer(s) to whom or to which an award is made shall execute a written agreement to do the work in the form attached to this RFP. The award may be canceled by the City Commission and awarded to the next lowest priced responsible and responsive Proposer. If this occurs, such Proposer shall fulfill every stipulation as if it were the original party to whom or to which an award was made. The Agreement will include specific insurance, performance bond, and indemnification requirements as set forth in the attached specifications. Proposers must submit any questions, issues, or concerns with the terms, language or both in the attached Agreement by the deadline for submitting requests for interpretations.

3.15 Payment

Payment will be made when all work is completed to the satisfaction of the City Manager or designee. Successful

Proposer shall submit invoices regularly, for no more than 30-day periods, as work progresses.

3.16 Audit of Contractor's Records

Upon execution of the Contract, the City reserves the right to conduct any necessary audit of the Contractor's records. Such an audit, or audits, may be conducted by the City or its representatives at any time prior to final payment, or thereafter, for a period up to three (3) years. if an audit has been initiated and audit findings have not been resolved at the end of these three (3) years, the records shall be retained by the City until resolution of audit finding. The City may also require submittal of the records, at no cost to the City, from the Contractor, any subcontractor, or both. For the purpose of this Section, records shall include all books of account, supporting documents and papers deemed necessary by the City to assure compliance with the Contract provisions.

Failure of the Contractor or subcontractor to comply with these requirements may result in disqualification or suspension from bidding or proposing for future contracts or disapproval as a subcontractor at the option of the

City. The Contractor shall assure that a subcontractor will provide access to its records pertaining to the services upon request by the City.

3.17 City

Failure by City to respond to an inquiry shall not excuse late or incomplete submissions

3.18 Lobbyists

Pursuant to Broward County Ordinance 2011-19, Lobbyists, and any of their principals or employers attending such meeting, are required to complete a Contact Log contemporaneously with a lobbyist meeting. City of Dania

Beach Code of Ordinances, Article XI, “Lobbyist Regulations,” Sections 2-231 through 2-234 require Lobbyists to register with the City PRIOR to engaging in lobbyist activities within the City. Contact with personnel of the

City of Dania Beach other than the City Clerk or designated representative regarding the RFP shall be grounds for elimination and disqualification from the selection process.

3.19 Omission of Details, Variances and Exceptions.

as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality is to be used. All interpretations of the specifications shall be made on the basis of this statement.

Omission of any essential details from these specifications will not relieve the Proposer of supplying such services or product(s) as specified.

For the purpose of evaluation, the Proposer must indicate any variance or exceptions to the stated requirements, no matter how slight. Deviations should be explained in detail. Absence of variations, corrections or both will be interpreted to mean that the Proposer meets all the requirements in every respect.

Costs and compensation shall be shown in both unit prices and extensions whenever applicable, and expressed in U.S. Dollars. In the event of discrepancies existing between unit prices and extensions or totals, the unit prices shall govern. All costs and compensation shall remain firm and fixed for acceptance for 120 calendar days after the day of the Proposal opening. The Proposal price shall include all franchise fees, royalties, license fees, etc., as well as all costs for transportation or delivery as applicable within the scope of the solicitation.

3.20 Performance Bond and Insurance

Upon award of a contract, the Successful Proposer, as required within the scope of the solicitation, may be required to submit performance bonds, payment bonds or both. Proposer shall provide certificates of insurance in the manner, form and amount(s) specified.

3.21 Addenda and Interpretations

No interpretations of the meaning of the plans, specifications or other contract documents will be made orally to any Proposer. Prospective Proposers must request from the City Clerk or City designee such interpretation in writing. To be considered, such request must be received at least ten (10) days prior to the date fixed for the opening of responses. Any and all interpretations and any supplemental instructions will be in the form of a written addenda which, if issued, will be sent by certified mail with return receipt requested, to all prospective

Proposers (at the address furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of Proposals. Failure of any Proposer to receive any such addenda or interpretation shall not relieve any

Proposer from any obligation under the Proposal as submitted. All addenda so issued shall become a part of the contract document. Contractor shall verify that it has all addenda before submitting a Proposal.

