RFP2024-153 Beach Park Access Control.pdf

CITY OF LONG BEACH

Request for Proposals for

Beach Park Access Control Services

RFP#2024-153

CITY COUNCIL

Brendan Finn, President

Christopher Fiumara, Vice President John D. Bendo

Roy Lester Michael Reinhart

CITY MANAGER

Daniel Creighton

CORPORATION COUNSEL

Frank D. Dikranis, Esq.

Purchasing Department

City Hall • 1 West Chester Street • Long Beach, New York 11561

(516) 431-1006 (P)

Purchasing@longbeachny.gov • www.longbeachny.gov

City of Long Beach Beach Park Access Control Services Purchasing Department Page 2

IMPORTANT NOTE TO POTENTIAL PROPOSERS: Receipt of these RFP documents does not indicate that the City of Long Beach (the “City”) has pre-determined your company's qualifications to receive a contract award. Such determination will be made after the review of Proposals received and will be based on our evaluation of your submission compared to the specific requirements and qualifications contained in these bid documents.

NOTICE TO PROPOSERS

SEALED REQUESTS FOR PROPOSALS will be received by the Purchasing Department of the City of Long Beach, on the 10th day of January, 2025, at11:00 am (the “Submission Date”), or as extended, for:

Beach Park Access Control Services

The public will have an opportunity to see and hear the bid opening live at:

https://www.youtube.com/c/cityoflongbeachNYOFFICIAL

Proposals may be mailed or delivered to the Purchasing Department, 1 West Chester Street, Room 509, Long

Beach, New York 11561, provided the Proposal is actually received by the Purchasing Department prior to the

Submission Date.

All Proposals must be sealed and submitted in an envelope clearly marked “Beach Park Access Control

Services”.

All PROPOSERS MUST complete the required Bidder’s Disclosure Statement, Non-Collusion Declaration, and must provide a copy of the required Statement of Financial Conditions, even if a Proposer is currently executing work for the City.

The City reserves the absolute right to reject any and all Proposals, and to waive any informalities therein.

A Proposal submitted by a Proposer who is not in full compliance with the provisions of the City Charter and

Code of Ordinances at the time of submission will be denied.

The City will not accept Proposals from, nor award an agreement to, anyone who cannot prove to the satisfaction of the City that the Proposer has sufficient experience and/or is financially able and organized to successfully comply with the requirements set forth herein.

DANIEL CREIGHTON

CITY MANAGER

DATED: Long Beach, New York

December 4, 2024 https://www.youtube.com/c/cityoflongbeachNYOFFICIAL

City of Long Beach Beach Park Access Control Services Purchasing Department Page 3

CITY OF LONG BEACH

REQUEST FOR PROPOSALS

I. INTRODUCTION

A. General

The City of Long Beach (the ‘City”) is soliciting request for proposals (RFP) from qualified vendors to provide beach park access control services for innovative and state-of-the-art alternative ways for residents/visitors to pay for and use beach passes with no additional fee to the City along with ease of identification of valid beach pass holders. These “beach park access control services” will allow the resident/visitor to purchase a season or daily pass that include senior, veteran, access, child and adult passes sold in both resident and non-resident varieties.

In addition, the City sells economy passes (10 packs) for both resident and non-resident daily passes and has a program with the Long Island Rail Road for a discount train/beach package

The City continues to experience an unprecedented level of growth within its beach front. Each year, the City sells between 250,000-300,000 beach passes to residents and visitors allowing them the ability to utilize the

City’s 3.5 miles of beach along the Atlantic Ocean. To date, sales of beach park access passes have been accomplished via in-person transactions and the issuance of a physical plastic pass; or electronically utilizing their phone. Point-of-sale pass transactions typically take place at each beach entrance along with two (2) other designated areas or electronically in order to achieve the efficiencies and ancillary benefits of such.

The City is desirous of implementing a new control service that would allow the user an efficient experience to enjoy the City’s waterfront area while providing a more effective measure to beach pass validity and payment compliance.

The award of this contract shall be made to the vendor whose proposal is deemed to be the most advantageous to the City, in accordance with the criteria set forth in the RFP.

The beach park access control services solution should allow the visitor/customer (the “user”) to purchase a pass from any web-enabled device, such as a smartphone, tablet or computer. The solution should collect only the minimum amount of information required to complete the financial transaction and/or address the City’s other needs. Reporting of pass purchases and usage to the City is required. All data is owned by the City of Long

Beach and shall not be used for any third-party purpose.

