RFP_25-001_Soliciation_complete.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/citrusfl

REQUEST FOR PROPOSAL

Project #: RFP 25-001

RFP 25-001 AGENDA AND MEETING MANAGEMENT SOFTWARE

Bid Due Date: Tuesday, December 31, 2024 @ 2:00 pm

Issue Request for Proposal November 23, 2024

Deadline for Questions December 23, 2024, 4:00pm

Proposal submittal Due Date and Time December 31, 2024, 2:00pm

Public Opening Date and Time via Microsoft Teams

December 31, 2024, 2:15pm

Microsoft Teams Meeting Meeting ID: 282 367 575 489 Passcode: PxtwQ5

Public Tally of Scores (Subject to Change)

January 22, 2025, 10:00am

Oral Presentations (Subject to Change) February 18, 2025

Board Approval of Selection and Award (subject to change)

March 4, 2025

CITRUS COUNTY, FLORIDA

A political subdivision of the State of Florida

Department of Management & Budget 3600 W. Sovereign Path, Suite 266

Lecanto, FL 34461

TABLE OF CONTENTS

1. DEFINITIONS

2. INTRODUCTION

3. REQUIREMENTS

4. TECHNICAL SPECIFICATIONS

5. PROPOSAL FORMAT

6. PROCUREMENT INFORMATION

7. EVALUATION OF PROPOSALS

8. AWARD OF AGREEMENT

9. TERM OF AGREEMENT

10. CONTENTS OF RFP

11. ADDITIONAL INFORMATION

12. MINIMUM INSURANCE REQUIREMENTS

13. EXHIBITS

14. BID FORM

15. VENDOR/CONTRACTOR RESPONSES

Attachments:

A - Exhibit A- Technical Specifications

B - RFP 25-001 Sample Agreement

C - Attachment A Vendor Registration Guide

1. DEFINITIONS

"Addenda" means a written or graphic instrument issued by the County prior to the execution of the Agreement which modifies or interprets the Invitation to Bid by additions, deletions, clarifications, corrections, or other type of modifications. Addenda will become part of the Contract Documents when the Agreement is executed.

"Agreement" means a legal document, executed by the County and the Successful Bidder. The Agreement, as amended from time to time, forms the Contract between County and the Successful Bidder setting forth the roles, responsibilities and obligations of the parties including, but not limited to, the performance of the Services and the basis of payment.

"Contract Documents" means the Invitation to Bid, including Addenda to such, the Agreement, including Addenda to such, General Terms and Conditions of the Agreement, Bidder's Bid, Scope of Services, Certificate(s) of Insurance, Notice of Intent to Award, Notice of Award, Notice to Proceed, Drawings and Specifications, and any other documents mailed, e-mailed or otherwise transmitted to the Bidder prior to or after the submittal of their Bid, and prior to or after Award, all of which are all to be treated as one in the form of the Contract Documents.

"Contractor/Vendor" means the individual(s) or Firm(s), to whom the award is made and who executes the Contract Documents. Also, means Respondent or Bidder.

"County" means Citrus County, Florida, a political subdivision of the State of Florida, its officers, employees, agents, and volunteers and/or Owner.

“Governmental Entity” means a political subdivision or agency of this state or of any state of the United States, including, but not limited to, state government, county, municipality, school district, nonprofit public university or college, single purpose or multipurpose special district, single-purpose special or multipurpose authority, metropolitan or consolidated government, separate legal entity or administrative entity, or any agency of the Federal Government.

"Individual Scorers" County employees selected to score the Proposals and Oral Presentation (if applicable) and recommend to the Board the Successful Contractor(s) for an award.

"Minor Irregularity" means a variation from the Invitation to Bid terms and conditions which does not affect the price or give the Bidder an advantage or benefit not enjoyed by the other Bidder or does not adversely impact the interests of the County.

"Notice of Award" means a written notice submitted by the County notifying the Successful Bidder that they have been awarded the project.

"Notice of Intent to Award" A verbal or written notice submitted by County notifying the Successful Contractor that County intends to award the project to them contingent upon the Successful Contractor executing the Agreement and submitting any outstanding documents.

"Notice to Proceed" means a written notice issued by the County to the Successful Bidder fixing the date on which the Successful Bidder shall start the performance of the Services and the length of time for the completion of the Services, in accordance with the Contract Documents.

"Piggyback" means a government authority other than the County purchasing commodities from the Successful Bidder under the same terms and conditions that the Successful Bidder has agreed to offer the County.

"Proposal" Means the response to the Solicitation submitted by Contractor. Also, means Bid.

"Public Opening" Opening of the Proposals and the announcement of Contractors who submitted a Proposal in response to the Solicitation in the presence of the public.

"Recommendation of Award" A written notification sent by way of facsimile or electronic e-mail to those who submitted a Proposal in response to this Solicitation advising them of County's decision for its selection of the Successful Contractor(s) and its intent to award to that Contractor.

"Request for Proposal" Contents of this solicitation and all supporting documents including Addendum to such, or other related information transmitted to potential Contractors.