3.22 Non-Collusion Affidavit

Each Proposer shall complete the Non-Collusive Affidavit form and shall submit the form with their Proposal.

City considers the failure of the Proposer to submit this document may be cause for rejection of the Proposal.

3.23 Public Entity Crimes

Each Proposal shall complete the Public Entity Crimes form. In accordance with Florida Statutes §287.133

(2)(a): 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 public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes

§287.017 for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.

3.24 All Proposals

All Proposals must be submitted electronically on OpenGov.” The Proposal must be signed by one duly authorized to do so, and in case signed by a deputy or subordinate, the Proposer’s principal's properly written authority to such deputy or subordinate must accompany the Proposal. No Proposal will be accepted, for any reason whatsoever, which is not submitted as stated above, within the specified time. Any uncertainty regarding the time a Proposal is received will be resolved against the Proposer.

4. SUBMISSION OF PROPOSALS

A. Proposals must be typed or legibly printed in blue ink. Use of erasable ink is not permitted. All corrections to prices made by the Proposer should be initialed.

B. All Proposals shall be submitted in the English language, and pricing expressed in U.S. Dollars.

C. Proposals must contain a manual signature of a corporate officer or designee with the proven authority to bind the Proposer. The address and telephone number for any communications regarding the Proposal must be included.

D. Proposals shall contain an acknowledgment of receipt of all addenda.

E. Proposals by corporations must be executed in the corporation’s legal name by the President or other corporate officer, accompanied by evidence of authority to sign. Evidence of authority shall be provided on the enclosed Certified Resolution form, or by the company’s own Corporate Resolution.

F. Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

G. Proposals shall be submitted to the Procurement Division on or before the time indicated in the Request for Proposals by the methods described above.

H. In accordance with Florida Statutes, Chapter §119.07(1)(a) and except as may be provided by other applicable state and federal law, the Request for Proposals and the responses to it are in the public domain. However, Proposers are requested to specifically identify in the submitted Proposal any financial information considered confidential, proprietary or both which may be considered exempt under Florida Statute §119.07(t).

I. All Proposals received from Proposers in response to the Request for Proposals will become the property of City and will not be returned. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of City.

J. The Proposer preparing a submittal in response to this RFP shall bear all expenses associated with its preparation. The Proposer shall prepare a submittal with the understanding that no claim for reimbursement shall be submitted to the City for the expense of Proposal preparation, presentation, or both.

5. QUALIFICATIONS OF PROPOSALS

A. Each Proposer shall complete the Proposal’s Qualifications Statement and submit the form with the

Proposal. Failure to submit the Proposer’s Qualifications Statement and the documents required under it may constitute grounds for rejection of the Proposal.

B. As a part of the evaluation process, the City may conduct a background investigation including a criminal record check of Proposer’s officers and employees, by the Broward County Sheriff’s Office.

Proposer’s submission of a Proposal constitutes acknowledgement of and consent to such investigation.

City shall be the sole judge in determining Proposer’s qualifications.

C. No Proposal shall be accepted from, nor will any contract be awarded to, any person who is in arrears to

City for any debt or contract, or who is a defaulter, as surety or otherwise, of any obligation to City, or who is deemed irresponsible or unreliable by City. City will be the sole judge of such determination.

The City reserves the right to make a pre-award inspection of the Proposer's facilities and equipment prior to award of Contract.

D. Employees of the Proposer shall at all times be under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Proposer shall be responsible to the City for the acts and omissions of all employees working under its directions.

6. SCOPE OF WORK

6.1 Purpose

The purpose of this Request for Proposal (RFP) is to identify a qualified and licensed contractor who can ensure preventative maintenance of closed-circuit television (CCTV) systems, Installation of new or replacement cameras, and network cabling and termination services at multiple City facilities. These services are not limited to the facilities they also include the City of Dania Beach buildings and Pier.

