RLI-2025-052 YR - MFMP Solicitation Document.pdf

REQUEST FOR

LETTER OF INTEREST

RLI-2025-052-YR

COMMENCEMENT

PHOTOGRAPHY SERVICES

Release Date: January 6, 2025

Replies Due Date: 2:30 p.m. ET on February 4, 2025

Procurement Services Department Cypress Creek Administrative Center

6400 NW 6th Way, Fort Lauderdale, FL 33309

(954) 201-7455 / procurement@broward.edu mailto:procurement@broward.edu

RLI-2025-052-YR– COMMENCEMENT PHOTOGRAPHY SERVICES

TABLE OF CONTENTS

SECTION I GENERAL INFORMATION ………………………………………………………………………….… 2

SECTION II SUBMITTAL REQUIREMENTS ………………………………………………………………………. 4

SECTION III CONTACT AND SUBMITTAL OF QUESTIONS …….………………………………..…………….. 6

SECTION IV SUBMITTAL DUE DATE ……………………………………………………………………………….. 7

SECTION V REVIEW AND CONSIDERATION …………………………………………………………………….. 7

SECTION VI SPECIAL CONDITIONS ……………………………………………………………………………….. 8

SECTION VII REQUIRED RESPONSE FORM ……………………………………..……………………………… 13

SECTION VIII ATTACHMENTS ………………………..…………………………………………………………….. 15

SECTION I – GENERAL INFORMATION

INTRODUCTION

Broward College (hereinafter referred to as the “College”) is one of the 28 institutions comprising the Florida College System governed by Sections 1001.60 et seq. of the Florida Statutes. The College provides higher education, technical, and occupational training for the residents of Broward County, Florida. The College is a community-based institution that offers a comprehensive range of programs responsive to needs and changes in the community and technology. The College operates three main campuses within Broward County, one urban center, and several satellite centers.

With the third-largest enrollment in the Florida College System, the College offers affordable, accessible education.

The College community boasts more than 45,000 students and over 3,000 full-time and part-time faculty and staff, representing more than 100 countries and providing a wealth of cultural, ethnic, and experiential backgrounds.

Up-to-date enrollment and campus community demographic data can be accessed at the link:

http://www.broward.edu/discover/Pages/Fast-Facts.aspx. The College provides over 140 programs in eight career pathways, offering specialized certificates, two- and four-year degrees, non-degree training, workforce readiness, and an extensive list of continuing education curricula.

BACKGROUND

The College generally holds two (2) graduation ceremonies (also referred to hereinafter as “Commencement”) per calendar year, with the flexibility to hold additional ceremonies as needed. Over a three-year period, an estimated six (6) graduation ceremonies will take place. Each commencement celebrates the conferral of more than 2,000 degrees per term.

Photos are taken both prior to the ceremony and during the ceremony of students as they cross the stage. The College has students who enter from both sides of the stage so there are typically two (2) photographers capturing students as they receive their diploma as well as photos on each side of the stage prior to the students walking onto the stage to receive their diploma.

Photos can be taken on green or blue screen in the arena/ commencement venue. Student names are read every two (2) seconds during the ceremony. The College uses a formal stage crossing/handshake posing where the Administrator giving diplomas also faces the camera with the graduate briefly while crossing the stage.

The College currently has a contract with GradImages, a division of Iconic Group, Inc. dba Iconic Group (Florida), Inc. for these services through 06/03/2025.

PURPOSE

The purpose of this Request for Letter of Interest (RLI) is to identify a qualified Vendor to provide professional photographic services for the College’s commencement ceremonies. The selected Vendor will partner with the College to capture high-quality photographs that commemorate the significant achievements of the College’s graduates.

Consequently, the College is seeking to establish a mutually beneficial agreement with the single qualified vendor for Commencement Photography Services. The agreement term shall be for three (3) years, with the option to renew for three (3) additional one-year terms, for a total of six (6) years.

SCOPE OF WORK

To provide the College with Professional Photographic Services, including but not limited to:

• Vendor shall capture multiple photos of every graduate. The College will have the final decision as to the number of photography locations offered to the graduates.

http://www.broward.edu/discover/Pages/Fast-Facts.aspx

• Vendor shall mail, text, and/or email each graduate photographed a passport-sized photo proof following graduation, along with the opportunity to select from a variety of photo packages, with no obligation to purchase.