The following conditions apply to this RFP:

There is no express or implied obligation of the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this request, and the City will not reimburse such expenses.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 4

This is a service contract. There is no guaranteed minimum amount of services.

Any inquiries regarding this RFP must be in writing or by email and should be addressed to purchasing@longbeachny.gov.

To be considered, an original and five (5) hard copies of the proposal, with any attachments, addenda, etc. and one (1) electronic copy of the same must be received the Purchasing Department, City of Long Beach, 1 West Chester Street, Room 509, Long Beach, New York 11561 by

11:00 a.m. on January 10, 2025. The City reserves the right to reject any or all proposals submitted.

During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarification from a proposer, or to allow corrections on non-material errors or omissions or waive non-material requirements. At the sole discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. If conducted, oral presentations will be scheduled with each proposer being considered.

The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected.

Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the selected firm.

It is anticipated the selection of a firm will be completed in January, 2025. Following notification of the selected firm, it is expected an agreement will be executed between both parties in or about

February, 2025.

The City reserves the right, as best serves its interest, to change any of the projected dates set forth in this RFP including, but not limited to, the due date for receipt of proposals.

The City reserves the right to reject all proposals.

B. Subcontracting

No subcontracting shall be permitted without the express permission of the City.

mailto:purchasing@longbeachny.gov

City of Long Beach Beach Park Access Control Services Purchasing Department Page 5

II. SCOPE OF SERVICES

A. Statement of Work

The City is seeking the services of a firm/entity to devise a beach park access control solution.

1. The beach park access control solution should:

Be “user friendly” to afford a minimal amount of staff training.

Ensure seamless access entry management.

Provide ease of identification of valid beach pass holders.

The solution must have the ability to set the maximum number of passes available to sell and a warning system to alert the user and the City that the maximum number of passes available is approaching. Similarly, the system must have the ability to limit the number of seasonal passes sold to each household.

The 11561 zip code encompasses all of the City of Long Beach as well as some municipalities neighboring the City. Accordingly, the successful proposer must develop a solution to address this challenge regarding the sales of resident vs. non-resident passes.

Verification of age and/or veteran status is required.

The successful proposer needs to address whether or not one (1) individual can purchase multiple passes on behalf of friends or family and how such would be presented/verified at beach entrances and by beach patrol throughout the day.

Report on all financial transactions and current user activity real-time.

Track and report the number of passes sold by date and time.

Track, report and reconcile the number of passes redeemed per post/location by date and time.

Automatically batch disbursements into merchant bank.

The successful proposer must provide security protections to directly interface with the City’s dedicated bank account and Comptroller’s office. All sales need to be live transactions or deposited directly into the City’s account within 24-hours.

Provide ease of identification of valid beach pass holders;

Capture contact information of purchaser to enable the City to contact them by email, text or other application means, and for the use in marketing or relevant notifications.

All costs incurred to be borne solely by the user and be of no cost to the City of Long Beach.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 6

Train new staff onsite, webinars and other visual means as requested by the City.

Have technical and training support staff available as needed in addition to electronic and manual directions. Such support, including information technology and /or related support for both the customer and City, must be available during all beach park operating hours.

2. From a user perspective:

Web-based access to allow users to view standard information about City of Long Beach and its beach operations.

Web-based access to allow users to create a personal profile within the app.

Web-based access to allow users to make purchases of beach passes or other passes offered by City of Long Beach.

Web-based access to allow users to check-in / scan-in at the City of Long Beach designated entrance points.

B. Additional Requirements

The following requirements will be made a part of any agreement entered into between the City and the selected firm(s):

1. The City reserves the absolute right to terminate the services at any time.

2. The firm shall maintain full and complete books and records of accounts in accordance with accepted accounting practices and such other records as may be prescribed by the City Comptroller, including a contemporaneous record of work indicating in brief summary, a description of the work performed.

Such books and records shall be retained for a period of six (6) years and shall at all times be available for audit and inspection by the City Comptroller, the City’s auditors and/or duly designated City representatives.

3. The firm will promptly provide a response to any requests from the City’s Records Access/FOIL

Officer.