"Responsible Contractor" An entity that submits a proposal that shows that they have the capability in all respects to perform fully the Work outlined in the Solicitation, and the integrity and reliability that will assure good faith performance.

"Responsive" means a Bid that conforms in all material respects to the Invitation to Bid requirements.

"Services" means all supervision, labor, materials, equipment, supplies, subcontractors, and incidental expenses required by the Bidder to execute and complete the requirements of the Services outlined in the Contract Documents, including those prescribed or implied.

"Subcontractor" means an entity having a direct contract with the Successful Bidder or with any other Subcontractor of the Successful Bidder who will provide product(s) or service(s) for the performance of a part of the Work required under the Contract Documents under the sole control and direction of the Successful Bidder.

"Successful Contractor" Most responsive and responsible Contractor with the highest final score to whom County (on the basis of County’s evaluation as hereinafter provided) selects to make an award.

"Timeline" means the list of critical dates and actions involved in the Invitation to Bid.

2. INTRODUCTION

2.1. Solicitation Overview

Citrus County, Florida invites qualified vendors to submit a Proposal to provide a comprehensive Government Meeting Management System that will meet the needs of the Citrus County Board of County Commissioners (BOCC) by providing dependable support and performance for agendas, meetings, minutes, and streaming management.

2.2. Primary Objective

Qualified vendors shall provide a turnkey solution to manage the county’s agenda and meeting management process.

2.3. Background

The Citrus County BOCC and the Citrus County Clerk of the Circuit Court & Comptroller currently share a public meeting software that includes three modules: agenda, media, and minutes.

Agenda and media services are managed by BOCC staff, while minutes and overall records retention are the responsibility of the Clerk’s office. The BOCC’s Agenda Coordinator prepares an agenda packet every two weeks to support a five-member commission. The existing system is also used to manage advisory board meetings. Examples of current documents are available online at https://citrusclerk.portal.civicclerk.com.

3. REQUIREMENTS

Respondents shall have a minimum of three (3) years of experience providing the proposed solution to County Government Entities and be able to provide a minimum of three (3) County Government references using the proposed solution.

4. TECHNICAL SPECIFICATIONS

4.1. Technical Specifications

The preferred solution is capable of managing the preparation, publication, distribution, and archiving of agendas, supplemental materials, minutes, and associated records. It will implement pre- and post-agenda workflow management capability processes that include controls for revising and finalizing agenda materials, as well as management controls for approval, publication, distribution, and archiving of all managed artifacts and materials. A user-friendly, intuitive experience for all interfaces is preferred.

Technical Specifications o Flexible, customizable agenda layout templates for multiple meeting types o Configuring internal departments access to the agenda process o Separate levels of access for individual functions and modules o Flexible, customizable workflows for each department and meeting type o Search current and previous agenda items, both published and unpublished o Equal search and filtering functionality between migrated and native files o Add attachments, links, and tables within agenda items o Add additional items after the agenda has been published o Create and run customizable reports, including agenda items and submission history o Video-streaming and ability to index/cross-link with agenda management software o Create points within the video tied to the relevant agenda item o Strong retention capabilities and/or the ability to export records for external storage o User-friendly portal for public access to relevant documents and videos o Full compatibility between live-streaming and customer encoder equipment https://citrusclerk.portal.civicclerk.com/ o Ability to stream at 5.0 MB per second (minimum not lower than 3.5 mbps) o Ability to monitor stream health during live broadcasts

The following features will be included as capabilities within the preferred solution:

o Intuitive system navigation and centralized functionality o Item numbers automatically assigned to indicate successful agenda item entry o Audit trail of creation, modification, and approval of agenda items o Automated processes to support live minutes taking (real-time driven) o Ability within real-time minutes to select multiple items for one motion (consent) o Add attachments, links, and tables within meeting minutes o Ability to have multiple motions for each agenda item o Variable bit-rate for external user livestream viewing environment o Closed captioning video integration (livestream and on-demand) o ADA compliance of all documentation created within solution o Ability to retain external ADA-compliant formatting for uploaded content

5. PROPOSAL FORMAT

The following format must be followed when submitting responses to the Request for Proposal and the following criteria is what the Committee Evaluation Team will utilize to rate Bidder/Respondent’s response. Bidder/Respondent’s response must provide all information requested below items # 1 through # 9.

1. Title Page

Provide the RFP # and title, the Firm’s name; the name, address, telephone number and email of the contact person; and the date of the proposal.

2. Letter of Transmittal

A transmittal letter must be provided briefly stating the Respondent’s understanding of the work to be done, the commitment to perform the work within the required time period, a statement why the Firm believes they are the best qualified to perform the work and a statement that the proposal is a contractual obligation and irrevocable offer until such time as County awards a contract as a result of this RFP.

The transmittal letter must be signed by a duly authorized officer(s) of Bidder/Respondent’s Company, as registered with the Florida Secretary of State through the Division of Corporations website at: www.sunbiz.org. Bidder/Respondent must provide a copy of Company’s Sunbiz following the transmittal letter in order to verify the duly authorized officers. If such an officer is not listed in Sunbiz for Bidder/Respondent, Bidder/Respondent must provide a legal document, such as a Certificate of Resolution, stating that the officer is authorized to execute all documents on behalf of the Bidder/Respondent.