• Vendor shall fulfill the orders of graduates and ship them within seven (7) days of receiving their orders.

• Vendor shall guarantee complete satisfaction to the students and their parents, or their money will be refunded.

• Vendor shall protect the students right to privacy by not selling or providing the names and addresses of our candidates for graduation to another company for any purpose.

• Vendor may not use graduate information for promotional or marketing practices. The Vendor agrees that it shall not use any of the information provided by a graduate, directly or indirectly, or obtained, directly or indirectly, for, or by, vendor about a graduate for any purpose whatsoever other than for the purposes set out in the College’s RLI and a resulting agreement if any.

• Vendor shall provide a photographer on location to take public relations photos before, during, and after the event of various faculty members, administration, and candid photos of graduates.

• Vendor shall provide the College with documentation of the ceremony, speakers, and dignitaries through images furnished via digital web link or other appropriate media as requested.

• Vendor shall provide the College with a competitive rebate per graduate for whom a mailing and/or email address is received/supplied by the College through the Department of Student Affairs, and a competitive minimum rebate of annual gross sales (shipping costs are not included in gross sales) as a result of purchases made by graduates from the College’s Commencement ceremonies.

• The College, through the Department of Student Services, will provide the Vendor with the names, home addresses, and email addresses of anticipated graduates to the Vendor at least four (4) weeks prior to the graduation ceremony (by email), for the purpose of delivering proof images.

• Vendor will receive the exclusive rights to capture the images of graduates at the ceremonies for resale to the graduates. A purchase decision by the graduates is optional, rather than mandatory. All monetary transactions for photographs taken and sold will be between the individual graduates and the vendor.

• It is solely the graduates’ choice whether to purchase the resulting photos. There is no guarantee of a minimum number of orders or dollar amount of revenue.

• The graduates shall be financially responsible for all costs associated with the ordering, purchasing, and shipping of photographs. Payment of purchases shall be solely between the Vendor and the graduate.

• Vendor is responsible for collection of all monies owed for purchases. The College has no responsibility and is under no obligation to reimburse the Vendor for uncollected payments.

• The personnel assigned by the Vendor to perform photographic services must be clearly identifiable as such, accomplished by wearing uniforms (or dressing uniformly) and/or printed identification. All personnel will be required to present and conduct themselves in an appropriate, professional manner befitting the occasion.

• Vendor shall provide all the equipment necessary to perform the scope of work outlined herein.

• Vendor is solely responsible for travel, shipping of equipment, and all other expenses.

• Vendor shall be available upon request prior to Commencement for a ceremony walk through and instructions for the ceremonies. The Vendor recognizes the importance of a high level of service at the graduation ceremony. In this regard, the Vendor shall perform a complete ceremony walk through to start no later than 5:00 p.m. at the venue the day prior to the ceremony. The walk through shall be scheduled and attended by the College representatives.

• Vendor shall be available to receive all calls/inquiries/e-mails from students concerning the photo packages. The Vendor shall provide additional contact information to the College for customer complaint resolutions. The Vendor will also be responsible for all payment and mailing of photographs to graduates.

• Vendor shall keep photographs available online for ordering at least one (1) year following a graduate's commencement event, and one (1) year after the expiration of the agreement term. Longer time periods are encouraged.

• Any added value that the Vendor can provide to the College will be taken into consideration that assists in enhancing the overall commencement experience for our students.

NOTE: The Respondent may describe any additional and/or complimentary services that may not have been listed previously in the scope of work and would like to include in their offer.

SECTION II - SUBMITTAL REQUIREMENTS

All replies to this RLI should include the following information and be organized and tabbed in a manner consistent with this section to facilitate review. Replies will be evaluated as established in SECTION V – REVIEW AND

CONSIDERATION.

The Reply shall consist of a cover title page, a table of contents, and the separately tabbed sections summarized below and described herein.

Cover Page. The cover page should clearly indicate the following information:

• RLI Number.