4. The firm shall, to the fullest extent provided by law, defend and indemnify and save harmless the City from claims, suits, action, damages and costs of every nature, kind, name and description resulting from the negligent performance of the services. Such defense and indemnity shall not be limited by reason of enumeration of any insurance coverage provided by the firm. Negligent performance of service shall include, in addition to negligence founded upon tort, negligence based upon the firm’s failure to meet professional standards and resulting in obvious or patent errors in the progression of its work. Nothing shall create or give third parties any claim or right of action against the firm or the City beyond those provided by law.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 7

5. The firm shall procure and maintain during the term of any agreement resulting from this RFP, with a carrier holding an “A” rating from AM Best Company, or its equivalent, and furnish certificates of insurance evidencing its procuring such as enumerated in the Insurance Certification Form on page 18 of this document.

III. TIME REQUIREMENETS

A. Proposed Calendar

The following is a list of key dates up to and including the date proposals must be submitted:

RFP Issued December 3, 2024

Last Day for Questions January 3, 2025

Due Date for proposal submissions January 10, 2025

B. Notification and Contract Dates

Selected Firm Notified On or about January, 2025

Contract Date On or about February, 2025

C. The City reserves the right, as best serves its interest, to change any of the projected dates set forth in this RFP including, but not limited to, the due date for receipt of proposals.

D. The City anticipates entering into a three (3) year agreement with the option to renew, at the sole discretion of the City, for two (2) additional one-year terms on the same terms and conditions, including user fees.

IV. PROPOSAL REQUIREMENTS

A. General Requirements

1. Inquiries:

Written inquiries concerning the RFP and its subject must be made to purchasing@longbeachny.gov.

All responses to inquiries made to the City concerning this RFP will be posted on the City’s website no later than one (1) week prior to the Due Date. THE CITY RETAINS THE ABSOLUTE RIGHT TO

REJECT ANY INQUIRIES THAT ARE NOT MADE OR RECEIVED IN ACCORDANCE TO THIS SECTION.

2. Submission of Proposals:

The following material is required to be received by the Due Date for a proposing firm to be considered:

(a) The Proposal shall include:

i. Title Page:

Title page showing the RFP subject; the firm’s name; name, address and telephone number of the contact person; and the proposal due date.

ii. Technical Proposal:

A signed letter of transmittal stating the proposer’s understanding of the services to be performed, a statement why the firm believes it to be best qualified to perform the engagement, mailto:purchasing@longbeachny.gov

City of Long Beach Beach Park Access Control Services Purchasing Department Page 8 the firm’s past history in providing these or other services for municipalities, resumes of individuals who would be working with the City, visual examples of other displays produced by the proposer and a statement that the proposal is a firm and irrevocable offer. Such technical proposal must include, in addition to the above, all information and documentation described in Section II (A) and (B) above.

iii. Fully completed Proposer’s Qualification Statement attached as Attachment A, including the Statement of Understanding, Disclosure Statement, Non-Collusive Proposal Certification, Insurance Certification and Acknowledgement of Receipt of Addenda. The contract will be executed by the City and the selected candidate only after an evaluation of each proposal and a selection of a firm.

(b) An original and five (5) hard copies as well as one (1) electronic .pdf copy of the completed proposal should be sent to the following address in a sealed envelope marked “Request for Proposals for Beach Park

Access Control Services”:

Purchasing Agent

City of Long Beach

One West Chester Street, Room 509

Long Beach, NY 11561

B. Guidance on Completing a Proposal Submission

The purpose of a proposal submission is to demonstrate the qualifications, competence and capacity of the firms seeking to provide services to the City. As such, the substance of proposals will carry more weight than the form or manner of presentation. The Technical Proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement.

The Technical Proposal should address all points outlined in the RFP. The Technical Proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer’s capabilities to satisfy the RFP requirements.

V. SELECTION OF FIRM

A. The City will approve a firm based on an evaluation of the proposals. The City reserves the right to enter into negotiations with the proposer offering the next-best value should the City be unable to negotiate and execute a contract with the awardee. Proposals will be evaluated based on the following point system:

1. Management Capabilities 20 Points

2. Fee/Compensation Arrangement 25 Points

3. Qualifications/Experience 25 Points

4. Ability to Meet City’s Needs 30 Points

5. DBE or MWBE (Bonus) 5 Points

The City may also take into account any other factors it deems necessary in evaluating each proposal.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 9

B. Right to Reject Proposals

Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the firm selected. The City reserves the right without prejudice to reject any and all proposals.