6.2 SCOPE

The City of Dania Beach, Florida (the “City” or “Owner”), is actively seeking proposals from qualified, licensed firms for CCTV Preventative Maintenance, Installation, and Network Cabling Services. The City seeks a qualified firm that can:

• Perform preventative and corrective maintenance on all City-owned CCTV systems and related field equipment.

• Install, replace, and configure CCTV cameras, mounts, conduits, and related components as needed.

• Install, terminate, and test network cabling for new or relocated cameras and network equipment.

• Provide as-needed expansion services for new City facilities or projects.

Please see attachment labeled "City of Dania Beach Site Locations and Approximate Number of Cameras" for reference on current facility locations and approximate camera quantities. These locations may be increased or decreased as the city deems necessary.

The selected Contractor shall furnish all labor, materials, equipment, tools, supervision, and transportation necessary to perform preventative maintenance, installation, replacement, and network cabling services for the

City’s CCTV systems and related infrastructure. The services include, but are not limited to, the following categories:

Preventive Maintenance: The Contractor shall perform quarterly preventative maintenance inspections on all

City-owned CCTV cameras and related field equipment to ensure optimal performance, visibility, and coverage.

Preventative maintenance shall include, but not be limited to, the following:

• Camera Inspections: Verify that all field cameras are operational, properly aligned, and providing clear, unobstructed video feeds.

• Cleaning: Clean all camera housings, domes, lenses, and enclosures to remove dust, dirt, cobwebs, or other obstructions that may affect image quality.

• Lens and Focus Adjustments: Adjust focus, zoom, and angles as necessary to ensure appropriate coverage and field of view.

• Mounting Hardware Check: Inspect mounts, brackets, poles, and enclosures for corrosion, damage, or looseness and secure or replace as required.

• Environmental Protection Verification: Confirm that all housings, seals, conduit fittings, and weatherproof enclosures are intact and watertight.

• Documentation: Record all maintenance activities and observations for each camera and provide a summary report to the City after each maintenance cycle, including any recommended corrective actions.

Note: Testing or maintenance of network video recorders (NVRs), servers, network switches, power supplies, or firmware updates is excluded from the Contractor’s scope. These components are managed internally by the

City of Dania Beach IT Division.

Corrective and Emergency Repair: The Contractor shall provide prompt and professional response, diagnosis, and repair services for all reported CCTV-related outages or malfunctions. Corrective maintenance includes restoring functionality to cameras, cabling, mounting equipment, or related hardware that has failed, been vandalized, or is otherwise inoperative. Outages shall be categorized as Minor, Major, or Critical, as defined below. Response and resolution times shall apply accordingly.

• Minor Outage: A Minor Outage shall be defined as an incident in which 1 to 3 cameras at any one site are no longer viewable or recording.

o Response Time: Contractor shall respond within 8 business hours of notification by the City.

o Resolution Time: Contractor shall resolve the issue within 12 business hours after determining the cause, unless the outage is due to cabling damage or external conditions beyond the Contractor’s control.

• Major Outage: A Major Outage shall be defined as an incident in which 4 or more cameras at any one site are no longer viewable or recording. This classification also includes incidents caused by network switch outages or backbone cabling damage affecting multiple cameras.

o Response Time: Contractor shall respond within 5 hours of notification by the City (during business or non-business hours).

o Resolution Time: Contractor shall resolve the issue within 12 business hours after determining the cause, unless the outage is due to cabling damage or requires parts replacement not immediately available.

• Critical Outage: A Critical Outage shall be defined as an incident in which all cameras at any one site are no longer viewable or recording.

o Response Time: Contractor shall respond within 3 hours of notification by the City (business or non-business hours).

o Resolution Time: Contractor shall resolve the issue within 8 business hours after determining the cause, unless the outage is due to cabling damage, equipment replacement, or severe environmental conditions.

