RFP27-002_Final.pdf

REQUEST FOR PROPOSALS (RFP)

RFP27-002 – VOIP Phone System

RFP OPENING: January 4, 2027, at 2:00 PM

Virtual Zoom Meeting

For access, go to:

https://www.pompanobeachfl.gov/meetings

October 22, 2026

Dear Prospective Proposers, SUBJECT: REQUEST FOR PROPOSALS (RFP) RFP27-002 - VOIP Phone System

The City of Pompano Beach (the “City”) is interested in receiving proposals in response to the attached RFP for a VOIP Phone System.

Proposers must be registered on the City’s eBid System to view the solicitation documents and respond to this solicitation. The complete solicitation document can be downloaded free of charge from the eBid System at https://procurement.opengov.com/login. Proposals must bear the electronic signature of an authorized officer of the Proposer who is legally authorized to enter into a contractual relationship in the Proposer's name. The City will consider the submittal of a proposal as constituting an offer by the Proposer to perform the required services at the prices stated herein. The City is not responsible for the accuracy or completeness of any documentation the Proposer receives from any source other than the eBid System. The Proposer is solely responsible for downloading all required documents. Responses will be electronically unsealed in a public forum and read aloud.

Proposals must be submitted electronically at https://procurement.opengov.com/login, referred to hereinafter as the eBid System, on or before the date and time stated in Section 2 - Schedule of Events. Proposals received after 2:00 p.m. ET on the due date will not be considered, and late bids will not be accepted.

The Cone of Silence shall take effect once this solicitation is released to the General Public and shall remain in effect until the City Commission has taken final action to approve or reject an award. The “Cone of Silence” shall terminate upon the City’s award or approval of a contract, rejection of all proposals or responses, or any other formal action that concludes the solicitation or other procurement process. For confirmation of the official termination date of the Cone of Silence, contact the Purchasing Agent of record. During the Cone of Silence period, Respondents to this solicitation, or persons acting on their behalf, including lobbyists, shall not communicate, directly or indirectly, regarding any aspect of this solicitation with any member of the City Commission, the City Clerk, the City Manager’s Office, any Evaluation Committee member, or any other City of Pompano Beach employee, except in writing to the Procurement and Contracts Department staff as expressly permitted in this solicitation. Violation of the Cone of Silence may be grounds for rejection of a Proposal or other appropriate action as permitted by City ordinance.

All communications must go through the eBid System (OpenGov) or the Purchasing Agent assigned to this solicitation, Cynthia Gomez, at (954)786-4166, or cynthia.gomez@copbfl.com. Any information that amends any portion of this solicitation received by any method other than an Addendum issued through OpenGov is not binding on the City of Pompano Beach.

Carefully read all portions of the RFP document to ensure the Proposer's bid fully complies with all requirements.

https://procurement.opengov.com/login mailto:cynthia.gomez@copbfl.com

Table of Contents

1. DEFINITIONS

2. SCHEDULE OF EVENTS

3. INTRODUCTION AND GENERAL INFORMATION

4. SCOPE OF SERVICES

5. SUBMITTAL INSTRUCTIONS AND REQUIREMENTS

6. PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA ................ Error! Bookmark not defined.

7. EVALUATION AND AWARD

8. STANDARD PROVISIONS

9. ADDENDA

10. ATTACHMENTS AND EXHIBITS

1. DEFINITIONS

The following words, when used in this RFP, shall have the meanings ascribed to them, except where the context indicates a different meaning:

• “Bid” means an offer or “Proposal” submitted by a Proposer in response to any formal bid or solicitation.

The terms “Bid” and “Proposal” may be used interchangeably throughout this RFP.

• “Contract” means any agreement resulting from this RFP. "Contract" and "Agreement" may be used interchangeably throughout this RFP.

• “Project” means the City’s procurement, implementation, migration, deployment, training, and ongoing support of a unified communications and telephone solution to replace the City’s existing Mitel MiVoice Connect environment, including associated software, cloud services, endpoints, licensing, integrations, emergency calling, contact-center capabilities, and professional services.

• "Project Team" means the Proposer, Other Team Members, and any subcontractors proposed by a Proposer in response to this solicitation.

• “Proposer” means the company/firm, corporation, joint venture, partnership, individual, or other legal entity submitting a Proposal to this RFP. The terms Proposer and Contractor may be used interchangeably throughout this RFP.

• "Team Member(s)" means each entity, as found in the organizational chart submitted within the Proposal, that will perform a lead role in the Project.

• “Proposal” means the complete response of the Proposer to the RFP, including adequately completed forms and supporting documentation. The terms "Proposal" and "Solicitation" may be used interchangeably throughout this RFP. The insurance requirements described herein reflect those deemed necessary by the City for the agreement/contract.

• “Fiscal Year” Each fiscal year starts on October 1st and ends on the 30th day of September of the following year (e.g., Fiscal Year 2027 will be from October 1, 2026, to September 30, 2027).