3. Company Profile and Relevant Experience (10 points)

• Description of the Firm: Include a detailed company profile that highlights the firm's history, structure, and the number of years it has been in operation. Provide insights into the firm's growth, industry reputation, and long-standing relationships with public sector clients.

• Expertise in Public Sector Projects: Emphasize the firm’s experience working with public sector entities, particularly county governments. Provide specific examples of projects that demonstrate the firm’s ability to handle projects similar in scale and complexity.

http://www.sunbiz.org/

• Specialized Knowledge: Detail the firm’s expertise in areas such as agenda management, meeting minutes, live-streaming solutions, and government meeting software. Include any certifications or recognitions relevant to public sector IT solutions.

• Staffing Capabilities: Indicate the total number of employees within the firm and highlight the team that would be assigned to this project. Provide relevant details on their qualifications, experience with similar public sector projects, and roles in previous deployments.

4. Completeness of Proposed Solution (20 points)

• Addressing All Scope Requirements: Provide a detailed explanation of how the proposed solution addresses each requirement set forth in the RFP. Break down each of the scope components—agenda management workflow, live and on-demand video streaming, meeting minutes management, document storage, etc.—and explain how the solution effectively covers these needs.

• Tailored Approach: Demonstrate a deep understanding of the County’s specific needs and how the solution is customized to fit those requirements. Offer examples of past solutions where similar customizations were successfully implemented.

• Public Sector Compliance: Emphasize how the solution complies with public records laws, ADA accessibility, and security requirements. Provide examples of where the solution has been successfully used in similar regulatory environments.

• Future-Proofing and Scalability: Show how the solution allows for flexibility and growth, accommodating future needs for meetings, board actions, or any expansion in the County’s requirements.

5. Functionality and Technical Specifications (25 points)

• Detailed Technical Description: Offer a breakdown of the technical specifications, including hardware, software, and licenses required for the project. Explain how these components meet or exceed the required functionalities, such as real-time agenda management, video integration, and ADA compliance.

• User-Friendliness: Highlight the system’s ease of use for both public access and County staff. Discuss user-interface features designed to streamline workflow, improve transparency, and simplify the interaction with agenda materials and meeting documentation.

• Integration with Existing Systems: Describe how the solution integrates with the County’s current communication platforms and other internal systems, ensuring a seamless user experience for both back-end and public users.

• System Security and Retention Capabilities: Outline the security measures and data retention policies in place to safeguard the County’s sensitive data. Include specific details about compliance with regulatory requirements and external retention options for archived records.

• Added Functionalities: Highlight additional functionalities or features that add value to the proposed solution, such as advanced search capabilities, customizable workflows, video cross-linking with agendas, and enhanced live-streaming quality.

• State RAMP (Risk and Authorization Management Program) compliant and/or FedRAMP compliant or actively working towards either designation.

6. References and History of Successful Deployments (20 points)

• Similar Public Sector Deployments: Provide references from at least three county governments that have successfully used the proposed solution. Each reference should demonstrate the firm’s ability to deploy a similar solution that met or exceeded the project’s requirements.

• Client Testimonials: Include feedback from these references that highlights the firm’s reliability, performance, and overall client satisfaction. Positive references help establish credibility and trustworthiness.

• Track Record of Success: Provide case studies or detailed examples of successful project implementations for other counties or municipalities, focusing on the firm's ability to meet deadlines, achieve performance benchmarks, and maintain long-term relationships.

• Challenges and Resolutions: Demonstrate the firm’s ability to address and resolve challenges in past deployments. Highlight instances where the firm adapted to unique client needs, regulatory changes, or other unforeseen complications.

7. Project Plan and Implementation Timeline (15 points)

• Clear and Detailed Project Plan: Offer a comprehensive project plan that outlines each phase of implementation, from initial planning to final deployment. This should include specific tasks such as migrating data, configuring the software, and training County staff.

• Milestones and Benchmarks: Clearly define the milestones and performance benchmarks that will be used to track progress throughout the project. Ensure these milestones align with the County’s overall project objectives.

• Realistic Timeline: Present a timeline that includes estimated start and end dates for each phase of the project. The timeline should be achievable, with consideration given to potential risks or delays that could affect the project’s completion.

• Post-Implementation Support: Include a description of how the firm will provide ongoing support and maintenance after the project is completed. This should cover technical support, updates, and any recommended extended service options.

8. Proposal Price (10 points) Please submit price proposal in BID FORM

9. Local Preference (extra 5 points) Please provide Business Tax Receipt and proof of local physical business address located in Citrus County, Florida.