• Title of Reply.

• Respondent’s name.

• Name, phone number, and email address of person who can respond to inquiries regarding the Reply.

Table of Contents.

TAB 1 – REQUIRED RESPONSE FORM

TAB 2 – GENERAL INFORMATION

TAB 3 – ORGANIZATIONAL PROFILE

TAB 4 – PROPOSED SCOPE OF SERVICES

TAB 5 – PROPOSED FEE STRUCTURE

TAB 6 – LICENSES AND OTHER MATERIALS

TAB 1 – REQUIRED RESPONSE FORM

Submit the Form with all required information completed and all signatures as specified. Any modifications and/or alterations to this form shall not be accepted, and responses may be rejected. The enclosed original REQUIRED RESPONSE FORM will be the only acceptable form.

TAB 2 – GENERAL INFORMATION

Include under this tab the following:

A. Letter of Transmittal. The transmittal letter should include a brief abstract, including experiences and strengths of the respondent, of no more than one (1) letter-size page stating the respondent’s understanding of the nature and scope of work to be provided and the respondent’s capacity to assist the College with the required services.

B. Acknowledgement of Released Addenda to RLI. The College reserves the right to issue any addendum modifying any portion of this RLI. Caution is given that certain addenda may be required to be submitted with replies as specified in the addenda. It is the prospective Respondent’s responsibility to verify they have received all released addenda. It thereby must include acknowledgment (as per addenda instructions when addenda are released) of any addenda that must be submitted with a reply.

C. Letter of Insurability. Submit a letter of insurability per coverage outlined in Special Condition 14 –

Insurance Requirements. Certificate of Insurance (COI) will not be considered in lieu of the letter of insurability in reply to submittal.

TAB 3 – ORGANIZATIONAL PROFILE

In no more than 10 pages, describe Respondent’s qualifications and recent and related experience. General marketing materials or descriptive examples of Respondent’s past work may be included (not counted against the 10-page limit for this section). Submit the following information necessary to assess the respondent’s capacity to provide the required services, including:

A. Company Profile. Number of years in business, including operation under other company names, providing services the same or similar as described herein.

• Provide a brief history of the company (when founded, where, by whom, etc.). What is the primary business focus of the company?

• Provide the company’s legal/registered name, company mailing and physical address, company website.

• What is the size of the firm and organizational chart?

• How many consulting clients does the company currently have?

• What is the company's client turnover (gains and losses) over the last three years?

• How many full-time employees are employed by the company?

• Ownership structure (e.g., employee-owned).

B. Brief Resumes. Brief Resumes of individuals who will have a direct role in the performance and supervision of this engagement and contact information such as e-mail, telephone and facsimile numbers. Brief resume should contain the individual’s educational background and experience with the company, demonstrating the Vendor has the experience to handle a large capacity commencement ceremony and produce a high quality product for the College. Profile of local (Miami-Dade, Broward, or Palm Beach Counties) account representative(s), direct project staff, and their training and applicable experience. Included brief resumes will not be counted against the 10-page limit for this section.

C. Financial Capacity. Submit Dun & Bradstreet Duns Number (D-U-N-S #). The College may request one or more D&B reports to assess the respondent’s financial capacity or may request other information (e.g.

audited financial statements) after reply submittal. If the respondent is not currently registered at D&B, you are required to do so before submitting your reply to the College.

D. References. Submit a list of three (3) clients, preferably higher education institutions, within the last five years for which the respondent has performed services similar to those described herein. For each client, submit a brief scope of work, service date(s), contact person, and contact information. The College reserves the right to contact any former and/or current client to verify the information submitted and reference check.

E. Litigation History. Provide a statement of any litigation or regulatory action filed against your company in the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect. For joint venture or team respondents, submit the requested information for each member of the joint venture or team.

TAB 4 – PROPOSED SCOPE OF SERVICES

In no more than 20 pages, describe the proposed approach to deliver the services sought by this RLI. Clearly identify the scope of services the company can provide based on the services described in SECTION I – GENERAL INFORMATION. Consequently, the Respondent should clearly describe in detail how the Respondent would approach, execute, and deliver information and materials to meet the needs of the College. Response to this question should include, but not be limited to, the following:

A. Products and Prices. Provide a list of photo packages and their prices, distinguishing between digital downloads and prints. Include any applicable shipping or handling fees.

