Managed_Print_Services_(Addendum_#3_Revision).pdf

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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Managed Print Services

25-P-00267

Technology & Innovation

Lewina Woodard, Procurement Specialist

2555 E. Hanna Ave

Tampa, FL 33610

Phone: (813) 274-8354

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - Form MBD-30 Payments

B - Form MBD-40 Letter of Intent

C - Form MBD-70 Procurement Guidelines

D - EBO-Form-71-for-RFQ-Evaluation-Points-V2

E - ADA Requirements

F - Current_Vendor_Statistics_V3

G - ADDENDUM 3

H - ADDENDUM 4

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Managed Print Services, RFP # 25-P-00267 will be received by the Director of Purchasing, City of Tampa, until

Tuesday, July 8, 2025; 1:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Lewina Woodard (lewina.woodard@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. PRE-PROPOSAL CONFERENCE

A PRE-PROPOSAL CONFERENCE will be held at 9:00 am,Tuesday, June 10, 2025, at 2555 E. Hanna Ave., Tampa, FL 2nd

Floor Purchasing Department to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

1.3. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. INTRODUCTION/SUMMARY

The purpose of this RFP is to seek qualified proposals for Managed Print Services and to provide outsourced management for a fleet of devices to include initial assessment, ongoing optimization of device deployment to maximize productivity and reduce costs, life-cycle management of devices, device repair and maintenance, supplies replenishment and proactive supplies replenishment, Service desk support, on-site technical support, education and end-user training, real-time hard copy fleet usage monitoring and reporting, formalized reporting on operations, and any other services required for the management of print services. The city's goal is to reduce capital funding, eliminate ownership costs, and enhance workplace productivity.

The City of Tampa has hundreds of printers, copiers and scanner devices to include desktop and large multi functional configurations.

Currently, the large multi-functional devices are covered under a separate service contract. The City of Tampa wants an all-inclusive managed print services contract that supports all of these devices including installing and configuring user network access, fax and scan capability to shared network folders and email recipients, private print, "print anywhere" capabilities, full unit replacement (once the device reaches the end of its service life), automated toner replacement and 24/7 maintenance support.

This RFP will enable the city to significantly reduce costs and standardize printing operations and methods of all networked and non-networked printers and copiers. Services will include but are not limited to:

• Review current fleet infrastructure and usage.

• Reduce the variation of makes and models for all devices where possible.

• Provide a detailed and comprehensive strategy to save costs.

• Provide a detailed and comprehensive timeline of the above requirements.

Timeline:

Release Project Date: May 28, 2025

Pre-Proposal Conference (Non-Mandatory): June 10, 2025, 9:00am

2555 E. Hanna Ave., Tampa, FL 2nd Floor Purchasing

Department

Question Submission Deadline: June 24, 2025, 1:00pm

Response Submission Deadline: July 8, 2025, 1:00pm

2.2. BACKGROUND

The City of Tampa has over 4,000 employees in numerous departments throughout the metropolitan area, including the Port of Tampa. Each office has a variety of printing requirements, including large print volumes and specific color needs. The city's current printer fleet is comprised of 160+ large Multi-Function Printer devices and numerous miscellaneous types of office printers. The city is currently utilizing usage reporting for quarterly billing.

There are approximately 135 city's multi-function copiers currently being leased under the MS Contract and all others are owned by the city. The city's multi-function copiers range from installation dates starting in 2007, with most installations occurring in the 2009 to 2012 range. Our printer and copier/scanner base ranges from 20 years old to the present, with a large volume of our equipment being replaced within the last 5 years.

The city currently does not collect page counts and other volume information on smaller, non-MPS devices but does occasionally track copy and print activity as needed. From September 2014 to June 2015 on the multi function devices; there were approximately 7 million black and white and over 3.5 million color pages printed.