Section 2-211, Citrus County Code, provides that preference shall be given to "local business" for certain purchases of commodities and work. "Local business" means a Bidder/Respondent that has paid its local business tax to the County at least six (6) months prior to the date of Proposal; does business in Citrus County by providing goods, work, or construction; and maintains a physical business address located within the jurisdictional limits of Citrus County in an area zoned for the conduct of such business from which the Bidder/Respondent operates or performs business on a day-to-day basis. Post office boxes do not establish such physical address.

a. In bidding for, or letting contracts for procurement of supplies, materials, equipment, and work, as described in the purchasing policies of the County, County may give a preference to local businesses in making purchases or awarding contracts in an amount not to exceed five percent (5%) of a local business’s total bid price if the cost differential does not exceed $10,000 for procurement activities.

b. The total bid price shall include not only the base bid price but also all alterations to that base bid price resulting from alternates which were both part of the bid and actually purchased or awarded by County.

c. In the case of requests for proposals, qualifications, letters of interest, or other solicitations and competitive negotiations and selections in which objective factors are used to evaluate the responses, local businesses shall be assigned five percent (5%) of the total evaluation points.

6. PROCUREMENT INFORMATION

Respondents are encouraged to carefully review all the materials contained herein and prepare their Proposal accordingly. The detailed requirements set forth below will be used to evaluate the Proposals and failure of Respondent to provide the information requested for a specific requirement may render their Proposal as non-responsive and result in https://procurement.opengov.com/portal/citrusfl/projects/125739/document?section=1125951 being rejected. Failure of Respondent to comply with all terms of this Solicitation may result in disqualification of Respondent and rejection of Respondent’s proposal by County.

County shall not be liable for any costs incurred by a Respondent in preparing or producing its Proposal or for any Service provided before execution of an Agreement.

All terms and conditions outlined in this Solicitation and any associated Addenda, shall become a part of the Agreement entered into between County and the Successful Respondent.

6.1. Vendor System-OpenGov Registration

County has partnered with OpenGov Procurement, a web-based eProcurement service. Current bid solicitations and associated addenda, notices of recommended bid award, and current bid awards will be posted at https://procurement.opengov.com/portal/citrusfl.

Bid Notifications will be sent electronically via e-mail from OpenGov to registered Bidders. It is the sole responsibility of interested parties to monitor OpenGov for solicitation opportunities and updates.

Visit https://procurement.opengov.com/signup to register. OpenGov is an online Bidder registration system that provides a free, at no cost to Bidder, secure, user-friendly Internet portal and one-stop service center to register with County. This system also allows you to receive automatic email notifications regarding County’s upcoming competitive solicitations as opportunities become available. Registration assistance is available by e-mail procurement-support@opengov.com.

All Citrus County Vendors/Contractors/Consultants will need to register with OpenGov in order to be able to submit Bids/Proposals/Qualifications etc., to County.

OpenGov Procurement has no affiliation with the County other than as a service that facilitates communication between the County and its Bidder. OpenGov Procurement is an independent entity and is not an agent or representative of the County.

6.2. Contact Person

All inquiries pertaining to this Request for Proposal are to be directed to all:

Linda Morse Karin McMahon Leigha Utter

Purchasing & Contracts Manager Purchasing & Contracts Specialist Purchasing Assistant

Department of Management & Budget Department of Management & Budget Department of Management & Budget

3600 W. Sovereign Path, Suite 266 3600 W. Sovereign Path, Suite 266 3600 W. Sovereign Path, Suite 266

Lecanto, Florida 34461 Lecanto, Florida 34461 Lecanto, Florida 34461

Phone: 352-527-5457 Phone: 352-527-5457 Phone: 352-527-5457

Fax: 352-527-5424 Fax: 352-527-5424 Fax: 352-527-5424

Email: linda.morse@citrusbocc.com Email:karin.mcmahon@citrusbocc.com Email: leigha.utter@citrusbocc.com

CAUTION

PROHIBITED COMMUNICATIONS: In accordance with Section 287.057 (25) of the Florida Statutes, Respondents to this solicitation, or persons acting on their behalf, may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays and legal holidays, any employee or officer of the County concerning any aspect of this solicitation, except in writing to the Contact Person noted above. Violation of this provision may be grounds for rejecting a response to this solicitation.

6.3. Questions/Additional Terms and Conditions/Variances/Exceptions https://procurement.opengov.com/portal/citrusfl https://procurement.opengov.com/signup mailto:procurement-support@opengov.com mailto:linda.morse@citrusbocc.com mailto:karin.mcmahon@citrusbocc.com mailto:leigha.utter@citrusbocc.com

Respondents may submit questions about the meaning or intent of the Request for Proposal or Agreement to the website link (https://procurement.opengov.com/portal/citrusfl/projects/125739) in written format only and shall submit such on or before the deadline for questions listed in the Event Timeline. Interpretations or clarifications considered necessary in response to such questions will be issued by a written Addendum. Only questions answered by formal written Addendum will be binding. Oral and other interpretations or clarifications will be without legal effect. Questions submitted shall not constitute formal protest of the specifications or of this Request for Proposal.

A written addendum, if applicable, will be issued online to OpenGov (https://procurement.opengov.com/portal/citrusfl) and/or DemandStar® websites in response to questions received as of the specified deadline in the Event Timeline.

Issues regarding any and all discrepancies, errors, or ambiguities in the Request for Proposal documents, including those noted in the Agreement shall be submitted in writing to https://procurement.opengov.com/portal/citrusfl on or before deadline for questions which is listed in the Event Timeline.