B. Rebate/Revenue Sharing. Describe the rebate or revenue-sharing structure, including the percentage offered to the College based on graduate purchases and specify any minimum thresholds.

C. Process. Outline the steps for photographing graduates, ensuring every graduate is captured, including posed and candid shots.

D. Delivery. Specify the timeline for delivering proofs and final photos, including delivery methods (digital and/or physical) and tracking options.

E. Additional Services. Identify any additional services that could enhance the overall experience for the

College and graduates, such as custom albums or live streaming, and associated costs.

Describe any unique or special services or benefits offered or advantages to be gained by the College from doing business with Respondent. Describe creative/innovative ideas specific to the College that the Respondent believes will enhance services offered to the College. Describe any conflicts of interest you may have or encounter in working with the College.

TAB 5 – PROPOSED FEE STRUCTURE

A. Outline the proposed fee structure to act as the professional photographic partner for the services. Indicate all services you offer to provide and their associated fees, rebates, and billing rates for each class of professional personnel (if applicable). The stated fee schedule must include all charges associated with your service provisions; the fees must reflect your costs in their entirety. The College reserves the right to negotiate, set, control, and/or adjust the fee/commission/rebate/rate structure.

B. If hired, will your company receive any other compensation for working with this account that has not yet been revealed? If yes, what is the form of compensation?

TAB 6 – LICENSES AND OTHER MATERIALS

The Respondent must submit all active business licenses, registrations, and certifications as applicable, documenting that the Respondent is fully licensed to conduct relevant business in the State of Florida.

Occupational/business licenses are required as applicable. Include any additional information that Respondent believes is necessary for the College to assess Respondent’s ability to deliver the requested services.

Include ATTACHMENT C – VENDOR CONFLICT OF INTEREST FORM and ATTACHEMENT D – NON- DISCLOSURE AGREEMENT under TAB 6.

SECTION III - CONTACT AND SUBMITTAL OF QUESTIONS

Submit all questions to the attention of the Procurement Officer stated herein:

Contact: Yolaina Ruiz Email: yruiz@broward.edu

Telephone: 954-201-5107 Fax: 954-201-7330 mailto:oaponte@broward.edu

Interested parties must limit all communications, including any question or comment which is to be submitted via email, concerning this RLI, to the individual stated in this section. No other College employee or District Board of Trustee member may be contacted. Any question(s) which requires a response which amends the RLI document in any way will be answered via addendum by the Procurement Services Department and uploaded on DemandStar.com. Any verbal and/or written information received by vendor(s), which is obtained by any means other than this RLI document or by addenda shall not be binding on the College. Questions must be received, via email with subject line to read “QUESTIONS-RLI-2025-052-YR”, on or before 4:00 p.m. ET on Monday, January 13, 2025 as the deadline for receipt of questions – no exceptions. If necessary, an Addendum will be issued.

SECTION IV - SUBMITTAL DUE DATE

To maintain comparability and facilitate the review process, it is strongly recommended that submittals be organized in the manner specified herein. Include all information requested herein in your submittal. The College has implemented E-Bidding and will only accept electronic submittals via DemandStar at www.demandstar.com.

• RLI Due Date: Tuesday, February 4, 2025, at or before 2:30 p.m. ET.

• Digital copies must not be larger than 150 MBs for each document size and not the collection of them.

• Files submitted must be formatted and enabled for printing in page-size letters as applicable.

• The College may request clarifications and additional information after submission.

• The College shall not be responsible for delays caused by any occurrence.

• In the event of technical difficulties when submitting documents, contact DemandStar at support@demandstar.com or call (206) 940-0305.

Responses must be submitted as established in SECTION II – SUBMITTAL REQUIREMENTS. Submittals received after this date and time will not be considered.

When submitting your reply electronically through DemandStar, please allow sufficient time to complete the online forms and upload documents. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your response will not be received by the system.