Each department is responsible for its own printer and copier consumables. The city is using an in-house email server and SQL database and has only one domain (Active Directory), with some segments being virtualized. The city owns and operates its own Exchange platform for email service. The main operating system on the laptop and desktop PC's is Windows 11 Enterprise and SCCM is used to push desktop clients over the network supporting over 4000 client computers. The city supports both physical server and virtual environments such as Microsoft Server and VMware. Printers are currently configured with a static IP or named within the Domain;

printing is direct TCP/IP. Various departments use authentication to access printer/copier devices and users have single sign-on functionality. Scanning & faxing documents to Share Folders is currently provided by existing firmware in MFP devices. There is no fax server since the migration over to Exchange. Pin access and/or badge swipe options for private printing will be considered, depending on cost for implementation.

This managed print contract will need to cover the existing printer and copier fleet with a phased/as-needed replacement of existing equipment. If the vendor recommends swapping out the entire fleet, it will need to be presented and justified, in addition to no additional costs to the city.

2.3. OBJECTIVES AND DELIVERABLES

Each objective and deliverables described below are the minimum requirements the City wants to achieve with this

Managed Print Services RFP. The presented savings solution will include all options or services provided by the vendor to help the City meet these objectives.

Objective 1:

The current printer and copier fleet should be immediately sustained. The Auto-Toner replacement plan should be implemented as soon as possible. Until the automated program is configured and launched, this can be accomplished by a web-based ordering system.

I. Deliverables:

• Only Original Equipment Manufacturer (OEM) parts or certified replacement parts shall be used

• Toner replacement should be accomplished by next business day

• All technicians must be industry-certified and pass background checks in accordance with City policy

• If a 3rd party vendor is needed to supplement the Successful Proposer, this must be approved in writing by the City's

Purchasing and Technology & Innovation department

• Provide printer replacement if the printer cannot be fixed in a 24-hour time frame

• Provide on-site tech support in a 10-hour time frame (business hours)

Objective 2:

Based on the findings from Objective 1, The Implementation phase to reduce/maximize printer fleet through consolidation, replacement of devices with the correct size/specifications and/or retirement of devices. "Retirement" of devices should include options that protect the City's investment through either a trade-in credit or other options to ensure it has a realistic return on its original equipment investment.

The minimum requirements to be met during this phase:

• Significant reduction in cost of operating printers and copiers

• Reduced equipment downtime, maintenance and repair costs

• Optimize printing methods and introduce best practices

• Provide reports based on usage, outages, overall data collection via web-based dashboard reporting for metrics

Objective 3:

Evaluate the current copier and printer fleet, including the infrastructure and usage. The Implementation phase involves reducing/maximizing the printer fleet through consolidation, replacement of devices with the correct size/specifications, and/or retirement of devices. "Retirement" of devices should include options that protect the City's investment through either a trade-in credit or other options to ensure it has a realistic return on its original equipment investment. Provide price and detailed explanation of pay-per-print for each printer and manufacturer.

The minimum requirements to be met during this phase are:

I. Deliverables:

• Significant reduction in the cost of operating printers and copiers

• Reduced equipment downtime, maintenance, and repair costs

• Optimize printing methods and introduce best practices

• Provide reports based on usage, outages, and overall data collection via web-based dashboard reporting for metrics

• Provide Pay-per-Print pricing for each model and consumable goods, including maintenance and support.

Objective 4:

Standardization of printer and copier fleet. All devices must meet the current minimum printer and copier requirements. All devices and parts must be newly manufactured or factory-produced. Used, demo, refurbished, or remanufactured products will not be accepted.

I. Deliverables:

• Vendor will recommend models and cost benefits to Purchasing and the Technology & Innovation department for review and approval

• All machines must have remote meter monitoring

• All multi-function devices must have remote service monitoring

• All multi-function devices should allow for proximity card authorization access (keyless card system). PIN code and Active

Directory credentials to prevent unauthorized and/or unaccounted copying and printing

• All multi-function devices should allow for "follow me" printing job releases. Any additional software licenses and configuration

(if needed) should be included in the proposal

• Standardization will simplify user training and ensure consistent operating expenses

Objective 5:

Printer and copier functionality in general. All devices must provide standard functions and connectivity based on up-to-date technology availability

I. Deliverables:

• Printers and copiers should be compatible with multiple print server configuration software and able to integrate easily with other applications.