2. SCHEDULE OF EVENTS

RFP Number: RFP27-002

RFP Title: VOIP Phone System

Release Date: October 22, 2026

Date Published In Sun-Sentinel: October 25, 2026

Written Questions and Inquiries Are Due On Or

Before:

November 12, 2026, at 5:00 PM

RFP Responses Due Date/Time: January 4, 2027, at 2:00 PM

Evaluation Committee Meetings: TBD

Recommendation For Award: TBD

Direct All Inquiries To: https://procurement.opengov.com/login

E-Proposal Submittals Only: https://procurement.opengov.com/login

Proposal Virtual Opening: https://www.pompanobeachfl.gov/meetings

3. INTRODUCTION AND GENERAL INFORMATION

Summary

The City of Pompano Beach (the "City") seeks proposals for a modern, secure, supportable unified communications and telephone solution to replace the existing on-premise Mitel MiVoice Connect environment. The intent is to preserve required business functions while reducing dependence on legacy hardware, simplifying administration, improving resiliency, and providing a scalable platform for voice, softphone/mobile communications, contact center, emergency calling, and special-purpose telephony integrations. The City also seeks to simplify the end-user experience, reduce the number of communications interfaces employees must manage, improve user adoption, minimize ongoing IT support requirements, and improve the telephone experience provided to residents and other callers.

This RFP will permit vendors to propose cloud-hosted Unified Communications as a Service (UCaaS), hybrid, or other architectures, provided the proposed solution satisfies the functional, security, resiliency, migration, and support requirements defined herein. The City does not intend to require a one-for-one reproduction of legacy Mitel architecture where a modern equivalent can meet the same business need.

Background The City currently operates an on-premise Mitel MiVoice Connect telephone environment serving multiple City departments, facilities, public-facing operations, and specialized locations. The environment includes enterprise voice, voicemail, auto attendants, call routing, hunt groups and queues, operator/receptionist functions, contact-center capabilities, emergency calling, reporting, and a mix of desk phones, softphone/mobile users, and special-purpose devices.

The City’s environment includes operationally sensitive functions, including Customer Service, Emergency Operations Center call taking, fire-station paging/bell interfaces, callboxes, conference/common-area telephones, and remaining analog or fax services. These functions require assessment and a supported migration, replacement, or integration approach.

Term of Contract The City anticipates awarding a Service Agreement for an initial term of five (5) years. The City may, at its sole discretion, renew the Agreement for one (1) additional five (5)-year term, subject to written agreement of the parties. Any renewal must be authorized in writing by the City before the expiration of the initial term.

Rates and all other negotiated expenses shall remain in effect for the duration of the initial contract term.

In the event a replacement agreement or renewal cannot be completed prior to the expiration of the Agreement, the City reserves the right, at its sole discretion, to extend the Agreement for a period not to exceed one hundred eighty (180) days, under the same terms, conditions, and pricing, to ensure continuity of services.

Proposal Submittal Due Date The City will receive sealed proposals by the date and time stated in Section 2 - Schedule of Events.

Proposals must be submitted electronically through the eBid System on or before the due date/time. Any proposal received after the due date will not be considered.

Questions and Communication https://procurement.opengov.com/login is the official method used by the Procurement and Contracts Department, which has approved the distribution and communication of all competitive solicitations. All questions regarding this RFP must be submitted using the Questions feature in the eBid System on or before the date and time stated in Section 2 - Schedule of Events. via https://procurement.opengov.com/login. Questions received after this date and time will not be answered.

Questions submitted by Proposers will be answered through the OpenGov Questions feature or via Addenda, if necessary. Any verbal or written information obtained from sources other than the information included in this RFP document or by an Addendum shall not be binding on the City.

4. SCOPE OF SERVICES

Scope of Work The City of Pompano Beach, FL, is seeking proposals from qualified firms to provide the following:

Complete replacement of the Mitel MiVoice Connect system

Cloud services, software, gateways, SBCs, equipment, licenses, subscriptions, and professional services

Migration of numbers, extensions, users, call flows, voicemail, contact center, E911, and retained special-purpose integrations

Phased migration, cutover, testing, rollback, and minimal service interruption

Functional equivalents for any legacy feature that cannot be replicated

Detailed functional, technical, security, resiliency, implementation, training, documentation, support, and vendor-response requirements are set forth in Technical Requirements and Vendor Compliance Matrix and are incorporated into this RFP by reference.

5. SUBMITTAL INSTRUCTIONS AND REQUIREMENTS

Minimum Requirements from Proposers To be considered responsive, the Proposer must meet all of the following minimum requirements. Failure to demonstrate compliance with any requirement may result in the proposal being rejected as non-compliant.

Submission Format Requirements

Proposals must be submitted electronically through the eBid System on or before the date and time stated in Section 2 - Schedule of Events. Please follow all the steps and requirements to submit proposals at https://procurement.opengov.com/login. Submissions must include all documents, requirements, and attachments advertised on the website, as listed in the Attributes tab and the Response Attachments tab of the eBid System.