Any change to solicitation calendar dates and/or public meeting notices will be posted on the Broward College Procurement Services website: http://www.broward.edu/community/vendor/Pages/procurementservices.aspx

SECTION V – REVIEW AND CONSIDERATION

The reply will be assessed based on the information submitted in response to SECTION II – SUBMITTAL REQUIREMENTS of this RLI. The College reserves the right to interview one or more respondents prior to consideration. The College reserves the right to enter into negotiations with a respondent or respondents to develop a mutually beneficial agreement for services. The College reserves the right to negotiate any term, condition, or pricing unless clearly otherwise stated herein. The College reserves the right to reject any and all responses.

Further consideration will be given to the most responsible and responsive respondent based upon, but not limited to, the following criteria where applicable and only that which can be reasonably determined as evidenced by required RLI responses:

• The fee structure and the effect of the response/offer.

• The quality of the services offered to be supplied, its conformity with specifications, and compatibility with the goals of the College.

• The ability, capacity, and skill of the respondent to perform and/or provide the services required.

• The character, integrity, reputation, judgment, experience, and efficiency of the respondent.

• The quality of performance on previous contracts for similar services with the College, or with other higher education institutions.

http://www.demandstar.com/ mailto:support@demandstar.com http://www.broward.edu/community/vendor/Pages/procurementservices.aspx

Consequently, further consideration will be given to the Respondent providing the most advantageous response and best overall value considering both technical and fee factors. Further consideration is not based solely on the lowest cost. The decision as to the most advantageous offer is solely at the College’s discretion.

The College is not required to act upon any information obtained from this RLI. For the avoidance of doubt, any subsequent agreement for these services that the College may consider or adopt may be procured without a competitive solicitation based upon the exception available to the College in FDOE Rule 6A- 14.0734(2)(f) and College Policy 6Hx2-6.34 for such purchases. The protest provisions stipulated in Florida Statute 120.57 are not applicable to this RLI.

SECTION VI - SPECIAL CONDITIONS

1. Confidential and Proprietary Information. The College is subject to Chapter 119, Florida Statutes, the

"Public Records Law". No claim of confidentiality or proprietary information in all or any portion of a response to the RLI will be honored unless a specific exemption from the Public Records Law exists and it is cited in response to the RLI.

2. Minimum Experience Requirement. To respond to this RLI and be considered for award, a company must have at least five years of proven experience in providing professional photographic services, for a higher education institution and within the State of Florida is highly preferred.

3. Reliance on Information. Information made available by the College in connection with this solicitation is provided without representation, warranty, guarantee, or promise by the College, expressed or implied, with respect to accuracy, completeness fitness or usability for any purpose. Respondent will at its cost perform due diligence and will rely solely and exclusively on the results of such activities and its experience and expertise and not on any statement, projection, estimate, description, information, data, or document furnished by the College.

4. Submissions Property of the College. All materials submitted during the RLI process become the property of the College, which shall have the right to use such ideas or adaptations of such materials without cost or charge, regardless of the selection of rejection of a reply. The College may adopt all or part of any reply.

5. College Privileges. The College reserves the right to accept or reject any or all qualifications and to consider the respondent who, in the opinion of the College, will best serve the interest of the College. The College reserves the right to reject any respondent who has previously failed to perform on contract(s) of a similar nature or who, in the opinion of the College, is not able to successfully perform the requirements of the College. The College reserves the right to request additional qualifications if it deems necessary to do

so. The College reserves the right to assess the respondent’s performance based on any reference submitted by the respondent or any reference which the College may request from other entities or parties.

The College reserves the right to inspect all facilities of the respondent in order to make a determination of the foregoing if necessary. The College reserves the right to waive irregularities and technicalities in determining an eventual award.

6. Responsibility of Respondents. The respondents shall be responsible for reading, understanding completely, and complying with the requirements and scope of work of this RLI.

7. Small Business Participation. The College strongly advocates the inclusion of small business respondents in all College procurements.

8. Non-Discrimination. The parties shall not discriminate against any employee or participant in the performance of the duties, responsibilities, and obligations under this RLI because of race, age, religion, color, gender, national origin, marital status, disability or sexual orientation.