Exceptions and clarifications to County's Solicitation and Sample Agreement contained herein will only be considered if submitted in writing before the question and answer deadline.

6.4. Event Timeline

Respondents should review and become familiar with the Event Timeline. The dates and times of each activity within the Timeline may be subject to change. It is the responsibility of Respondent to check for any changes. All changes to the Timeline will be made through an addendum to this Request for Proposal.

If you are hearing or speech impaired, dial 7-1-1 or (800) 955-8771 (TTY) or (800) 955-8770 (v), via Florida Relay Service.

If you need a Spanish Translator, dial 7-1-1 or (800) 955-8771 (TTY) or (800) 955-8773 (v), via Florida Relay Service. For all other languages, please contact Human Resources at (352) 527-5370.

Si usted necesita un Traductor en Español, marque 7-1-1 o (800) 955-8771 (TTY) o (800) 955-8773 (v), a través del Servicio de Retransmisión de Florida.

**All public Meetings are subject to change or can be canceled.

Issue Request for Proposals: November 23, 2024

Deadline for Questions: December 23, 2024, 4:00pm

Proposal submittal Due Date and Time: December 31, 2024, 2:00pm

Public Opening Date and Time via Microsoft Teams:

December 31, 2024, 2:15pm

Public Tally of Scores January 22, 2025

Board Approval of Selection and Award (subject to change):

March 4, 2025

6.5. Solicitations or Awards in Violation of Law

If, prior to contract award, it is determined that this Solicitation or proposed contract award is in violation of law, then this Solicitation or contract award shall be cancelled, or revised to comply with the law.

If, after an award of a contract, it is determined that this Solicitation or contract award is in violation of law, then the awarded contract may be ratified and affirmed, provided it is determined that doing so is in the best interest of County, or the contract may be terminated.

6.6. Public Opening

Electronic Proposals shall be opened on December 31, 2024, at 2:15 PM. Since qualifications and pricing will be evaluated in determining an award, the only information conveyed at the Public Opening will be the names of Bidder/Respondents.

https://procurement.opengov.com/portal/citrusfl/projects/125739

Public Opening shall be via a recorded, online “Microsoft Teams” meeting, use link listed below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 282 367 575 489 Passcode: PxtwQ5

6.7. Submission of Proposal

Electronic Bid submittal for this Request for Proposal are to be submitted on or before Tuesday December 31, 2024 at 2:00 pm. It is the sole responsibility of the Respondent to ensure that their Proposal is submitted through OpenGov Procurement no later than the time and date specified in the Solicitation or subsequent addenda. RESPONDENTS MUST

UPLOAD PROPOSAL AND COMPLETE THE INFORMATION REQUESTED IN THE VENDOR/CONTRACTOR

RESPONSES SECTION.

Proposals shall be submitted through the online solicitation management portal, https://procurement.opengov.com/portal/citrusfl. You may enter information and/or upload completed forms/documents using the OpenGov portal. Respondents must have registered and received an established account in advance of uploading submissions. When submitting an offer electronically through the solicitation posting portal, please allow sufficient time to complete the online forms and upload documents. The solicitation offer will end at the closing time listed in the Event Timeline included in this Solicitation. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your proposal will not be received by the system. It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted up to the due date and time. If technical difficulties arise during submission of the Solicitation submittal, it is the submitting Respondent’s responsibility to contact OpenGov Procurement technical support. For support, click on the “Help” link on the Solicitation Posting portal; or email procurement-support@opengov.com.

NOTE: In the event, there is a verified technical issue with the Platform (and not user/Respondent issues) that prevents all Respondents from submitting a Bid within the two (2) hours immediately before the due time, the County may issue an addendum to extend the solicitation due date and time. However, the technical issue must be a result of the Platform provider (OpenGov Procurement) and affect all participating Respondents. The County shall verify the technical issue or unavailability of the Platform with OpenGov Procurement, and the system provider. Technical issues localized to a single Respondent will not be considered cause for an extension. County shall not be responsible for delays caused in any occurrence.

6.8. Joint Ventures

Two or more agencies may submit a Proposal under a joint venture arrangement. Joint ventures shall be considered as a single entity in the evaluation of a Proposal. That is, the traits of individual agencies shall be blended in arriving at an overall Proposal evaluation score and oral interview score for the joint venture.

An agency, that submits a Proposal under a joint venture arrangement may satisfy the technical certification requirements outlined in this Solicitation as the prime Bidder/Respondent through one or more of the agencies comprising the Joint Venture. The Joint Venture shall at a minimum comply with the following additional requirements:

1) The Joint Venture shall, in its own name, be registered with the State of Florida Division of Corporations prior to submittal of a Proposal.

2) Each individual Agency comprising the Joint Venture shall, in its own name, be qualified in their respective areas of expertise prior to submittal of a Proposal.

Full compliance with the requirements set forth above is required, as well as properly documented compliance with any other certification and additional requirements set forth in the Solicitation.