The City will not be responsible for delays caused by technical or other issues. It is the sole responsibility of the Proposer to ensure its Proposal is successfully submitted in the eBid System before the established deadline for Proposal submission.

The City reserves the right to reject and not consider any proposals that are not submitted according to the requirements established herein.

Proposer’s Responsibilities

Before submitting a response, the Proposer shall be solely responsible for conducting any necessary investigations, evaluations, and examinations to ascertain all conditions and requirements affecting the full performance of the Contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the Contract and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer.

Costs Incurred by the Proposer in Preparation of the Proposal Proposers are responsible for any and all costs associated with responding to this RFP. The City will not reimburse any Proposer for preparation, submittal, travel, or per diem costs. All expenses involved with the preparation and submission of Proposals, or any work performed in connection with this solicitation, shall be the sole responsibility (and shall be at the sole cost and expense) of the Proposer and shall not be reimbursed by the City.

Composition Of Project Team

The principals and personnel named in the proposal must perform the services throughout the contractual term, unless otherwise provided for by a negotiated contract or a written amendment to the same, executed by both parties. No diversion or substitution of principals or personnel will be allowed unless a written request that sets forth the qualifications and experience of the proposed replacement(s) is submitted to and approved by the City in writing. If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

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

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

Environmental Regulations

The City reserves the right to consider the Proposer's history of citations or violations of Environmental Regulations and investigate the Proposer's responsibility. Furthermore, it reserves the right to declare the Proposer not responsible if the history of violations warrants such a determination in the City's opinion. The Proposer shall submit a complete history of all citations, violations, notices, and dispositions within the Proposal. The non-submission of any such documentation shall be deemed an affirmation by the Proposer that there are no citations or violations. The Proposer shall notify the City immediately of notice of any citation or violation, which the Proposer may receive after the RFP opening date and during the time of performance of any contract/agreement awarded to it.

6. PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA

This section outlines the proposal requirements and evaluation criteria that will be used to assess and score

Proposals. The maximum possible points awarded for each evaluation criterion are noted. Failure to respond to or provide incomplete responses to any evaluation criterion may result in zero or reduced points for that criterion and may lead to disqualification of the Proposal. To maintain comparability and facilitate the review process, Proposers should organize their responses as specified below:

Proposal Response Format and Content

Title Page

Show the project name and solicitation number, the name of the Proposer’s firm, business address, telephone number, name, title, email address, and phone number of the primary contact person, and the date.

6.1.2. Table of Contents

Include a clearly organized table of contents identifying sections and corresponding page numbers.

6.1.3. Letter of Interest

Submit a letter of Interest, signed by an authorized representative of the Proposer’s firm, expressing the Proposer’s commitment to provide the services described herein. In the letter, include:

• Legal name of the Proposer and any joint venture partners (if applicable)

• Federal Tax Identification Number

• Office address

• Primary Contact name, title, phone number, and email

6.1.4. Company Profile

Provide a comprehensive overview of the Proposer, including:

• Company's history and years in operation

• Legal structure (e.g., sole proprietorship, partnership, LLC) and ownership details

• Description of core services related to unified communications, cloud telephony, contact center, implementation, migration, and ongoing support.

• Organizational structure and key personnel o Include resumes for key personnel proposed for this contract, highlighting relevant experience within the past five (5) years.

o The Proposer must commit that the principals and personnel named in the response will perform the services throughout the Agreement term unless otherwise provided for by way of a negotiated Agreement/written amendment to the same executed by both parties. No diversion or substitution of principals or personnel will be allowed unless a written request that sets forth the qualifications and experience of the proposed replacement(s) is submitted to and approved by the City in writing.

6.1.5. Conflicts of Interest

Provide the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee, elected or appointed official of the City of Pompano Beach. Further, the Proposer must disclose the name of any City employee, elected or appointed official who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates.

6.1.6. Litigation

Disclose any litigation within the past five (5) years of the firm’s/team member’s performance, including status/outcome. If there is no litigation, the Proposer must include a letter that no litigation exists within the past (5) years.

6.1.7. Office Locations

The Proposer shall identify the office location(s) from which the services under this Agreement will be performed. At a minimum, the Proposer must specify the primary office location of the assigned Project Manager and all key personnel proposed for this project.

For each identified office location, include the physical address and indicate which team members will be based at that location. If personnel are working remotely or from multiple offices, clearly describe those arrangements.

The City reserves the right to consider the location of key personnel and the Proposer’s ability to provide timely on-site support, coordination, and responsiveness as part of its evaluation.

6.1.8. Technical Requirements and Vendor Compliance Matrix

Proposers shall complete and submit Attachment A — Technical Requirements and Vendor Compliance Matrix with their Proposal. For each requirement, the Proposer shall select Comply, Partially Comply, Does Not Comply, or Not Applicable, as applicable, and provide comments identifying any exception, dependency, third-party component, separate product, optional license, limitation, or additional cost.