• Equipment should be user-friendly for configuration and ease of use for drivers for installations, including user-friendly API capabilities

• There will be an “Admin” module that will allow configuration, tracking, reporting, and monitoring for all devices

• There should be a cloud-based (SaaS) printer server solution and management

• Secured printing capabilities

• Remote testing

• Ability to communicate with printer view DNS name, not only a static IP

• Automatic ordering of toners for a specific printer

• Ship toners and equipment not only to the printer location but to other locations as necessary

Objective 6:

Supply ordering and distribution – relocating or moving printers

I. Deliverables:

• Ability to order supplies in bulk and to be delivered at a specific address

• If the printer or copier cannot be fixed in a 24-hour time frame, replacement should be provided as soon as possible.

• Ability to relocate printers within 7 business days

The Successful Proposer should be able to meet all criteria listed in Objectives and Deliverables and must be able to provide a detailed plan that outlines all aspects of the criteria listed in this RFP. Proposers are allowed to be creative in providing solutions that will be evaluated by the City of Tampa that are above and beyond the criteria highlighted above.

If the Successful Proposer recommends leasing or combination of purchasing and leasing, leasing terms shall be 36 months or the term of awarded contract. Leasing pricing must remain fixed including any overage charges, maintenance, service and supplies (excluding paper and staples) throughout the term of the contract. Leasing will not require first or last month's payments be due at the commencement of the lease. Leasing payments will be billed on an annual basis. If the Successful Proposer recommends leasing as best option, they must write and hold its' own lease agreements throughout the term of the contract. Must have option, if the City desires to purchase the unit, that discount is applied to cost already incurred over lease timeframe.

For the project to be successful, the project must be able to demonstrate that it is saving the City of Tampa money, reduces waste, and improves efficiencies throughout the city.

2.4. PROPOSER SUBMITTALS

The following must be submitted in the proposal:

1. Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the

Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the Proposer; or litigated and determined that the Proposer was in default.If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

2. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the

Company in the last five years.If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.5. MANAGEMENT

If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

2.6. COORDINATION WITH THE CITY

The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

2.7. City's Roles and Responsibilities

• Provide access to remote locations

• Replace consumables that are considered End-User replaceable (i.e. paper, staples)

• Provide City of Tampa internal escalation procedures

2.8. GOAL

The following are some of the elements sought in this contract to improve printing needs and business processes.

• Provide Administrator tools, such as production reports for all printers and Printer management errors, that will display information such as the volume of printing per week, specific time criteria, and any errors generated on specific time criteria. The tools will also display details as requested by the user, such as the type of printing and the time frame.

• Ability to see printer cartridges status – IE, current percentage of ink available

• Ability to order supplies for each or multiple printers manually and automatically, depending on certain parameters that can be administered by the user. For example, it automatically orders cartridges and ships them to the printer location when toners are at a

30% threshold.

• Provide printer replacement if the printer cannot be fixed in a 24 hours’ time frame

• Provide on-site tech support in a 10-hour time frame (business hours)

• Ability to provide a color printer, when necessary, with fast printer capabilities

• All printers should be compatible with multiple Print server configurations; in other words, they should be able to be configured in multiple print server platforms such as

PrinterLogic.

• Printers should have stapling capabilities

• Provide mobile printing

• Ability to provide an “Admin” module for security purposes, which will allow administrators to configure users to set up reports, view reports, and even order materials as needed.

• Ability to integrate with other applications

• User-friendly configuration and easability of drivers for installation

• Ability to eFax

• User-friendly API capabilities, to allow the printer to be configured for other applications that might require API code.

