POSOW DCF ITB 2324 123 NEFSH Digital Signage.pdf

ATTACHMENT A

SCOPE OF WORK

1. Description of Service The Provider must perform the services as described within this Scope of Work (SOW).

1.1 The Provider will develop a comprehensive solution to supply a state-of-the-art Digital Signage Monument (Signage) at the Department of Children and Families, Northeast Florida State Hospital located in Macclenny, Florida. The Signage must meet, or exceed, all aspects of the Department’s requirements outlined within the Contract.

1.2 The Signage will contain an outdoor electronic multimedia video display that integrates playback and sending capabilities, enabling users to publish content and control LED displays with a computer, cell phone, or tablet.

1.3 The Signage will require, at a minimum: site survey, required permit(s), design approval, delivery, assembly, installation of data communication and electrical pathways underground from the nearest building. The vendor will also be required to provide warranty services and ensure that surge protection between the sign and primary electrical power is available for the signage.

1.4 The Provider’s comprehensive solution must plan for and include all components necessary for the Signage to be properly assembled, fully functioning, and meet all required building and electrical regulations upon completion of the tasks outlined in this SOW.

2. Governance Based on §287.057(19), F.S., if applicable, Provider(s) under this Contract will be prohibited from participating in any other engagement that the Vendor provides related content as this would create a conflict of interest. The Provider shall comply with all applicable state and federal requirements, without limitation.

3. Term

3.1 The anticipated term of the resulting Contract is November 18, 2024, through June 30, 2025. The term of the resulting Contract is subject to change based on the actual execution date of the resulting Contract.

3.2 In accordance with §287.057(13), F.S., the Contract resulting from this procurement may be renewed for a period that may not exceed three (3) years or the term of the resulting original Contract period, whichever is longer. Renewal of the Contract shall be in writing and subject to the same terms and conditions set forth in the original Contract. A renewal may not include any compensation for costs associated with the renewal. Renewals are contingent upon satisfactory performance as determined by the Department, are subject to the availability of funds, and optional to the Department.

4. Elements of Services

4.1 Service Delivery & Equipment

4.1.1 Service Delivery Location

The Vendor will perform the services required in this Contract at Northeast Florida State Hospital, 7487 S State Road 121, Macclenny, FL 32063

4.2 Equipment

4.2.1 The Vendor must provide all equipment required for the services within this

SOW.

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4.3 Task List

The Provider will perform the following tasks:

4.3.1 Survey area of installation.

4.3.2 Obtain required permits.

4.3.3 Submit design for the proposed Signage for Department approval consisting of:

4.3.3.1 Two single sided 48” x 96” Full Color LED Outdoor Signage Monuments with 16mm pixel pitch, or better that integrates playback and sending capabilities, enabling users to publish content and control the display with a computer, cell phone, or tablet.

4.3.3.2 The Signage must support the facility's communication with stakeholders and the local community by clearly displaying the advertisement of pertinent information such as employment opportunities, Department programs, and other important events.

4.3.3.3 A design that incorporates an internally luminated DCF logo located below the LED displays and is visible on both sides of the Signage.

4.3.3.4 The design must indicate dimensions of monument, including footers, meeting applicable building and safety standards, to properly anchor and support the Signage.

4.3.4 Deliver Signage.

4.3.5 Assemble Signage.

4.3.6 Install Signage.

4.3.7 Install data communication and electrical pathways underground from the nearest building.

4.3.8 Install surge protection between the sign and primary electrical power.

4.3.9 Fully inspect the Signage and all services provided upon completion to ensure the Signage is fully operational.

4.3.10 Provide an industry standard warranty for the Signage, and its installation.

4.4 Vendor Responsibilities

4.4.1 The Vendor must ensure all materials and equipment remain under lock and key or in direct line of sight for the health and safety of all patients at NEFSH.

4.4.2 The Vendor must maintain a clean work environment by continuously monitoring the work site and removing any debris, stray fasteners, or materials.

4.4.3 Vendor’s staff must have a valid ID and be able to pass a level 1 background check in order to work on-site at NEFSH.

4.5 Department Responsibilities

4.5.1 The Department, upon request, may provide an outdoor space for the Vendor to temporarily store equipment and materials using Vendor supplied container(s) during the installation process.

5. Invoicing and Payments

5.1 General Information

5.1.1 A Purchase Order (PO) will be issued to the Provider.

5.1.2 The Provider will not receive payment in advance for goods or services described in this SOW.

5.1.3 The Provider is responsible for the performance of all tasks and deliverables contained in this SOW.

5.2 Invoicing

5.2.1 The Provider must submit an invoice upon completion of each deliverable that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested. Invoices must be sufficient for a proper pre-audit and post-audit thereof.

5.2.2 The invoice shall be submitted along with the documentation supporting completion of each deliverable, milestone, operations monthly cost, or Price Quote. Each invoice must include the following information:

5.2.2.1 PO number,

5.2.2.2 Provider name and address,

5.2.2.3 Provider federal identification number,

5.2.2.4 Date(s) and services provided,

5.2.2.5 Identification of any deliverable(s) due during the invoicing period,

5.2.2.6 Invoice amount,

5.2.2.7 PO balance after payment of invoice, and

5.2.2.8 Signature of Provider’s authorized representative and date signed.

5.2.3 The Department may require any other information from the Provider that the Department deems necessary to verify the completion of services.

5.3 Payments

5.3.1 Frequency of Payment: Upon completion of work

5.3.2 The Provider will receive payment as described in this SOW after invoice(s) submitted to the Department are deemed to meet the Department’s satisfaction.

5.3.3 Payments to the Provider through this PO will be made through

MyFloridaMarketPlace (MFMP), thus it is required that the Vendor is registered with MFMP.

5.3.4 MFMP registration instructions are available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorida marketplace/mfmp_vendors.

5.3.5 The PO and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and Vendor related to this Contract. This Contract may only be modified or amended upon mutual written agreement of the Department and Vendor. Any modification to this PO will be addressed through a change order within MFMP.

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorida%20marketplace/mfmp_vendors.

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorida%20marketplace/mfmp_vendors.

5.3.6 Effective July 1, 2021, the MFMP transaction fees imposed for the use of MFMP are equal to one percent (1%) of the payment issued. More information is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorida marketplace/mfmp_vendors/transaction_fee_and_reporting#:~:text=Effective%20 July%201%2C%202021%2C%20the,1.033%20addresses%20MFMP%20vendor %20registration.

6. Provider Travel Reimbursement The Provider will not be reimbursed for any travel expenses under this Contract.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting#:%7E:text=Effective%20July%201%2C%202021%2C%20the,1.033%20addresses%20MFMP%20vendor%20registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting#:%7E:text=Effective%20July%201%2C%202021%2C%20the,1.033%20addresses%20MFMP%20vendor%20registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting#:%7E:text=Effective%20July%201%2C%202021%2C%20the,1.033%20addresses%20MFMP%20vendor%20registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting#:%7E:text=Effective%20July%201%2C%202021%2C%20the,1.033%20addresses%20MFMP%20vendor%20registration