A response of “Partially Comply,” “Does Not Comply,” or “Not Applicable” must include a complete explanation and identify the proposed alternative, if any. The City may deem a Proposal non-responsive if it does not address mandatory requirements or if exceptions are not clearly disclosed.

The completed matrix will be used to assess responsiveness and technical/functional fit under Section 6.2.1.

It does not replace the Proposer’s narrative response, implementation plan, pricing submission, or other required documents.

6.1.9. Five-Year Cost Projection

The Vendor shall complete the following five-year cost projection for the proposed base solution. Pricing shall reflect the quantities, services, licensing, equipment, implementation, support, and other components required to satisfy the RFP. All anticipated price increases, escalators, subscription increases, maintenance increases, and other adjustments shall be reflected in the applicable year. Optional items shall not be included in the Total Base Solution unless specifically identified as required by the City.

All amounts shall be stated in U.S. dollars. Vendors shall identify any assumptions, minimum commitments, usage thresholds, overage charges, term requirements, or other conditions that could affect the projected cost.

For the Five-Year Cost Projection, please use the Pricing Proposal Template in OpenGov.

Evaluation Criteria

The Evaluation Committee will evaluate responsive Proposals using the criteria below. Proposers should organize their responses in the same order and clearly identify all assumptions, exceptions, dependencies, third-party components, optional items, and associated costs. Mandatory requirements are minimum requirements for responsiveness; desired and optional capabilities may be considered in the technical evaluation as applicable.

6.2.1. Technical / Functional Fit (Maximum 25 Points)

Evaluate how well the proposed solution meets the City’s mandatory, desired, and optional functional and technical requirements, including:

• Core voice, calling, routing, auto-attendant, voicemail, and call-flow capabilities;

• Desk phones, softphones, mobile applications, presence, directory, and endpoint-management features;

• Contact-center/ACD, supervisor, reporting, and call-recording capabilities;

• Operator/receptionist functionality;

• Paging, bells, callboxes, fax, analog devices, gateways, and other special-purpose telephony integrations;

• E911/emergency-calling functionality, dispatchable-location support, and emergency notifications; and

• Completeness and clarity of the vendor’s response to the technical requirements.

6.2.2. Implementation and Migration Approach (Maximum 20 Points) Evaluate the vendor’s proposed implementation, migration, number-porting, testing, cutover, and post-cutover approach, including:

• Phased migration strategy and ability to minimize disruption to City operations;

• Discovery, validation, and treatment of legacy functions and integrations;

• Number porting, call-flow migration, endpoint deployment, and contact-center transition;

• Testing, acceptance, rollback, business-continuity, and cutover plans;

• Project schedule, staffing, City responsibilities, dependencies, risks, and mitigation strategies; and

• Transition-to-support and post-production stabilization approach.

6.2.3. Security, Resiliency, and Support (Maximum 15 Points)

Evaluate the proposed solution’s security, availability, resiliency, continuity, and support model, including:

• Encryption, identity integration, multi-factor authentication, role-based access, audit logging, and security monitoring;

• High availability, redundancy, disaster recovery, local survivability, outage behavior, and single-point-of-failure mitigation;

• Service-level commitments, severity definitions, response and restoration targets, and escalation procedures;

• Maintenance windows, lifecycle management, upgrade practices, and end-of-support notification; and

• Support availability, support locations, use of third parties, and ability to provide U.S.-based support for critical incidents.

6.2.4. Vendor Qualifications and References (Maximum 10 Points) Evaluate the vendor’s qualifications, relevant experience, and references, including:

• Experience delivering comparable unified communications and telephone solutions;

• Experience with municipal, public-sector, or similarly complex multi-site organizations;

• Qualifications and availability of key implementation, technical, and support personnel;

• Quality and relevance of at least three references; and

• Demonstrated success with migrations, E911, contact center, specialty devices, carrier services, and post-production support.

6.2.5. Usability, Administration, and Training (Maximum 10 Points) Evaluate the usability and manageability of the proposed solution, including:

• Ease of use for employees, operators, supervisors, contact-center staff, and administrators;

• Administrative portal, reporting, provisioning, inventory, monitoring, and role-based management capabilities;

• Endpoint management and lifecycle visibility;

• Training plan for administrators, supervisors, agents, operators, and end users; and

• Quality of documentation, including as-built documentation, operating procedures, and support/escalation materials.

6.2.6. Five-Year Total Cost of Ownership (Maximum 15 Points)

Evaluate the complete five-year cost of the proposed base solution, including:

• Implementation and professional services;

• Hardware, endpoints, gateways, appliances, and accessories;

• Licensing, subscriptions, maintenance, support, carrier services, and storage;

• Anticipated price escalations, renewal impacts, minimum commitments, overage charges, and other recurring costs;

• Transparency and completeness of the bill of materials and pricing assumptions; and

• Separately identified optional items and pricing.