C. Minimum Service

The selection of a firm will not guarantee any minimum amount of services under the contract.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 10

Attachment ‘A’

BIDDER’S QUALIFICATIONS STATEMENT

INSTRUCTIONS:

The Bidder’s Statement Consists of the Following Documents:

1. Statement of Understanding;

2. Disclosure Form;

3. Noncollusive Bidding Certification;

4. Certification of Insurance (to be completed by an authorized insurance agent); and

Please complete ALL FOUR forms and submit with the Bid/Proposal.

THE CITY RETAINS THE ABSOLUTE RIGHT TO REJECT ANY BID/PROPOSAL THAT FAILS TO

INCLUDE COMPLETE AND ACCURATE ORIGNALS OF ALL FOUR (4) FORMS INCLUDING ALL

APPROPRIATE ACKNOWLEDGMENT(S) AND BEARING THE SIGNATURE OF A NOTARY PUBLIC.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 11

STATEMENT OF UNDERSTANDING

By signing in the space provided below, the undersigned certifies, under penalty of perjury, as follows:

1. I am duly authorized to submit this Bid/Proposal on behalf of the below listed sole proprietorship/company/partnership/corporation.

2. That he/she will furnish any and all items upon which prices are bid at the price set forth for each item bid with a

CASH DISCOUNT OF _______%, IF ANY.

3. That he/she has the capacity to and will abide by all terms and conditions pursuant to this bid, including but not limited to the Bid Documents, Bid Specifications, General Conditions, and bid prices hereto.

4. That he/she agrees to make or accept payment in accordance with the requirements of the Bid Documents, Bid

Specifications, General Conditions, and bid prices hereto; and

5. That he/she will, if his/her Bid/Proposal is accepted, enter into a Contract with the City of Long Beach pursuant to the terms and conditions set forth in the Bid Documents, Bid Specifications, General Conditions, and bid prices hereto.

6. That he/she certified that his/her sole proprietorship/company/partnership/corporation will carry all types of insurance specified in the contract.

7. Is the response that you are providing compliant with the instructions set forth in this solicitation for bids?

□ Yes □ No

The undersigned further stipulates that the information in this Proposal is, to the best of its knowledge, true and accurate.

Signature

_________________________________ Sworn to and subscribed on

Name of Bidder this _______ day of _____________, 20____

Title of Person Signing (Notary Public)

City of Long Beach Beach Park Access Control Services Purchasing Department Page 12

DISCLOSURE FORM

The signatory of this questionnaire certifies under oath the truth and correctness of all statements and of all answers to interrogatories hereinafter made.

Provide answers to each of the following and supporting documentation, where necessary:

1. Adverse Equal Opportunity Determinations: Identify all adverse determinations against your

Company/Corporation/Partnership, or its employees or persons acting on its behalf, with respect to actions, proceedings, claims or complaints concerning violations of federal, state or municipal equal opportunity laws or regulations.

2. Convictions and Unscrupulous Practice: Has your Company/Corporation/Partnership, or any of its employees present or past, or anyone acting on its behalf, ever been cited for unscrupulous practice, or been convicted of any crime or offense arising directly or indirectly from the conduct of your Company/Corporation/Partnership’s business, or has any of your Company/Corporation/Partnership’s officers, director or persons exercising substantial policy discretion ever been convicted of any crime or offense involving business/financial misconduct or fraud? If so, describe the convictions and surrounding circumstances in detail.

3. Pending or Threatened Actions/Suits: Describe any past or present action, suit, proceeding or investigation pending or threatened against your Company/Corporation/Partnership including, without limitation, any proceeding known to be contemplated by government authorities, private parties, or current or former clients.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 13

4. Criminal Misconduct: Has your Company/Corporation/Partnership, or any of its employees, or anyone acting on its behalf, been indicted or otherwise charged in connection with any criminal matter arising directly or indirectly from the conduct of your Company/Corporation/Partnership’s business which is still pending, or has any of the

Company/Corporation/Partnership’s officers, directors or persons exercising substantial policy discretion been indicted or otherwise charged in connection with any criminal matter involving business or financial misconduct or fraud which is still pending? If so, describe the indictments or charges and surrounding circumstances in detail.

5. Survey Forgery (If applicable): Has your Company/Corporation/Partnership, or any of its employees present or past, or anyone acting on its behalf, ever signed and sealed surveys for which your Company/Corporation/Partnership has not actively participated in the production thereof; or been investigated by the New York Department of State for such activity? If so, describe the circumstances in detail.