• Ability to schedule preventative maintenance

• Provide Site bulk toner supplies

• Ability to ship parts and toners to different addresses vs. printer location, for example, if the printer is in “Address A” allow materials to be shipped to “Address B”

• Cloud-based printer server solution and management (SaaS environment if available)

• Provide secured printing capabilities

• Ability to test remotely all settings and printing

• Ability to communicate with the printer via printer DNS name and/or Dynamic IP.

• Ability to relocate printer within 10 business days

• Reduce Capital & Operating expenditures for printers reaching end-of-service life

• Reduce toner replacement costs by combining them with maintenance support

• Streamline vendor support

• Enable departments to monitor and control per-page printing and copier costs

• Conduct an in-depth assessment of each department and allocate the correct printers to maximize efficiency while removing underutilized and excessive equipment.

• Ensure sustainment, functionality and availability of copiers/printers at all times

• Fax, Scan and Copy documents to digital mediums (Shared folders (Secure and

Nonsecure), emails)

• Reduce waste (paper, toner cartridges, electricity)

• Provide consistent quality and continuous process improvements over the life of the contract

2.9. PROPOSER QUALIFICATIONS AND SUBMITTALS

The following must be submitted in the proposal:

A. Identify the Project Manager/Liaison and submit the resume of the person designated to be the Project Manager/Liaison to the City. The Project Manager/Liaison must be available during normal business hours to assist, consult and meet with the City, as needed.

B. Provide a list of name(s), qualifications, responsibilities and resumes of all personnel assigned to the City's projects. All technicians shall be industry certified (including any specific manufacturer certifications) and pass background checks in accordance with City policy.

C. Provide three references showing five (5) years of experience with contact information of clients (including government agencies) of similar size to the City of Tampa for which these services have been provided.

4. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the

Firm in the last five years.

If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filec against the Firm, provide a statement to that effect.

2.10. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS

i. To ensure fair consideration for all Proposers, the city prohibits prospective Proposers' communication with any department or employee during the submission process. Questions relative to the interpretation of the Scope of

Services or the proposal process shall be addressed to the city during the pre-proposal conference, or questions can be submitted via email ten days prior to the RFP due date and time.

ii. Communication Policy. During any solicitation period, including any protest and/or appeal, no contact with city officials or employees, other than with the individuals specifically identified in the solicitation, the Director of

Purchasing or the legal department is permitted from any proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

2.11. CONTENT OF PROPOSALS

i. Proposals should be prepared simply and economically, providing a straightforward, concise description of the

Proposer's ability to fulfill the requirements of the proposal. Failure to follow these instructions could result in your proposal being disqualified.

ii. The Proposer shall provide the following:

• One (1) original proposal marked "ORIGINAL". The original proposal is the City's official record and recording of the proposal being submitted.

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is required that proposals be organized in the following manner and identified with tabs:

o Title Page. Type the name of Proposer's agency/firm, address, telephone number, name of contact person, email address, date, and the title of the RFP.

o Table of Contents. Include a clear identification of the written material by section and by page number.

o Tab 1. Response to Proposal. Specifically state the Proposer's understanding of the work to be accomplished and make a positive commitment to perform the work in Section I. Scope of Services.

o Tab 2. Section I, Scope of Services. Include all the requirements and/or documentation requested under Section I.

Scope of Services.

o Tab 3. General Statement of Experience. Include a written, verifiable statement of experience in providing similar services for clients similar in size in terms of number of devices. If the Proposer does not possess an experience similar to the services required, Proposer shall provide any pertinent information or experience Proposer feels may qualify Proposer for consideration of award.

o Tab 4. Operational Plan. Include a narrative description and/or organizational chart outlining the methods of operation, operational structure, and services to be provided by the Proposer. This description should include a detailed implementation plan following contract award and include vendor's experience with change management for the client.

Proposers are also encouraged to provide any other pertinent information that will assist the City in evaluating the proposed method of operation.