6.2.7. Local Business Program (Maximum 5 Points)

The Procurement and Contracts Department will evaluate this section in accordance with the City’s Local Business Program requirements and the applicable solicitation forms. On March 13, 2018, the City Commission approved Ordinance 2018-46, establishing a Local Business Program, a policy to increase the participation of City businesses in the City's procurement process.

For purposes of this solicitation, “Local Business” will be defined as follows:

TIER 1 LOCAL VENDOR.

POMPANO BEACH BUSINESS EMPLOYING POMPANO BEACH RESIDENTS. A business entity that has maintained a permanent place of business within the city limits and maintains a staffing level, within this local office, of at least ten percent who are residents of the City, or includes subcontracting commitments to Local Vendors Subcontractors for at least ten percent of the contract value. The permanent place of business may not be a post office box. The business must be located in a non-residential zone and must actually distribute goods or services from that location. The business must be staffed with full-time employees within the limits of the city. In addition, the business must have a current business tax receipt from the City for a minimum of one year prior to the date of issuance of a solicitation.

TIER 2 LOCAL VENDOR.

BROWARD COUNTY BUSINESS EMPLOYING POMPANO BEACH RESIDENTS OR UTILIZING

LOCAL VENDOR SUBCONTRACTORS. A business entity, which has maintained a permanent place of business within Broward County and maintains a staffing level, within this local office, of at least 15% who are residents of the City, or includes subcontracting commitments to Local Vendors Subcontractors for at least 20% of the contract value. The permanent place of business may not be a post office box.

The business must be located in a non-residential zone and must actually distribute goods or services from that location. The business must be staffed with full-time employees within the limits of the city. In addition, the business must have a current business tax receipt from the respective Broward County municipality for a minimum of one year prior to the date of issuance of a solicitation.

LOCAL VENDOR SUBCONTRACTOR.

POMPANO BEACH BUSINESS. A business entity that has maintained a permanent place of business within the city limits of the City. The permanent place of business may not be a post office box. The business must be located in a non-residential zone and must actually distribute goods or services from that location. The business must be staffed with full-time employees within the limits of the city. In addition, the business must have a current business tax receipt from the City for a minimum of one year prior to the date of issuance of a solicitation.

You can view the list of City businesses with a current Business Tax Receipt on the City’s website and locate local companies that are available to perform the work required by the RFP scope of services.

The business information, sorted by business use classification, is posted on the Business Tax Receipt Division webpage: www.pompanobeachfl.gov by selecting the Pompano Beach Business Directory in the Shop Pompano! Section.

The City is strongly committed to ensuring the participation of City Businesses as contractors and subcontractors for procuring goods and services, including labor, materials, and equipment.

Proposers are required to participate in the City's Local Business Program by including, as part of their package, the Local Business Participation Form (Exhibit A), listing the local businesses that will be used on the contract, and the Letter of Intent Form (Exhibit B) from each local business that will participate in http://pompanobeachfl.gov/index.php/pages/dev_scv_btr/btr the contract.

If a Prime Contractor/Vendor is not able to achieve the level of goal attainment of the contract, the Prime Vendor will be requested to demonstrate and document that good faith efforts were made to achieve the goal by providing the Local Business Unavailability Form (Exhibit C), listing companies that were contacted but not available, and the Good Faith Effort Report (Exhibit D), describing the efforts made to include local business participation in the contract. This documentation shall be provided to the City Commission for acceptance.

The awarded Proposer will be required to submit “Local Business Subcontractor Utilization Reports” during projects and after projects have been completed. The reports will be submitted to the assigned City project manager. The Local Business Subcontractor Utilization Report template and instructions have been included in the bid document.

Failure to meet Local Vendor Goal commitments will result in an “unsatisfactory” compliance rating.

Unsatisfactory ratings may impact the award of future projects if a sanction is imposed by the City Commission.

The City shall award a Local Vendor preference based upon vendors, contractors, or subcontractors who are local, with a preference as follows:

For evaluation purposes, the Tier 1 and Tier 2 businesses shall be a criterion for award in this Solicitation. No business may qualify for more than one tier level.

For evaluation purposes, local vendors shall receive the following preferences:

Tier 1 business, as defined by this subsection, shall be granted a preference in the amount of 5 Points.

Tier 2 business, as defined by this subsection, shall be granted a preference in the amount of 2.5 Points.

It is the responsibility of the awarded vendor/contractor to comply with all Tier 1 and Tier 2 guidelines. The awarded vendor/contractor must ensure all requirements are met before contract execution.