6. Conflicts of Interest: disclose any of the following, and describe any procedures your

Company/Corporation/Partnership has, or would adopt, to assure the City that a conflict of interest would not exist in the future):

(a) Any material financial relationships that your Company/Corporation/Partnership or any

Company/Corporation/Partnership employee has that may create a conflict of interest or the appearance of a conflict of interest in contracting with or representing the City.

(b) Any family relationship that any employee of your Company/Corporation/Partnership has with a member, employee, or official of the City or that may create a conflict of interest or the appearance of a conflict of interest in contracting with or representing the City.

(c) Any other matter that your Company/Corporation/Partnership believes may create a conflict of interest or the appearance of a conflict of interest in contracting with or representing the City.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 14

7. Financial Disclosure: Submit with this Disclosure Statement Form, any one of the following three items:

(a) a financial statement, prepared on an accrual basis, in a form which clearly indicates: Bidder’s (1) assets, liabilities and net worth; (2) date of financial statement; and (3) name of firm preparing statement.

(b) a letter of credit reference from a recognized bank or financial institution; or

(c) a certified copy of a credit report from a recognized credit bureau, such as Dun and Bradstreet or TRW.

THE CITY RETAINS THE ABSOLUTE RIGHT TO REJECT ANY BID/PROPOSAL THAT FAILS TO

INCLUDE COMPLETE DISCLOSURE STATEMENT FORM.

Dated at _____________________, this _______________________day of _________________________, 20_____.

(Signature, if Individual)

By: ___________________________________________________________ (Seal, if corporation)

(Signature)

Print Name: _________________________________________________

(Legal Business Name of Company/Partnership/Corporation)

Print Title: __________________________________________________

[MANDATORY AFFIDAVIT(S) AND ACKNOWLEDGMENT APPEARS ON FOLLOWING PAGE]

City of Long Beach Beach Park Access Control Services Purchasing Department Page 15

----------------------------------(Affidavit for Individual)----------------------------------------

_______________________ being duly sworn, deposes and says, under penalty of perjury, that: a) he/she is an authorized representative of the Bidder/Proposer; b) he/she has read all statements and answers to this DISCLOSURE

STATEMENT FORM, including the attached letter of credit/certified copy of credit report or financial statement submitted pursuant to interrogatory number 7 Financial Disclosure; c) the attached letter of credit/certified copy of credit report or financial statement, taken from his/her books, is a true and accurate statement of his/her financial condition as of the date thereof; and b) all of the foregoing qualification information is true, complete, and accurate.

----------------------------------(Affidavit for Partnership)---------------------------------------

_______________________ being duly sworn, deposes and says, under penalty of perjury, that: a) he/she is a member of the partnership of ________________________________, b) he/she has read all statements and answers this

DISCLOSURE STATEMENT FORM, including the attached letter of credit/certified copy of credit report or financial statement submitted pursuant to interrogatory number 7 Financial Disclosure; c) he/she is familiar with the books of said partnership showing its financial condition; c) the attached letter of credit/certified copy of credit report or financial statement, taken from the books of said partnership, is a true and accurate statement of the financial condition of the partnership as of the date thereof; and d) all of the foregoing qualification information is true, complete and accurate.

----------------------------------(Affidavit for Corporation)---------------------------------------

_______________________________ being duly sworn, deposes and says, under penalty of perjury, that: a) he/she is

_____________________ of _______________________________ (Full Legal Name of Corporation); b) he/she has read all statements and answers this DISCLOSURE STATEMENT FORM, including the attached letter of credit/certified copy of credit report or financial statement submitted pursuant to interrogatory number 7 Financial Disclosure; c) he/she is familiar with the books of said corporation showing its financial condition; c) the attached letter of credit/certified copy of credit report or financial statement, taken from the books of said corporation, is a true and accurate statement of the financial condition of said corporation as of the date thereof; and d) that all of the foregoing qualification information is true, complete and accurate.

----------------------------------(Acknowledgement)---------------------------------------

_______________________________ being duly sworn, deposes and says, under penalty of perjury, that he/she is

____________________ of _______________________________ (Name of Bidder) that he/she is duly authorized to make the foregoing affidavit and that he/she makes it on behalf of ( ) himself/herself: ( ) said partnership; ( ) said corporation.

Sworn to before me this _________________day of _______________________, 20______, in the County of

_______________________, State of ________________________.

_________________________ My commission expires: _____________________

(Notary Public)

City of Long Beach Beach Park Access Control Services Purchasing Department Page 16

NONCOLLUSIVE BIDDING CERTIFICATION

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

I, hereby certify under the penalties of perjury that the foregoing statement is true.