Communication and Reporting: Upon detection of an outage, the City of Dania Beach IT Division will classify the incident (Minor, Major, or Critical) and notify the Contractor. The Contractor shall maintain a

24x7x365 contact number for emergency support and provide status updates to City staff throughout the resolution process. Upon completion, the Contractor shall submit a service report identifying the cause of the outage, actions taken, and any recommended preventive measures.

Installation, Replacement, and Configuration: The Contractor shall perform installation, relocation, and replacement of CCTV field equipment, including:

• Installing new cameras, mounts, brackets, junction boxes, and conduit as directed by the City.

• Replacing damaged or obsolete cameras and mounting hardware.

• Configuring and aligning new cameras to integrate into the existing video management system

(Motorola Alta or City-approved equivalent).

• Ensuring camera placement, coverage, and performance meet City specifications and project objectives.

• Providing updated as-built diagrams and labeling for all installations and modifications.

• All parts must be new and hold the manufacture's warranty.

Materials: Parts and materials provided by the contractor shall be reimbursed at cost plus percentage (%) markup as indicated on attachment C- Cost Proposal Form. Material and parts shall not exceed 15%.

Network Cabling and Termination: The Contractor shall provide all services related to low-voltage cabling for CCTV and related network devices, including:

• Installing CAT6 or higher structured cabling in accordance with City standards.

• Installing fiber (multimode or single mode) structured cabling in accordance with City standards.

• Terminating, labeling, and testing network drops for cameras, switches, and other field devices.

• Providing test results verifying cable performance meets ANSI/TIA and NEC standards.

• Installing and sealing conduit fittings, junction boxes, and cable glands for all outdoor installations.

• Coordinating with the City IT Division to ensure compatibility with the City’s network infrastructure and naming conventions.

Documentation and Reporting: The Contractor shall maintain accurate records of all maintenance and installation activities and provide quarterly reports summarizing:

• Cameras serviced or replaced.

• Locations

• Deficiencies corrected

• Environmental protection verification

• Recommended repairs or upgrades

Penalties: Should the Contractor fail to meet the required response times and times to resolve outlined in this

RFP, the following penalties may be assessed:

If the Contractor fails to meet the response time and/or resolution time requirements for a Minor, Major, or

Critical Outage more than once within a 30-day period, the City of Dania Beach reserves the right to terminate the maintenance contract with the Contractor. The City may also consider the Contractor’s performance record and adherence to service level requirements when evaluating eligibility for future solicitations.

Additional Requirements:

• Warranty: The Contractor shall warrant all materials and workmanship for a minimum of one (1) year from the date of installation on City property, unless otherwise stipulated herein; and be free from any security interests, liens, or encumbrances. Contractor warrants that it has a good and marketable title to the goods delivered.

• Equipment Selection: The City reserves the right to select all CCTV cameras and complex equipment.

The Contractor may select miscellaneous installation materials such as mounts, cables, and keystone jacks. The City will specify and provide direction on network patch panels, as it has standardized on a specific brand.

• Site Access and Work Hours: Work hours will typically align with each site's normal hours of operation. However, work outside these hours may be permitted with prior City approval.

• Contractor Identification: The city will determine the appropriate identification prior to any work being performed on city property.

o All Contractor personnel shall be required to wear a uniform and/or appropriate identification while on site.

Payment:

• Cost Plus Markup Procedure: Vendors are to submit quotations with the cost-plus markup pricing to the

Information Technology (IT) Director and Manager prior to commencing with work or ordering parts. Upon completion of the project/job the vendor will need to submit the receipt containing the pricing for the purchased parts with the coinciding invoice to the Accounts payable department.

o Accounts payable : Email ap@daniabeachfl.gov. A copy may also be mailed to City Hall.

o City of Dania Beach Finance Department

Attn: Accounts Payable

100 West Dania Beach Boulevard

Dania Beach, Florida 33004with a copy to:City of Dania Beach Information Technology Department

Attn: Darryl McFarlane

100 West Dania Beach Boulevard

Dania Beach, Florida 33004 mailto:ap@daniabeachfl.gov

A. By submitting a proposal, the Proposer acknowledges that he, she, or it is familiar with the scope of services prior to submitting a bid. Failure of a Proposer to be familiar with the requirements of the

Project Work does not relieve the firm of the responsibility for completion of all required services for the Project.