These forms must be completed (including signatures} and submitted with all bids or proposals. Submittals that do not contain these completed forms shall be deemed "non-responsive". Instructions on completing the forms are included after each form in this bid package o Tab 5. Compensation. Submit an all-inclusive cost statement. Provide a detailed cost statement for providing the services indicated in Section I. Scope of Services. Itemize fees, expenses and any optional costs separately including cost per copy both black/white and color with pricing based on collective volume of the city.

Proposals should include Machine Brand/Model#/Number of Machines/Cost of Black and White prints per page/Cost of Color prints per page and cost of device. Any discounts given must be represented in percentage of discount. All cost associated with the proposal solution must be included. Including but not limited to: Any software necessary to meet requirements set in this proposal.

If Proposer recommends a leasing option, the price must reflect yearly cost for payment and include all overage charges, maintenance, service and supplies (excluding paper and staples) throughout the term of the contract.

The proposer should also submit a “Pay-per-Print” proposal, the information should include the cost per click based on printer model, and the different types of consumables that will be used.

Recommended Proposal Response Format: Group:

Machine Brand:

Model#:

Number of Machines: Recommended Models to replace:

Total cost of ownership of machine (purchase):

% Discount given:

Yearly lease amount (if applicable):

Cost per B&W copy/print:

Cost per Color copy/print:

The Proposer and its staff assigned to provide Services for the City shall include travel and accommodation expenses in the proposal price. The Proposer shall comply with the City's current travel policy; coach/business class airfare seven-day advance booking, medium rate hotel accommodations if applicable, economy/midsize car rental and per diem of Breakfast $8.00, Lunch $12.00, Dinner $18.00, and current IRS mileage reimbursement rate. Original receipts must be submitted in order for the Successful Proposer to be reimbursed for travel expenses.

NOTE: Failure to submit the Proposal Signature Form executed or failure to submit the Proposal Signature Form in the proposal package will result in the proposal being non-responsive. NO EXCEPTIONS.

3. GENERAL CONDITIONS

3.1. PROPOSAL DUE DATE

Sealed proposals will be received no later than the date and time indicated on page one of this document. Proposals will not be accepted after this time. All proposals shall be submitted through the OpenGov eProcurement Portal (electronically). File name should not have special characters. Proposer must wait for confirmation of successful upload.

City of Tampa Requests for Proposals are issued electronically via the OpenGov Portal. Obtaining proposals through OpenGov will ensure that proposer will have the following capabilities: receipt of proposal documents electronically, track the status of award activity, receive addenda, receive the results of awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the proposal packages may be incomplete. The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and proposal submittals between the City and its vendors. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

3.2. ADDENDUM AND AMENDMENT TO RFP

If it becomes necessary to revise or amend any part of this RFP, OpenGov will provide notification of the Addendum to all prospective

Proposers who received an original RFP notification making them a plan-holder. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date.

It will be the responsibility of the Proposer to review OpenGov prior to submitting a proposal to ascertain if any addenda has been issued, to obtain all such addenda, and to return the executed addenda with the proposal.

3.3. ERRORS AND OMMISSIONS

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other errors in this RFP, shall immediately notify the City of such error via email within the OpenGov eProcurement Portal and request modification or clarification of the RFP. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who queried the solicitation in the

OpenGov Portal. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in this RFP prior to submitting the proposal or it shall be deemed waived.

3.4. FLORIDA PUBLIC RECORDS LAW

In accordance with Chapter 119 of the Florida Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and other applicable State and Federal Laws, all Proposers should be aware that the Proposal and the responses thereto are in the public domain and are available for public inspection and copying. Proposer is required to acknowledge whether or not they are asserting that certain information in its proposal is confidential and/or proprietary and/or exempt from public disclosure. If the Proposer is asserting that certain information in its Proposal is confidential and/or proprietary and/or exempt from public disclosure, then the

Proposer is required to do the following:

1. Identify, with specificity, the information which the Proposer asserts is confidential and/or proprietary and/or exempt from public disclosure,