PROPOSERS APPLYING FOR TIER 1 STATUS, OR THOSE LISTING LOCAL SUBCONTRACTORS

OR SUBCONSULTANTS IN EXHIBIT A, MUST PROVIDE A VALID CITY OF POMPANO BEACH

BUSINESS TAX RECEIPT FOR THE PROPOSER AND FOR EACH LOCAL SUBCONTRACTOR OR

SUBCONSULTANT IDENTIFIED. FAILURE TO INCLUDE THE REQUIRED BUSINESS TAX

RECEIPT(S) WILL RESULT IN THE DISQUALIFICATION OF THE SUBCONTRACTOR OR

SUBCONSULTANT FROM THE LOCAL BUSINESS PROGRAM (SECTION 6.2.7) AND THE LOSS OF

ALL ASSOCIATED POINTS.

IF A PROPOSER IS NOT CLAIMING PARTICIPATION IN ANY LOCAL BUSINESS PROGRAM TIER,

THE REQUIRED FORMS (EXHIBITS A THROUGH D, AS APPLICABLE) MUST STILL BE

SUBMITTED AND CLEARLY MARKED “NOT APPLICABLE” THROUGHOUT. PROPOSALS

SUBMITTED WITHOUT THE REQUIRED DOCUMENTATION WILL BE DEEMED NON-

RESPONSIVE AND INELIGIBLE FOR AWARD.

Other Required Documentation

The following documents are required to determine whether the Proposal meets the minimum requirements.

However, these documents will not be considered when scoring the proposal.

Insurance

Please see Exhibit B - Insurance Requirements attachment in the Attachments tab of the eBid System.

7. EVALUATION AND AWARD

Minimum Eligibility Requirements

All proposals received must meet the minimum eligibility requirements as required in Section 6 and be confirmed at the time of submission to be considered for further evaluation. Failure to meet the Minimum Eligibility Requirements may disqualify the entire proposal and prevent it from being considered for further evaluation.

The City reserves the right to seek any information or documentation from the Proposer or other source(s) as the City determines is necessary. Failure to submit any additional information in accordance with the City’s request shall result in a Proposal being deemed non-compliant by the City of Pompano Beach. The City reserves the right to determine whether any omission, deficiency, or deviation is material or minor and whether waiver is in the best interest of the City.

Evaluation Committee

Only Proposals determined by the Procurement and Contracts Department to be compliant with the submission requirements and Minimum Eligibility Requirements of this RFP will be forwarded to the Evaluation Committee for evaluation.

The City Manager will approve a selection evaluation committee to assist in evaluating the received Proposal(s) and selecting the most qualified company or firm. The Committee’s findings will be presented to the City Commission. Based upon the evaluation, the Evaluation Committee will recommend one or more Proposers to the City Commissioners for the award and execution of a Service Agreement.

Evaluation Process

The Procurement and Contracts Department staff will initiate an administrative review of the Proposals to determine compliance with the submission requirements and Minimum Eligibility Requirements set forth in this RFP. All Proposals determined to be compliant and eligible for evaluation will be provided to the Evaluation Committee. The Evaluation Committee will score the proposals based on the following:

SECTION NUMBER EVALUATION AREA

MAXIMUM

POINTS

6.2.1 Technical / Functional Fit 25

6.2.2 Implementation and Migration Approach 20

6.2.3 Security, Resiliency, and Support 15

6.2.4 Vendor Qualifications and References 10

6.2.5 Usability, Administration, and Training 10

6.2.6 Five-Year Total Cost of Ownership 15

6.2.7 Local Business Program 5

TOTAL 100

The Evaluation Committee reserves the right to shortlist the proposals received and/or to request oral presentations from the Proposers. If the Evaluation Committee requests presentations, they will be scheduled at a later date. Each invited Proposer will be provided with up to 20 minutes to present to the Evaluation Committee members, followed by a question-and-answer period. Pursuant to Section 286.0113(2)(b)1., Florida Statutes, the portion of an Evaluation Committee meeting at which a Proposer makes an oral presentation as part of this competitive solicitation may be conducted as an exempt session, limited solely to the presentation and questions directed to the presenting Proposer.

The Evaluation Committee shall rank the Proposers based on the criteria stated within this solicitation, the information provided in the proposal, and the presentations. After all members of the Evaluation Committee have provided their scores for all Proposals, the scores will be calculated and combined, and the sum of qualitative scores will be converted into rankings. After scoring (and presentations, if any), the Committee determines final rankings and recommends an award to one or more proposers. Based upon the final rankings, the Evaluation Committee may recommend that negotiations be conducted with one or more Proposers in ranked order, as determined to be in the best interest of the City. If contract negotiations cannot be completed with the highest-ranked team, then negotiations may proceed to other ranked teams in accordance with applicable Florida law and City procurement procedures.

Tie Breaker:

In case there is a tie for the highest-ranked Proposers, the recommendations shall be made by giving preference to the following items in this order:

1) Maintenance of a Drug-Free Workplace in accordance with the requirements of 287.087, F.S.