B. It shall also be the Proposers responsibility to visit the proposed Project Site to become thoroughly familiar with the nature and extent of the Work to be performed and all local existing site conditions, and to make his or her own estimate of the facilities and difficulties attending the execution of the Work;

no allowance shall be made by the Owner for the Proposers failure to do so.

C. Proposals will be considered if submitted by qualified firms who or which have experience, including similar previous work in the provision of the requested services. firms offering full service will receive the highest consideration.

7. PROPOSAL REQUIRMENTS

Proposers shall, as a minimum, include the following information with the submittal of its Proposal.

A. Executive Summary - Summarize the business entity, its background, main office(s), and office location that will service this contract. Identify the officers, principals, supervisory staff and key individuals who will be directly involved with the work and their office locations. The executive summary should also summarize the key elements of the proposal.

B. Relevant Project Experience - Indicate the firm’s number of years of experience in providing the professional services as it relates the work contemplated. Provide details of past projects for agencies of similar size and scope, including information on your firm’s ability to meet time and budget requirements.

C. Approach - Proposers shall provide a clear and concise narrative demonstrating their understanding of the City’s needs, goals, and objectives for services sought in the RFP. The response should outline the firm’s overall approach to delivering the required services and achieving reliable, high-quality system performance, including:

o Overview of Proposed Vision and Methodology: A description of the firm’s proposed vision for supporting the City’s CCTV infrastructure, including the strategies and methods that will be used to perform and complete all requested services.

o Current Workload and Resource Allocation: Information on the firm’s current workload and an explanation of how the firm will allocate staff and resources to ensure timely and effective service delivery for this contract.

o Facilities, Technology, and Resources: A description of the firm’s available facilities, technological capabilities, equipment, and any other resources that will support the successful performance of services under this contract.

D. References - Provide names, addresses, and telephone numbers of five (5) references who are capable of explaining and confirming the firm’s capacity to successfully complete the Services sought in this

RFP.

E. Pricing - Provide a cost estimate for the Services to be provided based on the Scope of Services and the firm’s proposed approach to the project.

Summary of Documents to Be Submitted with Proposals. The following is a summary of documents required to be submitted for this Proposal. Failure to include a technical Proposal, cost Proposal, Proposal surety (if required below), or any other document that, by its omission, may prejudice the rights of other possible Proposers or respondents, may result in immediate rejection of a Proposal.

The Forms are as follows:

o Proposer’s Qualifications o Public Entity Crimes Form (must be notarized) o Non-Collusion Affidavit (must be notarized) o Drug-Free Workplace Certification o Acknowledgement of Addenda o References o Certification to Accuracy of Proposal (must be notarized) o Affidavit of Compliance with Anti-Human Trafficking Laws (must be notarized) o General Certificate of Insurance (COI)

Other forms or documents:

o which, by their nature do not impact price or the Proposer’s cost of doing business should accompany the Proposal; but must be provided within three (3) business days of the City’s request to be considered responsive.

o The City reserves the right to request the most recently completed audited financial statement, or other approved documentation to verify financial viability

8. EVALUATION CRITERIA

Evaluation of the responses will be conducted by an Evaluation Committee composed of City staff, or other persons selected by the City Manager or designee. Proposals shall be evaluated based upon the information and references contained in the responses as submitted. The Evaluation Committee will evaluate all responsive proposals at duly advertised public evaluation meetings in accordance with Florida law. The City reserves the right to award the contract to the Proposer which will best serve the interest of the City. The scoring of the

Proposals by the Evaluation Committee will be based on a point total and not a percentage factor.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications

Experience in field, workload of current projects.