6.9. Timeliness of Proposal Submittal

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWI3OWQyNDgtNGY0My00YTEzLTk3NDctMmUxYTdkODMwMWYy%40thread.v2/0?context=%7b%22Tid%22%3a%226bbaf887-dd15-4d63-b8cf-1b1dba1f2bfb%22%2c%22Oid%22%3a%22823202a6-c487-42d7-bd03-33452a2df10e%22%7d https://procurement.opengov.com/portal/citrusfl/projects/125739/document?section=1125960 https://procurement.opengov.com/portal/citrusfl/projects/125739/document?section=1125960 mailto:procurement-support@opengov.com

County assumes no responsibility for a Proposal received after the due date and time. There will be no exceptions to this policy. It is the responsibility of Respondent to make sure their proposal is uploaded by the due date and time listed in the Event Timeline to the OpenGov portal.

6.10. Modification / Withdraw of Proposal

Bidders/Respondents have the right to modify or withdraw their Proposal without cause or without liability whatsoever at any time prior to the stipulated submittal date and time. Such requests must be made to County in writing.

Modified or withdrawn Proposals may be resubmitted, in accordance with the instructions in this Solicitation prior to the stipulated submittal date and time. If applicable, any changes in pricing shall be so worded as not to reveal the pricing that was noted in the original Proposal.

6.11. Less Than Two Proposals Received

If less than two Proposals are received, County may negotiate the best terms and conditions with that Bidder/Respondent or reject the Proposal and re-solicit the Service.

6.12. Examination of Proposal Documents

It is the responsibility of each Bidder/Respondent before submitting a Proposal, to (1) examine the Solicitation Documents thoroughly, (2) consider Federal, State, and Local Laws and Regulations that may affect cost, progress, performance or furnishing of the Work, (3) study and carefully correlate Bidder/Respondent's observations with the Solicitation Documents, and (4) notify the Contact Person of all conflicts, errors or discrepancies in the Solicitation Documents prior to submitting a formal Proposal.

Before submitting a Proposal, it shall be Bidder/Respondent's responsibility to submit to County a request for any additional information and data which pertains to the Project covered under this Solicitation which Bidder/Respondent deems necessary to develop their Proposal for performing the Work in accordance with the terms and conditions noted herein.

The submission of a Proposal in response to this Solicitation shall be considered as a representation that Bidder/Respondent; (1) has carefully investigated all conditions that affect, or may at some future date, affect the performance of the Work covered by this Solicitation, (2) is fully informed concerning conditions to be encountered, the character, quality and quantity of the Work to be performed and the work product to be furnished, and (3) is familiar with what is required to perform the Work covered by this Solicitation. The contents of Bidder/Respondent's Proposal shall become a contractual obligation if Bidder/Respondent is awarded the Contract. Failure to accept these obligations in a contractual agreement shall result in cancellation of the Award.

6.13. Public Tally

Individual Scorers review of the Proposals will publicly be opened, and the total scores will be read aloud on January 22, 2025, at 10:00am (subject to Change).

Public Tally shall be via a recorded, online “Microsoft Teams” meeting, use link listed below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 292 323 115 639 Passcode: Ri7YM79D

6.14. Protest Procedures

Solicitation Protest Procedures. Any Proposal award recommendation may be challenged on the grounds of material irregularities in the procurement procedure or in the scoring of the Proposal. Any person who submits a Proposal, but is not recommended for award of the contract, may protest such decision in strict compliance with this section. Failure to follow the Solicitation Protest Procedures within the time frames prescribed herein shall constitute a waiver of such protest and any resulting claims.

A. Notice of Intent to File a Protest. Any person who wishes to file a protest hereunder must file a Notice of Intent to File a Protest (“Notice”), in writing, with Department of Management and Budget (“DMB”) within 72 hours of posting https://procurement.opengov.com/portal/citrusfl https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTk0NjIzN2UtMDA1Yi00NTlmLThkMTAtYmZhOTgxZWU4NTVh%40thread.v2/0?context=%7b%22Tid%22%3a%226bbaf887-dd15-4d63-b8cf-1b1dba1f2bfb%22%2c%22Oid%22%3a%22823202a6-c487-42d7-bd03-33452a2df10e%22%7d of a recommendation of award. Such Notice is considered filed when it is received by DMB. A copy of the Notice must also be provided to the apparent best Contractor. The Notice shall include the name and address of the protester, county RFP number and title, grounds upon which it is based, and must clearly indicate it is a Notice of Intent to File a Protest.

B. Formal Protest. Within five (5) business days after the filing of the written Notice of Intent to File a Protest, a formal protest must be filed with DMB. The formal protest is considered filed when it is received by DMB. A copy of the formal protest must also be provided to the apparent best Contractor. The formal protest shall include the following:

1. County RFP number and title.

2. Name and address of the protester.

3. Concise statement of the facts alleged and of the rules, regulations, ordinances, statutory or constitutional provision, or other legal authorities entitling the protester to the relief requested.

4. Specifically request the relief to which the protester deems themselves entitled.

5. Any other relevant information that the protester deems to be material to the protest.

C. Protest Bond. Each formal protest must be accompanied by a protest bond in the form of a certified check, cashier’s check, or money order made payable to Citrus County, Florida, in an amount not less than five percent (5%) of the protester’s Proposal submitted to County. If the protester prevails, the bond shall be returned to the protester.