2) Local Business Program Participation

3) Closest Proximity/Location to the Project site

4) Coin Toss

Technicalities:

Failure to respond, provide detailed information, or provide requested proposal elements may result in reduced points in the evaluation process or a determination that the Proposal is non-compliant, and may be deemed a technicality or a material deviation, depending on the nature and extent of the omission.

The Procurement and Contracts Department shall conduct an administrative review of all Proposals to determine compliance with the submission requirements and Minimum Eligibility Requirements of this RFP.

Proposals determined by the Procurement and Contracts Department to be non-compliant may be rejected and shall not be forwarded to the Evaluation Committee for scoring or ranking. If more than one Proposal is determined to be compliant, the Procurement and Contracts Department shall present any identified omissions, deficiencies, irregularities, or technical deviations to the Evaluation Committee.

The Evaluation Committee shall consider and rely upon the compliance determinations made by the Procurement and Contracts Department and may recommend rejection of any Proposal containing a material deviation from the requirements of this RFP or may recommend waiver of minor irregularities or technicalities when determined to be in the best interest of the City. The City reserves the right to determine whether any omission, deficiency, or deviation is material or minor and whether waiver is in the best interest of the City.

If only one (1) compliant Proposal is received, or if only one (1) compliant Proposal remains after the administrative review, the City may proceed without scoring the Proposal and may negotiate the best terms and conditions with the sole Proposer, or may reject, cancel, or reissue the solicitation, as determined to be in the best interest of the City. The negotiation of a sole compliant Proposal under this subsection is an administrative action and may occur independently of the Evaluation Committee process.

Committee Questions:

The Committee reserves the right to ask clarifying questions once proposals have been opened, to require presentations from all Proposers, to interview any or all Proposers who respond to the RFP, or to make its recommendations based solely on the information contained in the submitted proposals. The Committee has the option to use the above criteria for the initial ranking to short-list Proposers and to use an ordinal ranking system to score short-listed Proposers following presentations (if deemed necessary), with a score of “1” assigned to the short-listed Proposer deemed most qualified by the Committee.

Each company/firm should submit documentation that evidences the company’s/firm’s capability to provide the services required for the Committee’s review for shortlisting purposes. After an initial review of the proposals, the City may invite selected proposals for an interview to discuss the proposal and meet with the company’s or firm’s representatives, particularly key personnel assigned to the project. Should interviews be deemed necessary, it is understood that the City shall incur no costs as a result of this interview nor bear any obligation in further consideration of the submittal.

Committee’s Recommendations:

After completion of scoring and, if applicable, presentations, the Evaluation Committee shall determine the final rankings of the Proposers. The Committee may utilize rescoring based on the published evaluation criteria or may apply an ordinal ranking methodology following presentations, as determined by the Committee.

Based upon the final rankings, the Evaluation Committee may, in its discretion, recommend an award to one (1) Proposer, or may recommend that negotiations be conducted with more than one (1) Proposer in ranked order, when determined to be in the best interest of the City. If the Committee recommends negotiations with more than one Proposer, negotiations shall proceed in ranked order. The Committee may recommend proceeding to the next highest-ranked Proposer if negotiations with a higher-ranked Proposer are unsuccessful or an impasse is reached.

Pursuant to Section 286.0113(2), Florida Statutes, the Evaluation Committee may conduct exempt negotiation sessions with ranked Proposers prior to making its recommendation for award. Any such exempt negotiation sessions shall be conducted outside the presence of the public and other Proposers. The Committee shall recess the open public portion of the meeting to conduct any exempt negotiation session(s) and shall reconvene the open public portion of the meeting upon completion.

Upon completion of its evaluation and any exempt negotiation sessions, the Evaluation Committee shall, by motion and roll call vote, make its recommendation to the City Commission. City staff may assist in documenting and presenting the Committee’s recommendation to the City Commission. Final scores and rankings are used solely to establish the negotiation order and do not determine the actual award.

The negotiation of a sole compliant Proposal is an administrative action and may occur independently of the Evaluation Committee process, as determined by the City. In all cases, City staff assigned to the project and procurement retain authority to negotiate the terms and conditions of any resulting agreement, subject to final approval by the City Commission.

Negotiations:

Following the Evaluation Committee Meeting, the City reserves the right to enter into negotiations with the successful Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a Contract with any successful Proposer and may cease negotiations at any time. The Proposer also understands and acknowledges that no property, Contract, or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to, approved by the City Commission or by the City Manager if within his delegated authority, and executed by the parties. During the negotiation process, the City reserves the right to request a best and final offer from the Proposer with whom it is negotiating.

Determination of Award:

The City Commission shall consider the Committee’s award recommendation for this RFP and may approve such a recommendation. The City Commission may also, at its option, reject the Evaluation Committee’s recommendation, or it may also reject all Proposals, in which case the City may choose to re-advertise this project “as is” or by adopting a modified version.

8. STANDARD PROVISIONS

RFP Conditions and Provisions The proposal must be submitted to the City on or before the time and date stated herein. All Proposers, by submission of a proposal, shall agree to comply with all of the conditions, requirements, and instructions of this RFP as stated or implied herein. All proposals and supporting materials submitted will become the property of the City. Exceptions or deviations to this solicitation may not be added after the submittal date.