Points Based 30 (30% of Total)

2. Approach

Understanding the scope of work, ability to comply with the full scope of work, technical soundness of Proposal.

Points Based 35 (35% of Total)

3. Price Proposal

Estimated total cost of project

Points Based 25 (25% of Total)

4. References Points Based 10 (10% of Total)

9. AWARD OF AGREEMENT

9.1 AWARD OF PROPOSAL

The City Commission will award the Proposal to the most responsible and responsive Proposer that meets the qualifications identified in Section 5, entitled Qualification of Proposers taking into consideration price and the evaluation criteria. The awarded Proposer must have satisfactory references.

9.2 CONTRACT AWARD AND EXECUTION

A. The City will publicly open and announce all proposals received in accordance with the terms stated in the RFP advertisement. The City will verify that all Proposers have properly completed and executed the required solicitation forms and submittals; review each proposal for accuracy and compliance with RFP requirements; prepare a summary of all responsive proposals; and evaluate proposals based on the criteria and weighting outlined in the RFP document. The evaluation process may include a review committee scoring, reference checks, clarification requests, and/or presentations or interviews if deemed necessary. Upon completion of the evaluation, the City will prepare an evaluation summary and provide a recommendation for award or recommendation for re-advertisement, if appropriate, to the City

Commission.

B. Rejection of Proposals: The City reserves the right to reject proposals under the following circumstances:

1. The proposal fails to include required forms, signatures, licenses, insurance documentation, or other mandatory submittals outlined in the RFP. A non-responsive proposal does not meet the minimum requirements for consideration.

2. The pricing structure appears significantly higher or lower than the City’s cost estimate or other proposals, or certain line items are disproportionately priced, suggesting an attempt to manipulate the evaluation or future change orders.

3. The proposer does not demonstrate sufficient experience, capacity, or qualifications to perform the required scope of work, or fails to comply with key technical specifications or performance standards outlined in the RFP

4. When the level of competition is deemed insufficient based on the number or quality of proposals received.

C. Negotiations with Offerors are not permitted during the advertisement, evaluation, or award period of the RFP process unless specifically authorized within the solicitation documents or permitted under applicable procurement regulations.

9.3 CONTRACT TERM

The initial Contract period shall be for three (3) years. In addition, contingent upon Budget approval, the City reserves the right to renew the contract for two (2) additional one (1) year periods, under the same terms, conditions, and specifications, by written notification to the Contractor by the City.

10. PUBLIC RECORDS

10.1 Public Records

A. Proposer agrees to keep and maintain public records in Proposer’s possession or control in connection with Proposer’s performance under the Agreement. Proposer additionally agrees to comply specifically with the provisions of Section 119.0701, Florida Statutes. Proposer 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, for the duration of the Agreement, and following completion of the

Agreement until the records are transferred to the City.

B. Upon request from the City custodian of public records, Proposer shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law.

C. Unless otherwise provided by law, any and all records, including but not limited to reports, surveys, and other data and documents provided or created in connection with the Agreement are and shall remain the property of the City.

D. Upon completion of the Agreement or in the event of termination by either party, any and all public records relating to the Agreement in the possession of the Proposer shall be delivered by the Proposer to the City Manager, at no cost to the City, within seven (7) days. All such records stored electronically by

Proposer shall be delivered to the City in a format that is compatible with the City’s information technology systems. Once the public records have been delivered upon completion or termination of the

Agreement, the Proposer shall destroy any and all duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

E. Any compensation due to Proposer shall be withheld until all records are received as provided in this

RFP.

F. Proposer’s failure or refusal to comply with the provisions of this section shall result in the immediate termination of the Agreement by the City.

G. Section 119.0701(2)(a), Florida Statutes IF THE PROPOSER HAS QUESTIONS REGARDING

THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE PROPOSER’S

DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE CONTRACT, THE

PROPOSER MUST CONTACT THE CITY CUSTODIAN OF PUBLIC RECORDS.