2. Place such information in a separate file labeled “REDACTED, EXEMPT FROM PUBLIC DISCLOSURE” this uploaded document must be separate from the Proposer's other Proposal documents,

3. Specifically cite the applicable Florida Statute(s) that exempts such information from public disclosure - such citation must be placed within the redacted file. The “REDACTED” file that contains the Proposer's confidential/proprietary/exempt information must be submitted with the Proposer's other Proposal documents. Proposer is advised that failure to follow the aforementioned instructions may result in Proposer's alleged confidential/proprietary/exempt information being disclosed to the public. This will be the Proposer’s “REDACTED” copy. All submittals received in response to this Proposal will become the property of the City of Tampa and will not be returned. In the event of an award, all documentation produced as part of the contract will become the exclusive property of the City.*

Be aware that the designation of an item as exempt from public disclosure by a Proposer may be challenged in court by any person or entity. By designation of material in your Proposal submittal as exempt from public disclosure, Proposer agrees to defend the City of

Tampa (and its employees, agents and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to Proposer’s designation of material as exempt from public disclosure and to hold harmless the City of Tampa

(and its employees, agents and elected and appointed officials) for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorneys’ fees incurred by the City by reason of any claim or action related to your designation of material as exempt from public disclosure.

*Note: The City will not accept Proposal submittals when the entire submittal is labeled as exempt from public disclosure and the proposal will be deemed non-responsive. Proposer’s References and Cost or Price information will be deemed a public record, and if a claim of confidentiality/proprietary information is made, the City may deem the

Proposal submittal as “non-responsive”.

1. In accordance with Section 119.071(1)(b)2, Florida Statutes, sealed bids, proposals, or replies received by the City of Tampa pursuant to a competitive solicitation are exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State

Constitution until such time as the City of Tampa provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

2. In accordance with Section 119.071(1)(b)3, Florida Statutes, if the City of Tampa rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the City of Tampa concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State Constitution until such time as the City of Tampa provides notice of an intended decision concerning the reissued competitive solicitation or until the City of Tampa withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12 months after the initial City of Tampa notice rejecting all bids, proposals, or replies.

3. The City of Tampa is a public agency subject to Chapter 119, Florida Statutes. In accordance with Florida Statutes, 119.0701, Successful Proposer agrees to comply with Florida’s Public Records Law, including the following:

A. Successful Proposer shall keep and maintain public records required by the City to perform the services;

B. Upon request from the City, Successful Proposer shall provide the City with copies of the requested records, having redacted records in total or in part that are exempt from disclosure by law or allow the records to be inspected or copied within a reasonable time (with provision of a copy of such records to the City) on the same terms and conditions that the

City would provide the records and at a cost that does not exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided by law;

C. Ensure that public records, in part or in total that are exempt or that are confidential and exempt from public record requirements are not disclosed except as authorized by law for the duration of the contract term and following completion

(or early termination) of the contract if the Contractor does not transfer the records to the City;

D. Upon completion (or earlier termination) of the award, Successful Proposer shall within 30 days after such event either transfer to the City, at no cost, all public records in possession of the Successful Proposer or keep and maintain the public records in compliance with Chapter 119, Florida Statutes. If Successful Proposer transfers all public records to the City upon completion (or earlier termination) of the award, Successful Proposer shall destroy any duplicate records that are exempt or confidential and exempt from public records disclosure requirements. If Successful Proposer keeps and maintains public records upon completion (or earlier termination) of the award, Successful Proposer shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the agency.

E. The failure of Successful Proposer to comply with Chapter 119, Florida Statutes, and/or the provisions set forth above shall be grounds for immediate unilateral termination of the contract by the City; the City shall also have the option to withhold compensation due Successful Proposer until records are received as provided herein.

F. IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES TO THE

SUCCESSFUL PROPOSER’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS AWARD, CONTACT THE CUSTODIAN OF PUBLIC

RECORDS AT 813/274-8351, AND MAILING ADDRESS OF PURCHASING

DEPARTMENT, HANNA CITY CENTER BUILDING, 2ND FLOOR, 2555 E.

HANNA AVE, TAMPA, FL 33610.

Note: Acknowledgement of the Florida Public Records Law must be submitted with the proposal, under PROPOSER’S

QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTSCONDITIONS.

3.5. CITY OF TAMPA ETHICS CODE

https://procurement.opengov.com/portal/cityoftampa/projects/171579/document?section=1576901 https://procurement.opengov.com/portal/cityoftampa/projects/171579/document?section=1576901 https://procurement.opengov.com/portal/cityoftampa/projects/171579/document?section=1576895

The Proposer shall comply with all applicable governmental and city rules and regulations including the City's Ethics

Code which is available on the City's Website. (City of Tampa Code, Chapter 2, Article VIII. - Section 2-522)

Moreover, each Proposer responding to this Request for Proposal acknowledges and understands that the City's Charter and Ethics

Code prohibit any City employee from receiving any substantial benefit or profit out of any contract or obligation entered into with the

City, or from having any direct or indirect financial interest in effecting any such contract or obligation. The Successful Proposer shall ensure that no City employee receives any such benefit or interest as a result of the award of this Request for Proposal. (City of Tampa

Code, Chapter 2, Article VIII. - Section 2-514(d))

Please note that the City's Ethics Code may be accessed on the Internet by utilizing the website link http://www.tampagov.net/human-resources/info/lobbyist-information or can be found in the City of Tampa’s municipal codes published online by the Municipal Code Corporation at the website link https://www.municode.com/library/fl/tampa/codes/code_of_ordinances. Printed copies of the Ethics Code can also be obtained from the City Clerk's Office for a fee of $0.15 cents a page.

3.6. WARRANTIES AND GUARANTEE

The City of Tampa will not accept any disclaimer of the warranties of merchantability and fitness for a particular purpose for the products offered. Proposals will clearly state any additional warranties and guarantees against defective materials and workmanship. A copy of the complete manufacturer's warranty statement is to be submitted with the proposal.

The material(s) supplied shall be guaranteed to be free from defect of composition, conception, and workmanship for a minimum period one-year from the date of installation and final acceptance by the City. Any parts or portions found not in accordance with this

RFP will be rejected by the City and returned to the Successful Proposer at the Successful Proposer’s expense for immediate replacement.

3.7. COPYRIGHTS AND PATENT RIGHTS

Proposer warrants that there has been no violation of copyrights, patent or other intellectual or proprietary rights in manufacturing, producing and/or selling the item(s) ordered or shipped as a result of this Proposal, and Successful Proposer agrees to indemnify, defend and hold the City harmless from any and all liability, loss or expense by any such violation including litigation costs and attorneys' fees through the appellate process, and damages which may be incurred by reason of any infringement at any time during the prosecution or after the completion of work.

3.8. PROCUREMENT PROTEST PROCEDURES

A protest must be filed with the Director of the soliciting Department within five (5) business days of posting the City’s intent to award and may be filed by an actual Proposer, who is allegedly aggrieved in connection with the issuance of a proposal solicitation or pending award of any contract in any competitive process utilized by the City of Tampa for procurements of supplies, materials or services and construction of public improvements and has standing to protest under Florida Law. Any protest must be filed in accordance with the

City of Tampa Code, Chapter 2, Article V, Division 3, Purchases and Contracts, Section 2-282, Procurement Protest Procedures. Protests not complying with the provisions of this Section shall not be reviewed.

All dates and times specified in the Protest Procedures in Section 2-282 are calculated as city business days. A City business day shall mean 8:00 am to 5:00 pm Monday through Friday, with the exception of city holidays. In all instances any document required to be transmitted by a certain date must be received in the required office by 4:30 pm. An envelope which is postmarked by the required date is not sufficient. Transmittal by fax, email or other electronic means may be accepted. However, it shall be the responsibility of the party transmitting the document(s) to ensure that the document(s) were received, and the transmitting party shall bear any risk of interruption or failure in the electronic transmission.