By: ____________________________________________

Bidder’s Signature

Date

Print Name

Title

Legal Name of Individual or Business Name of

Company/Partnership/Corporation

Bidder's Federal Tax Identification # (Do Not Use SS#)

Address

Email Address

[MANDATORY ACKNOWLEDGMENT APPEARS ON FOLLOWING PAGE]

City of Long Beach Beach Park Access Control Services Purchasing Department Page 17

----------------------------------(Acknowledgment for Individual)----------------------------------------

STATE OF )

ss.:

COUNTY OF )

On __________________, 20____ before me personally came________________________________ to me known, and known to me to be the individual(s) described in, and who executed the foregoing NONCOLLUSIVE BIDDING CERTIFICATION, and duly acknowledged to me that s/he executed the same.

_________________________________ My commission expires:_______________________

----------------------------------(Acknowledgment for Partnership)---------------------------------------

On ____________________, 20____ before me personally came__________________________________ to me known, who, by me duly sworn, did depose and say that deponent resides at________________________________; that deponent is a member of the partnership described in and which executed the foregoing NONCOLLUSIVE BIDDING CERTIFICATION; deponent is authorized to sign the foregoing NONCOLLUSIVE BIDDING CERTIFICATION.

________________________________ My commission expires:_______________________

----------------------------------(Acknowledgement for Corporation)---------------------------------------

On ____________________, 20____ before me personally came__________________________________ to me known, who, by me duly sworn, did depose and say that deponent resides at________________________________ that deponent is the ______________ of the corporation described in, and which executed the foregoing NONCOLLUSIVE BIDDING CERTIFICATION, that deponent knows the seal of the corporation, that the seal affixed to the NONCOLLUSIVE BIDDING CERTIFICATION, is the corporate seal, that it was affixed by order of the board of ______________________ of the corporation; and that deponent signed deponent’s name by like order.

________________________________ My commission expires:_______________________

City of Long Beach Beach Park Access Control Services Purchasing Department Page 18

INSURANCE CERTIFICATION

TO BE COMPLETED BY AN AUTHORIZED INSURANCE AGENT

INSTRUCTIONS:

Please complete this Insurance Certification and attach copies of proof of insurance as follows:

(a) Commercial General Liability/Automobile Liability: ACCORD-25 FORM.

(b) Worker’s Compensation: Certificates or affidavits approved by the State Workers’

Compensation Board pursuant to State Workers’ Compensation Law § 57 (2) evidencing proof of workers’ compensation insurance or proof of Bidder not being required to secure same.

(c) Disability Benefits Insurance: Certificates or affidavits approved by the State Workers’

Compensation Board pursuant to State Workers’ Compensation Law § 220 evidencing proof of disability benefits insurance or proof of Bidder not being required to secure same.

(d) Business Interruption Insurance: Certificates evidencing same.

This form and all supporting documentation must be submitted with this Bid/Proposal even if said information is on-file with the City in connection with another bid, project or contract.

(Name and Address of Bidder)

Name of Bid: ___________________________________________________________ Bid Number: ________________________

(1) Commercial General Liability with completed operations (plus X.C.U. when applicable), to which the City of Long Beach has been added as additional insured, and Automobile Liability: $ 2,000,000.00 Combined single limit (bodily and personal injury/property damage).

Insurance Carrier (Commercial General Liability): __________________________________________________________________

Policy Number(s): ____________________________________________________________________________________________

(2) Worker’s Compensation:

Insurance Carrier: ______________________________________ Policy Number(s): _______________________________________

(3) The above insurance is effective with New York State admitted insurance companies, and is A rated or equivalent to A rated.

(4) Policy cancellation or non-renewal shall be effective only upon thirty (30) days prior notice by certified mail to:

City of Long Beach, Corporation Counsel, 1 West Chester Street, Room 402, Long Beach, New York 11561

Authorized Insurance Agent’s Signature and Title:

Name, Insurance Affiliation and Address:

_______________________________________________________________________ DATED: ____________________________

City of Long Beach Beach Park Access Control Services Purchasing Department Page 19

ACKNOWLWDGEMENT OF RECIEPT OF ADDENDA FORM

The bidder hereby acknowledges that he/she has received and that he/she has considered in the preparation of his/her bids, all requirements in the following Addenda to this Bid/Proposal/Contract:

Note: This acknowledgement shall be signed by the person executing the Statement of Understanding.

Insert additional pages, as necessary.