9. Governing Law. This Request for Letter of Interest (RLI), and any further action(s) resulting from same, shall be governed by and construed under the laws of the State of Florida and must have venue established in the 17th Circuit Court of Broward County, Florida or the United States Court of the Southern District of Florida.

10. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit a proposal on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity over the threshold amount provided in Section 287.017 for CATEGORY TWO [currently $35,000] for 36 months from the date of being placed on the convicted vendor list. By submitting a response to this Request for Letter of Interest (RLI), the respondent certifies that he has not been convicted of a public entity crime.

11. Prohibition against contracting with scrutinized companies. This RLI incorporates the scrutinized companies’ requirements of Florida Statutes Sections 287.135(2), 287.135(4), 215.473, 215.4725, and any related sections. By submitting a response to this RLI, the Respondent certifies its compliance with these sections.

12. Compliance with Laws. Each party shall comply with all applicable federal and state laws, codes, rules, and regulations in performing its duties, responsibilities, and obligations pursuant to this RLI.

13. Assignment. Neither this RLI or any interest herein may be assigned, transferred, or encumbered by any party without the prior written consent of the other party. There shall be no partial assignments of this RLI, including, without limitation, the partial assignment of any right to receive payments from the College.

14. Insurance Requirements. Proof of the following insurance will be furnished by any Vendor to the College by a Certificate of Insurance within ten days of notification by the College.

A. Commercial General Liability:

Each Occurrence $500,000 Personal & Adv. Injury $500,000 General Aggregate $1,000,000 Products–Completed Operations $1,000,000 Policy must contain contractual liability coverage.

B. Automobile Liability (if commercial autos will be used) Including Owned, Non-owned, and Hired vehicles.

Each Occurrence $500,000

C. Professional Liability Each Occurrence $250,000 General Aggregate $500,000

D. Cyber Liability. If the vendor will have access to the College networks, systems, access to student or employee data, or at the discretion of the College’s Office of Risk Management, liability policies shall include this coverage with limits of no less than $500,000.

E. Worker's Compensation by Florida Statutory Limits and Employer’s Liability Insurance. If claiming exemption from this coverage, the vendor must provide evidence of exemption from the State of Florida. More information can be found at http://www.myfloridacfo.com/Division/WC/

F. Insurance Certification must contain a provision for notification to College of 30 days in advance of any material change in coverage or cancellation.

G. If any required policies provide coverage on a “claims-made” basis, then insurance must be maintained, and evidence of insurance must be provided for at least three years after completion of http://www.myfloridacfo.com/Division/WC/ the contract of work. If coverage is canceled or non-renewed, and not replaced with another “claims-made” policy form with a retroactive date before the contract effective date, the vendor must purchase “extended reporting” coverage for a minimum of three years after completion of contract work.

H. The College shall be named as an additional insured with reference to this RLI, as follows: “The

District Board of Trustees of Broward College, Florida is additional insured with respect to General Liability (and Excess Liability if issued) in regard to the terms, conditions, and agreements of RLI- 2025-052-YR titled COMMENCEMENT PHOTOGRAPHY SERVICES from date of commencement to six months after date of completion”.

I. The Insurance policies shall be issued by companies qualified to do business in the State of Florida and grant the College 30 days of advanced written notice of cancellation, expiration, or any material change in the specified coverage. The insurance companies must be rated at least A-VI by AM Best or Aa3 by Moody’s Investor Service. All policies must remain in effect during the performance of the contract.

J. All certificates must be addressed and sent to:

The District Board of Trustees of Broward College, Florida Office of Risk Management 6400 NW 6th Way Fort Lauderdale, FL 33309

K. All exclusions added by endorsement must be indicated.

L. Certificate must be signed by an authorized representative.

M. Broward College, Office of Risk Management may, at its discretion, require higher limits or additional coverages based on the scope of services or other factors. The College will notify the vendor if the insurance requirements differ from those stated above.

N. All policies must remain in effect during the performance of the contract. The Vendor shall promptly notify the College of any changes in insurance coverage or carrier.

The Vendor shall furnish the College proof of insurance coverage by certificates of insurance no later than ten days after formal notification. Prior to the commencement of any work, the Vendor must provide the College Procurement Services Department with a Certificate of Insurance, which is evidence of the above.