▪ Custodian of Records: ELORA RIERA, CITY CLERK

Mailing Address: 100 W. Dania Beach Boulevard

Dania Beach, Florida 33004

Telephone number: 954-924-9800, Ext. 3623

Email: eriera@daniabeachfl.gov

10.2 INFORMATION REQUESTS AFTER DUE DATE

Pursuant to Florida Statutes Section 119.071 sealed Proposals or Proposals received by an agency pursuant to

Invitations to Proposal or requests for Proposals are exempt from the provisions of subsection (1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to Florida Statutes §119.071(1) (b) (2), or within 30 days after Proposal/Proposal opening, whichever is earlier.

11. INSURANCE REQUIREMENTS

11.1 Insurance Requirements

A. Insurance Required Before Commencement of Work: The Contractor shall not commence Work under the Agreement until Contractor has obtained all insurance required under this Section, and not until such time that the coverages are approved by the Risk Manager of the City. The Contractor shall not allow any employee of Contractor or any Subcontractor to commence Work on any subcontract until the Subcontractor and all Coverages required of any Subcontractor have been obtained and approved by the Risk Manager of the City. In addition, Contractor shall be responsible for any and all policy deductibles and self-insured retentions.

B. Insurance Requirements: Coverages shall be in force until all Work required to be performed under the terms of the Agreement, including any applicable warranty period, is satisfactorily completed as evidenced by the formal written acceptance by the City. In the event insurance certificates provided to

City indicate that the insurance shall terminate and lapse during the period of the Agreement, including any applicable warranty period, then in that event, the Contractor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverages for the balance of the period of the Agreement, including any extension of it, and including any applicable warranty period, is in effect. THE CONTRACTOR AND ANY

SUBCONTRACTOR SHALL NOT PERFORM OR CONTINUE WORK PURSUANT TO THE

AGREEMENT, UNLESS ALL COVERAGES REMAIN IN FULL FORCE AND EFFECT. ANY

DELAY IN THE WORK CAUSED BY A LAPSE IN COVERAGE SHALL BE NON-

EXCUSABLE, SHALL NOT BE GROUNDS FOR A TIME EXTENSION, AND WILL BE

SUBJECT TO ANY OTHER APPLICABLE PROVISIONS DESCRIBED IN THE

AGREEMENT OR ELSEWHERE IN THE SOLICITATION DOCUMENTS CONCERNING

CONTRACTOR DELAY.

C. Required Minimum Coverages: The below coverages are minimum limit requirements. Umbrella or

Excess Liability policies are acceptable to provide the total required liability limits, as long as the Risk

Manager of the City reviews and approves in writing the insurance limits on each of the policies. The

City must approve any changes to these specifications and has the right to review and amend coverage requirements. The CONTRACTOR shall be held responsible for any modifications, deviations, or omissions in these insurance requirements. CONTRACTOR shall be responsible for any deductible amounts.

D. Commercial General Liability

1. Limits of Liability (Minimum)

▪ Bodily Injury & Property Damage Liability

▪ Each Occurrence $1,000,000

▪ Policy Aggregate $2,000,000

▪ Personal & Advertising Injury $1,000,000

▪ Products & Completed Operations $1,000,000

2. Endorsements Required – Include in body of COI and/or Description of Operations

▪ Annual Aggregate shall apply “Per Project/Job”, if available

▪ Waiver of Subrogation in favor of the City, if available

▪ Insurance shall apply on a primary and non-contributory basis

▪ “The City of Dania Beach, Florida” is included as “Additional Insured”

▪ If Vendor’s Insurance includes coverage for with an “As Required by Written

Agreement/Contract” provision, then the following must be in place to establish such written agreement and trigger coverage:

o An executed written contract between the City and Vendor including these requirements;

OR

o Statement on a Purchase Order or Invoice or other attachment thereof which includes the following verbiage:

“Vendor will provide proof of General Liability insurance with Limits of $1,000,000 Per

Occurrence/$2,000,000 General Aggregate.