ADDENDUM NUMBER

DATE OF ADDENDUM

ACKNOWLEDGEMENT

IMPORTANT NOTICE:

THIS FORM MUST BE COMPLETED AND SUBMITTED BY ALL BIDDERS. IF NO ADDENDA ARE RECEIVED, CHECK THE “NO ADDENDUM” BOX ABOVE AND SIGN THE ACKNOWLEDGMENT.

THE CITY RETAINS THE ABSOLUTE RIGHT TO REJECT ANY BID/PROPOSAL THAT FAILS TO

INCLUDE THIS ACKNOWLWDGEMENT OF RECIEPT OF ADDENDA FORM.

□ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID/PROPOSAL/CONTRACT.

ACKNOWLEDGEMENT: ________________________________________________________________________

City of Long Beach Beach Park Access Control Services Purchasing Department Page 20

INSTRUCTIONS TO PROPOSERS

Please take Notice: for the purposes of this Request for Proposals (“RFP”), the term “Bid” and “Proposal” shall be interchangeable and shall be used synonymously.

ITB-1 PROPOSAL PREPARATION

Prepare your Proposal on this form using indelible ink. The City shall not be liable for any cost incurred in connection with the preparation of your Proposal. A Proposer may withdraw a Proposal any time prior to the final filing date and time by written notification, signed by an authorized agent, to the contact person listed in the Request for Proposals.

ITB-2 BID DOCUMENTS

Failure to fully comply with any of the requirements or instructions contained within the bid document may constitute sufficient cause for rejection of the Proposal. Such rejections will be subject to the discretion of the

Purchasing Agent.

Requests for Proposals will consist of the following documentary components:

a. Notice to Bidders/Proposers

b. Instructions to Bidders/Proposers

d. Proposal Specifications

f. Bidder’s Qualifications Statement

g. Addendum to Bid Documents (if issued)

ITB – 3 EXAMINATION OF BID DOCUMENTS AND FAMILIARITY WITH SITE

BEFORE SUBMITTING A BID/PROPOSAL, ALL BIDDERS ARE ADVISED TO CAREFULLY

EXAMINE THE BID DOCUMENTS; WHERE THE PROPOSAL CONTAINS PUBLIC WORK OR

INSTALLATION THE BIDDER IS ADVISED TO VISIT THE SITE OF THE PROPOSED WORK TO

BECOME COGNIZANT OF CONDITIONS AND LIMITATIONS ASSOCIATED WITH FULFILLING

REQUIREMENTS OF THE BID DOCUMENTS, INCLUDING BUT NOT LIMITED TO PLANS AND

SPECIFICTIONS.

Pleas of ignorance or misunderstanding of conditions that exist, or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the work under this Contract, as a result of negligence by failing to make the necessary examinations and investigations as may be expected of a reasonably prudent

Bidder, will NOT be accepted as grounds for any excuse on the part of a Contractor to fulfill in every respect all of the requirements of the Bid Documents, nor will such excuses be accepted by the City as a basis for any claims whatsoever for extra compensation, or for an extension of Contract completion time.

ITB-4 INTERPRETATION OF BID DOCUMENTS

If any prospective Bidder/Proposer is unsure of, or has any reservations about, the precise and true meaning of any written or drawn material contained within any of the Bid Documents, or finds apparent discrepancies therein, or possible omissions therefrom, s/he shall promptly submit to the Purchasing Agent, a written request, fully describing the material in question, for an interpretation, explanation or revision thereto. The response to each request for clarification will be made only by an Addendum to the Bid Documents. Neither the City nor the Purchasing Agent may be held responsible or liable for any other explanations or interpretations of these

Bid Documents.

ITB-5 ADDENDUM TO BID DOCUMENTS

Any Addendum issued during the bidding period shall become an integral part of the Bid Documents and shall be incorporated in the Bidder's/Proposer’s Bid/Proposal. All Addenda shall be acknowledged in the Bidder’s

Bid/Proposal, by entering the title, date and signature of the person signing the Bid/Proposal.

City of Long Beach Beach Park Access Control Services Purchasing Department Page 21

ITB-6 MODIFICATIONS TO BID DOCUMENTS

Bids/Proposals shall not take exception to, or request modifications for, any item described in the Bid

Documents. Oral Bids/Proposals will not be considered.