However, if after completion of the Solicitation Protest Procedures County denies the protest, the bond shall be forfeited to County.

D. Stay of Procurement. Once a formal protest is timely filed, DMB shall stay the award of the contract unless County Administrator determines that delaying the award of the contract will adversely impact substantial interests of County.

E. Review of Protest by DMB. Within ten (10) business days of the filing of the formal protest, the DMB Director shall issue a written determination, including the rationale for reaching such a determination. The written determination shall also inform the protester of his/her right to appeal the DMB Director’s decision to County Administrator.

F. Appeal of DMB Determination. The protester may appeal DMB Director’s determination, in writing, to County Administrator no later than five (5) business days after receipt of the DMB Director’s determination.

G. Final Determination of County Administrator. Within seven (7) business days of the filing of the appeal, County Administrator, upon consulting with County Attorney, shall issue a final determination. The decision of County Administrator will be final.

If needed, a designee will be appointed for the DMB Director and/or County Administrator if they are unable to participate in the protest procedures as outlined hereto.

7. EVALUATION OF PROPOSALS

Evaluation Criteria and Selection Process

Points will be assigned to all criteria and totaled to determine Respondent’s ranking based on the following:

No. Evaluation Criteria Weight of Importance (Score)

1 Title Page 0 2 Letter of Transmittal 0 3 Company Profile and Relevant Experience 10 4 Completeness of Proposed Solution 20 5 Functionality & Technical Specifications 25 6 References & History of Successful Deployments 20 7 Project Plan & Implementation 15 8 Price with respect to the Project Approach and Technical

Specifications

9 Local Preference (see Local Preference Guidelines in

Solicitation, section 3.13)

Total Possible Points for Proposal Evaluation (Criteria 1-9) 105 Total Possible Points for Oral Presentations (if applicable) 20

Scoring of the Proposals

Scoring of Proposals will be performed by individual scorers and will be based on the scoring criteria noted in the above table. Each scoring criteria is assigned a weight based upon the importance of the criteria.

Individual scorers will score each Respondent's written Proposal (exclusive of price) and assign a score for each scoring criteria. Score can be zero to the maximum value, as noted in the table.

Scores given by all individual scorers for each scoring criteria will then be averaged to arrive at a single criterion score for each Bidder/Respondent.

Scores for all scoring criteria (exclusive of price & Local Preference) for each Bidder/Respondent will be totaled. If a Bidder/Respondent was given a perfect score, that Bidder/Respondent would receive a total score of 80, as noted in the table above.

After individual scorers have reviewed all proposals and have been scored for each Bidder/Respondent, a public tally meeting will be advertised, and sealed scores will be read aloud.

After all Proposals have been scored and a score developed for each Bidder/Respondent (exclusive of price), the price will then be scored and added to the final score.

Pricing will be evaluated by the County’s Purchasing Section. The Bidder/Respondent with the lowest price will be given a score equal to that assigned to the pricing criteria, as noted in the table above. Scoring of the other Bidder/Respondents will be based on the ratio of their price in relation to the lowest price submitted. That ratio will be multiplied by the score assigned to the pricing criteria. The resultant product will be the score for Bidder/Respondent with the next lowest total overall price. For example:

Lowest Price ($10.00)

Next Lowest Price ($12.00) X Score for Price (20) = Score for Next Lowest Price (16.67)

Price score for each Bidder/Respondent will be added to their respective Proposal evaluation score to arrive at an overall total evaluation score.

If elected by staff, three or more of the highest-ranking Bidder/Respondents will be invited to make an oral presentation to the Individual Scorers. Such a presentation will provide an opportunity for the Bidder/Respondents to provide additional information concerning their agency and personnel, and to respond to questions that the Individual Scorers may have for clarifying the information provided in the Bidder/Respondent's Proposal.

Each Bidder/Respondent who gives an oral presentation will be scored and assigned a score of zero (0) to twenty (20), as noted in the table above. The scores given by all Individual Scorers for each Bidder/Respondent will then be averaged to arrive at a single oral presentation score.

Should there be a tie between any Bidder/Respondents; Bidder/Respondent with the highest average score for the evaluation criteria titled “Project Approach” shall be ranked higher.

Based on overall total evaluation score, Bidder/Respondents will then be ranked highest (favorable) to lowest (unfavorable).

During the award process County may require supplemental information in order to fairly evaluate a Bidder/Respondent's offer. For this purpose, County may request such information, including a best and final offer, from Bidder/Respondent after the initial submittal. If such information is required, Bidder/Respondent will be notified in writing and allowed a reasonable period of time to submit information.

County reserves right to reject any or all proposals, to waive any irregularities or informalities in the Proposals received and to change the scoring process described above, if circumstances dictate this or it is otherwise in the best interest of County to do so. In the event a Proposal is rejected or otherwise does not result in a contract award, County shall not be liable for any costs incurred by Bidder/Respondent in connection with the preparation and submittal of proposal.

It is the intent of County to award a single contract as the result of this Solicitation. However, County reserves the right to apportion the requirements of this Solicitation among multiple Bidder/Respondents if this is determined to be in County's best interest.