The Vendor shall not commence any work in connection with this or any agreement until they have obtained, as a minimum, all of the above-referenced types of insurance and such insurance has been approved by the College, nor shall the Vendor allow any sub-vendor to commence work on its subcontract until the subvendor has obtained equivalent insurance and provided certificates of insurance showing the coverage to the Vendor.

The College shall be exempt from, and in no way be liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor and/or subvendor that obtained the insurance.

Any questions as to the intent or meaning of any part of the above required coverages should be submitted in writing in accordance with SECTION III - CONTACT AND SUBMITTAL OF QUESTIONS.

15. Vendor Conflict of Interest. This Request for Letter of Interest (RLI) is subject to the provisions of Chapter

112, Florida Statutes, as currently enacted or as amended from time to time. All respondents must disclose with their offer the name of any officer, director, or agent who is also an employee of the College. All respondents must disclose the name of any officer, director, employee or agent of firm who is also an employee of College or an immediate family member of an employee of College.

16. Adding or Deleting Campus/Center Locations: The College may, during the term of any agreement, add or delete service, wholly or in part, at any College district, campus, or center location. If a site is deleted, the quoted cost for the deleted service shall be removed from the invoice amount, if applicable. If a site is added to any agreement, the Vendor shall invoice the same amount as prices quoted for the similar site.

A. Hugh Adams Central Campus 3501 SW Davie Road Davie, FL 33314

North Campus 1000 Coconut Creek Blvd Coconut Creek, FL 33066

Judson A. Samuels South Campus 7200 Hollywood/Pines Blvd Pembroke Pines, FL 33024

Willis Holcombe Center 111 East Las Olas Blvd, Building 33 Fort Lauderdale, FL 33301

Pines Center / Academic Village 16957 Sheridan Street Pembroke Pines, FL 33331

Weston Center 4205 Bonaventure Boulevard, Suite #2 Weston, Florida 33331

Miramar Town Center 2050 Civic Center Place Miramar, FL 33025

Miramar West Center 1930 SW 145 Avenue Miramar, FL 33027

Tigertail Lake Center 580 Gulfstream Way Dania Beach, FL 33304

Broward College at the YMCA 1409 NW 6th Street Fort Lauderdale, FL 33311

Cypress Creek Administrative Center 6400 NW 6th Way Fort Lauderdale, FL 33309

17. Cost of Preparation. The College will not pay any respondent the costs associated with preparing or presenting any response to this Request for Letter of Interest (RLI).

18. No Subcontracting. The Vendor MAY NOT subcontract the services.

19. Scope Changes. The College may upon mutual agreement with the Vendor, require, by written order, changes altering, adding to, or deducting from the Contract specifications, provided that such changes are within the general scope of the Contract. Such equitable adjustments require the written consent of the Vendor, which shall not be unreasonably withheld.

20. Additional Services may be Added or Deleted. The College may, during the term of the contract, add or delete services, wholly or in part to the contract. The awarded vendor(s) shall be required to provide a quote for any additional services to be added.

21. Purchase Orders. All purchase orders shall bear the contract or solicitation number, shall be placed by the College directly with the Vendor, and shall be deemed to incorporate by reference the contract and solicitation terms and conditions. Purchase orders issued pursuant to a contract resulting from this solicitation must be received by the Vendor in a timely manner. The Vendor is obliged to fill those orders in accordance with the contract’s terms and conditions. Vendors are required to accept purchase orders specifying delivery schedules exceeding the contracted schedule even when such extended delivery will occur after expiration of the contract. The duration of purchase orders for recurring deliveries of commodities or performance of services shall not exceed the expiration of the contract by more than twelve months.

22. Contact After Release (Cone of Silence). Any respondent or a lobbyist for a respondent is prohibited from having any communication concerning this solicitation or any response with any member of the Broward College District Board of Trustees, the College President, any Review Team Member, or any other College employee after the release of the RLI and prior to the contract being awarded with the exception of communications with the office of the Associate Vice President of Procurement, unless so notified by the Procurement Services Department. A reply from any vendor will be disqualified when the respondent or a lobbyist for the respondent violates this condition of the solicitation. No verbal or written information which is obtained other than by information in this document or by addenda to this solicitation shall be binding on the College.