All Proposers are required to provide all information requested in this RFP. Failure to do so may result in the proposal's disqualification.

The City reserves the right to postpone or cancel this RFP or reject all proposals if, in its sole discretion, it deems it in the City's best interest to do so. The City reserves the right to waive any technical or formal errors or omissions, reject all proposals, or award a contract for the items herein, in part or whole, if it is determined to be in the City's best interests.

The City shall not be liable for any costs incurred by the Proposer in preparing proposals or for any work performed therein.

Acceptance Period

Proposals submitted in response to this RFP must be valid for a period of no less than one hundred eighty

(180) days from the closing date of this solicitation.

Withdrawal Of Proposals

A firm may withdraw its proposal without prejudice, no later than the advertised deadline for submission of proposals by using the eBid System or through written communication to the Procurement and Contracts Department, 1101 N.E. 5th Avenue, Pompano Beach, Florida 33060.

Protest Procedures

The Protest Procedures established within the Procurement and Contracts Procedures Manual and Section 120.57, Florida Statutes, must be followed to file a valid Protest to this solicitation. To be considered, protests concerning the proposed solicitation award must be filed in writing with the Procurement and Contracts Director. They may only be filed by bidders or Proposers whom the solicitation or award may aggrieve. The initial protest must be addressed to the following:

Director of Procurement and Contracts, City of Pompano Beach 1101 N.E. 5th Avenue, Pompano Beach, Florida 33060

Familiarity With Laws

It is assumed the selected firm(s) will be familiar with all federal, state, and local laws, ordinances, rules, standards, and regulations that may affect its services pursuant to this RFP. Ignorance on the part of the firm will in no way relieve the firm from responsibility for compliance.

Staff Assignment

The City of Pompano Beach reserves the right to approve or reject, for any reason, the Proposer’s staff assigned to this project at any time. Background checks may be required at the discretion of the City.

Contract Terms

The contract shall include, at a minimum, this RFP document and the successful Proposer’s proposal. The City of Pompano Beach City Attorney shall prepare the contract. If the City of Pompano Beach defends any claim, demand, cause of action, or lawsuit arising out of any act, action, negligent acts or negligent omissions, or willful misconduct of the contractor, its employees, agents, or servants during the performance of the contract, whether directly or indirectly, the contractor agrees to reimburse the City of Pompano Beach for all expenses, attorney’s fees, and court costs incurred in defending such claim, cause of action or lawsuit.

Waiver It is agreed that no waiver or modification of the contract resulting from this RFP, or of any covenant, condition, or limitation contained in it shall be valid unless it is in writing and duly executed by the party to be charged with it, and that no evidence of any waiver or modification shall be offered or received in evidence in any proceeding, arbitration, or litigation between the parties arising out of or affecting this contract, or the right or obligations of any party under it, unless such waiver or modification is in writing, duly executed as above. The parties agree that the provisions of this paragraph may not be waived except by a duly executed writing.

Manner of Performance

The Proposer agrees to perform its duties and obligations under the contract resulting from this RFP in a professional manner and in accordance with all applicable local, federal, and state laws, rules, and regulations. Proposer agrees that the services provided under the contract resulting from this RFP shall be provided by employees who are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to furnish the City of Pompano Beach with all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees are now in and will maintain good standing with such governmental agencies and that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of the Proposer to comply with this paragraph shall constitute a material breach of contract.

Quality

All materials and supplies used to construct the services within this RFP shall be new unless otherwise specified. The items must be new, of the latest model, of the highest quality, and with the highest-grade workmanship. Reconditioned, refurbished, rebuilt, discontinued, used, shopworn, demonstrator, prototype, or other types of product(s) of this kind are unacceptable without written correspondence from the City with the City Manager’s approval.

Omissions

Omissions in the specifications of the RFP, Attachments, Exhibits, or any Addendum regarding any details or the omission from the specification of a detailed description concerning any point shall be interpreted as meaning that only the best available units or service shall be provided. The best commercial practices are to prevail, and only materials and workmanship of first quality are to be used to submit this proposal.

Hold Harmless and Indemnification

Proposer covenants and agrees that it will indemnify and hold harmless the City and all of its officers, agents, and employees from any claim, loss, damage, cost, charge, or expense arising out of any act, action, neglect, or omission by the Proposer, whether direct or indirect, or whether to any person or property to which the City or said parties may be subject, except that neither the Proposer nor any of its subcontractors will be liable under this section for damages arising out of injury or damage to persons or property directly caused by or resulting from the sole negligence of the City or any of its officers, agents or employees.

Composition Of the Project Team

The principals and personnel named in the proposal must perform the services throughout the contractual term unless otherwise provided for by way of a negotiated contract or written amendment to the same executed by both parties.