Proposal Scoring and Award

County reserves the right to (1) cancel this Solicitation, (2) reject any or all Proposals, (3) waive any or all irregularities in the Proposals, (4) modify the Scope of the Work, or (5) disregard all nonconforming, non-responsive, unbalanced or conditional Proposals, as long as such does not give Bidder/Respondent an advantage or benefit not enjoyed by the other Bidder/Respondents or does not adversely impact the interests of County. County reserves the right to re-advertise the Solicitation, when it is in the best interest of County. County also reserves the right to reject the Proposal of any Bidder/Respondent if County believes that it would not be in its best interest to make an award to that Bidder/Respondent, whether because the Proposal is non-responsive, or Bidder/Respondent is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by County.

In scoring Proposals, County shall consider (1) the qualifications of Bidder/Respondents, (2) whether or not the Proposals comply with the prescribed requirements, (3) such alternates, unit prices and other data, as may be requested in the Solicitation, (4) the qualifications, equipment owned, and experience of Bidder/Respondent's proposed subcontractors (5) any additional terms and conditions, exceptions or variances stipulated by Bidder/Respondent, and (6) operating costs, maintenance requirements, performance data, warranties and guarantees.

County may conduct investigations, seek clarifications, or request any information as County deems necessary to assist in the evaluation of any Proposal and to establish the responsibility, qualifications and financial ability of Bidder/Respondent and their proposed subcontractors. Failure to provide requested information may result in rejection of the Proposal.

County shall issue a written Notice of Intent to Award, if any, to the Successful Bidder/Successful Respondent, however, no contract shall be formed between the Successful Bidder/Successful Respondent and County until approved at a Citrus County Board of County Commissioner’s Meeting.

Responsiveness of the Proposal and Disqualification

A responsive Proposal is one that complies with and conforms to the requirements of this Solicitation. A Proposal requiring changes to any portion of this Solicitation may be considered non-responsive. A Proposal that fails to comply with the Scope of Work and other criteria outlined in this Solicitation may be deemed non-responsive.

A Proposal may be rejected if found to be conditional, irregular, incomplete or not in conformance with the requirements and instructions contained herein, such as, but not limited to: failure to strictly comply with and satisfactorily address the Prerequisite Criteria; failure to submit the information needed to evaluate the Proposal based on the Evaluation Criteria;

failure to provide the required forms or other documentation; incomplete, indefinite or ambiguous language; and improper and/or undated signatures.

Other conditions, which shall cause rejection of the Proposal, include, but are not limited to, evidence of collusion among Bidder/Respondents, obvious lack of experience or expertise to perform the Work, failure to perform or meet financial obligations for previous contracts, falsification of any form required by County, or lack of having valid and appropriate local, state or federal permits, certifications and/or licenses necessary to perform the Work.

County may conduct such investigations as County deems necessary to assist in the evaluation of any Proposal and to establish the responsibility, qualifications and financial ability of Bidder/Respondent and their proposed subcontractors. County reserves the right to seek clarifications or request any information deemed necessary for proper evaluation of Proposals from all Bidder/Respondents deemed eligible for Award. Failure to provide requested information may result in rejection of the Proposal.

Review of Successful Bidder/Respondent's Facilities and Proposal

After the Solicitation due date and prior to award of an Agreement, County reserves the right to perform or have performed an on-site review of Bidder/Respondent's facilities and qualifications, as well as documentation provided. This review will serve to verify data and representations submitted by Bidder/Respondent and may be used to determine whether Bidder/Respondent has an adequate, equipment, qualified, and experienced staff that can provide the necessary facilities and perform the Work outlined in the Solicitation. The review may also serve to verify whether Bidder/Respondent has adequate financial capability to meet County's requirements. Should County determine that (1) the Proposal or subsequent documentation submitted by Bidder/Respondent has material misrepresentations, or (2) the size or nature of Bidder/Respondent’s facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory performance, or (3) ascertains any other basis for concern as to Bidder/Respondent’s ability to perform the Work, County has the right to reject their Proposal.

Financial Strength

Prior to award of a contract, County reserves the right to request financial information from the Successful Bidder/Successful Respondent to assist County in further review of that Bidder/Respondent's capabilities. Financial information provided shall be for the current and previous years, to include, but not be limited to a financial statement prepared by a Certified Public Accountant (i.e., balance sheet and income and cash flow statements) or a Supplier Qualifier Report prepared by Dun & Bradstreet.

Clarifications

Before contract award, County reserves the right to seek clarifications for proper evaluation of the Proposal from all Bidder/Respondents deemed eligible for contract award. Failure to provide requested information may result in rejection of the Proposal.

Negotiations and Contract Award

County reserves the right to finalize the negotiations at any point and reserves the right to award a contract based on what is deemed to be in the best interest of County. If negotiations fail then the County reserves the right to utilize the next most qualified Bidder.

8. AWARD OF AGREEMENT

Signing of the Agreement

When County gives a Notice of Intent to Award to the Successful Bidder/Successful Respondent, it will be accompanied by an unsigned Agreement.