ITB-7 RIGHTS OF CITY

The City Council, City Manager, and/or Purchasing Agent reserves the right to reject any and all Bids/Proposals and to waive any informalities in the Bids/Proposals received, and to accept the Bid/Proposal most favorable to the interests of the City, after all Bids/Proposals have been analyzed, checked and verified.

ITB-8 TAX EXEMPTION

The Owner is exempt from payment of Sales and Compensating Use Taxes of the State of New York and of cities and counties on all materials and supplies sold to the City pursuant to the provisions of this Contract.

These taxes are not to be included in Bids/Proposals.

ITB-9 FORM OF PROPOSAL

EACH PROPOSAL MUST BE MADE IN ACCORDANCE WITH THE INSTRUCTIONS CONTAINED IN

THIS RFP AND SHALL BE ATTACHED HERETO AS ONE OF THE BID DOCUMENTS AND SHALL BE

SUBMITTED IN A SEALED ENVELOPE BEARING THE NAME OF THE BID, BID NUMBER, AND THE

NAME OF THE BIDDER.

THE CITY HEREBY RESERVES THE ASBOLUTE RIGHT TO REJECT ANY PROPOSAL THAT IS

NOT MADE IN ACCORDANCE WITH THE INSTRUCTIONS CONTAINED IN THIS RFP.

ITB-10 DELIVERY OF BIDS/PROPOSALS

BIDS/PROPOSALS MUST BE DELIVERED BY THE TIME AND TO THE PLACE STIPULATED IN THE

ADVERTISEMENT. IT IS THE SOLE RESPONSIBILITY OF THE BIDDER/PROPOSER TO SEE THAT

HIS BID/PROPOSAL IS RECEIVED IN THE PROPER TIME. ANY BIDS/PROPOSALS RECEIVED

AFTER THE SCHEDULED CLOSING TIME FOR RECEIPT OF BIDS/PROPOSALS SHALL BE

RETURNED TO THE BIDDER/PROPOSER UNOPENED.

ITB-11 CORRECTIONS TO BIDS/PROPOSALS

Erasures or other corrections in the Bid/Proposal must be initialed by the person signing the Bid/Proposal.

ITB-12 WITHDRAWAL OF BIDS/PROPOSALS

Any Bidder may withdraw his/her Bid/Proposal, either personally, or by written request, if such a request is received by the Purchasing Department at any time during normal working hours prior to the scheduled closing time for receipt of Bids/Proposals.

ITB-13 MULTIPLE BID/PROPOSAL SUBMITTALS

Any person, firm or corporation will not be permitted to make more than one Bid/Proposal for the product or service. If a person is a partner, officer or director of more than one firm interested in bidding for the product or services, only one of the firms may submit a Bid/Proposal.

ITB-14 NON-COLLUSIVE BIDDING CERTIFICATION

In accordance with § 103-d of the General Municipal Law, by submission of this Bid/Proposal, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief:

(1) The prices in this bid/Proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder/Proposer or with any competitor;

City of Long Beach Beach Park Access Control Services Purchasing Department Page 22

(2) Unless otherwise required by law, the prices which have been quoted in this bid/Proposal have not been knowingly disclosed by the bidder/Proposer and will not knowingly be disclosed by the bidder/Proposer prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder/Proposer to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

ITB-15 QUALIFICATIONS OF BIDDERS

A BIDDER'S QUALIFICATIONS STATEMENT IS REQUIRED. The forms attached hereto indicate all the information required. Each Bidder/Proposer shall be responsible for submitting his current Disclosure

Statement with his Bid/Proposal. The City retains the right to investigate, verify the information submitted in the Disclosure Statement, and interview all bidders prior to award of the Contract. THE CITY HEREBY

RESERVES THE ASBOLUTE RIGHT TO REJECT ANY BID/PROPOSAL THAT DOES NOT INLCUDE A

DISCLOSURE STATEMENT.

ITB- 16 IDENTIFICATION LABEL

To properly expedite the receipt and processing of bids submitted, the following “Identification Label” must be affixed to the outer envelope of the sealed bid. Bids shall be delivered by U.S. Mail, public carrier (e.g. UPS, FedEx), or by hand. THE CITY HEREBY RESERVES THE ASBOLUTE RIGHT TO REJECT ANY

BID/PRPOPOSAL THAT DOES NOT CONFORM TO THIS SECTION.

SEALED RFP ENCLOSED

City of Long Beach

Purchasing Department

Proposer’s Name: ___________________________

Name:

RFP2024-153 Beach Park Access Control Services

Due Date: January 10, 2025

(If extended: _________________)