3.9. WMBE PARTICIPATION

The City of Tampa EBO office administers the Women/Minority Business Enterprise (WMBE) Program to promote the inclusion of WMBE

Companies in procurement solicitations and contract awards. The City actively solicits participation in this project by City Certified

WMBE Companies deemed underutilized. To obtain a list of the City’s Certified WMBE Companies, visit the Equal Business

Opportunity (EBO) Office website at http://www.tampagov.gov/ebo. Under Programs and Services select WMBE and SLBE

Directories. These directories include WMBE Certified Companies which are listed by Type of Services and by Company Names.

NOTE: In accordance with the Equal Business Opportunity Ordinance 26.5, The City of Tampa’s WMBE policies are narrowly tailored to identify underutilized WMBEs by Industry Category. Proposers who are certified within the underutilized category for the work/scope detailed herein or subcontract with firms that are certified within the underutilized category will be eligible for weighted points in the selection process. Refer to MBD Form 70 to identify underutilized WMBEs by Industry http://www.tampagov.net/human-resources/info/lobbyist-information https://www.municode.com/library/fl/tampa/codes/code_of_ordinances http://www.tampagov.net/ebo

Category and MBD Form 71 for the WMBE Participation scoring criteria for this RFP. For this RFP the underutilized WMBE

Industry Category is “Professional”.

3.10. SLBE PARTICIPATION

In an effort to promote increased opportunities for Small Local Business Enterprises (SLBEs), the City actively solicits the participation of certified SLBE firms in the performance of contracts. To obtain a list of the City’s Certified SLBE Companies, visit the Equal Business

Opportunity (EBO) Office website at http://www.tampagov.gov/ebo. Under programs and Services select WMBE and SLBE

Directories. These directories include SLBE Certified Companies which are listed by Type of Services and by Company Names.

NOTE: In accordance with the Equal Business Opportunity Ordinance Chapter 26.5, SLBE vendors are eligible for weighted points in the selection process. Refer to MBD Form 71 for the SLBE participation scoring criteria for this RFP.

For additional information visit the Equal Business Opportunity Office website at www.tampagov.gov/ebo

3.11. INCURRED EXPENSES

The City is not responsible for any expenses which Proposers may incur in the preparation and submittal of proposals requested by this

RFP, including but not limited to, costs associated with travel, accommodations, interviews, or presentations of proposals.

3.12. PROPOSAL BINDINGS

All proposals submitted shall be binding for 180 calendar days following the opening.

3.13. NON-DISCRIMINATION IN CONTRACTING AND EMPLOYMENT

The following provisions are hereby incorporated into any contract executed by or on behalf of the City of Tampa (City).

The Successful Proposer shall comply with the following Statement of Assurance:

During the performance of this Contract, the Successful Proposer herein assures the City, that said Successful Proposer is in compliance with Title VII of the 1964 Civil Rights Act, as amended, the Florida Civil Rights Act of 1992, and the City of Tampa Code of Ordinances, Chapter 12, in that the Successful Proposer does not on the grounds of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, familial status, or marital status, discriminate in any form or manner against said

Successful Proposer’s employees or applicants for employment.

The Successful Proposer understands and agrees that this Contract is conditioned upon the veracity of this Statement of Assurance, and that violation of this condition shall be considered a material breach of this Contract. Furthermore, the Successful Proposer herein assures the City that said Successful Proposer will comply with Title VI of the Civil Rights Act of 1964 when federal grant(s) are involved. This Statement of Assurance shall be interpreted to include Vietnam-Era Veterans and Disabled Veterans within its protective range of applicability.

The Successful Proposer further acknowledges and agrees to provide the City with all information and documentation that may be requested by the…