23. Option to Extend to Other Governmental Entities. Included as part of this formal solicitation, any vendor responding to this solicitation has the option to extend its offer to other government entities under the same terms and conditions and contract price(s), if agreeable by the Respondent and the government agency.

Other government agencies include, but are not limited to, the State of Florida, its agencies, political subdivisions, counties, and cities. All government agencies allowed by the vendor/contractor to use this contract shall do so independent of any other governmental entity. Each agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received, and accepted by such agency. No using agency receives any liability by virtue of this solicitation and subsequent contract award.

24. General Conditions. Respondents are to review Broward College’s (“College”) General Conditions, which are specifically incorporated by reference herein into as ATTACHMENT A. Respondents understand, agree, and confirm that the submission of a reply constitutes acceptance and agreement to these General Conditions and/or to agree upon Contract Terms. Lack of knowledge by the Respondent of the General Conditions will not constitute cause for relief from any responsibility. Respondents may propose alternate terms and conditions for review and approval by the College in the final contract.

25. Sample Contract. The sample standard contract, incorporated by reference herein to as ATTACHMENT

B, shall be the basis for any contract negotiations and resulting agreement. Respondents are strongly encouraged to review the enclosed sample standard contract. The final contract shall reference and incorporate all addenda, specifications, terms, and conditions of this solicitation, and to include Respondent’s offer, contract negotiations, and final acceptance. The College may amend any term and condition of the sample standard contract prior to final acceptance by both parties. Respondents may propose an alternate sample contract or agreement for review and approval by the College.

SECTION VII - REQUIRED RESPONSE FORM

RLI #:

RLI-2025-052-YR

RLI TITLE:

STUDENT INFORMATION SYSTEM

IMPLEMENTATION PARTNER

RELEASE DATE:

MON 01/06/2025

DUE DATE:

TUE 02/04/2025

TIME DUE - AT OR

BEFORE:

2:30 p.m. ET

The College has implemented E-Bidding and will only accept electronic submittals via DemandStar at www.demandstar.com

Replies received after the date and time due will not be considered. All replies shall include this REQUIRED RESPONSE FORM fully executed and included in TAB 1 of the reply. Replies must contain all information required to be included in the reply as described herein.

RESPONDENT’S INFORMATION

Respondent Name: ________________________________________________________________________

Street Address: ___________________________________________________________________________

City and State: ____________________________________________________________________________

Respondent Telephone: ____________________________ Respondent Fax: __________________________

Respondent Toll Free: ______________________________________________________________________

Contact Person: ___________________________________________________________________________

Contact Person Address: ___________________________________________________________________

Contact Telephone: ____________________________ Contact Fax: _________________________________

Contact Toll Free: __________________________________________________________________________

Internet E-mail Address: ________________________ Internet URL: _________________________________

Vendor Taxpayer Identification Number: ________________________________________________________

(1) Respondent represents, warrants, certifies, acknowledges, and agrees as follows:

(a) The RLI is a solicitation for the submission of letter of interest and is not a contract or an offer to contract.

Submission of a Reply by Respondent in response to the RLI will not create a contract between the Respondent and the College. Respondent will bear, as its sole risk and responsibility, any cost arising from Respondent’s preparation of the Reply.

(b) Respondent is a reputable company that is lawfully and regularly engaged in providing the services sought by the RLI.

(c) Respondent has the necessary experience, knowledge, abilities, skills, and resources to perform the services sought by the RLI.

(d) Respondent is aware of, is fully informed about, and is in full compliance with all applicable federal, state, and local laws, rules, regulations, and ordinances relating to performance of the services sought by the RLI.

(e) Respondent understands the terms set forth in the RLI and agrees that failure to comply may result in disqualification of Reply.

(f) All statements, information, and representations contained in Respondent's Reply are current, complete, true, and accurate. The College will rely on such statements, information, and representations in determining Respondent’s qualifications. Respondent will notify the College immediately of any material change in any matters with regard to which Respondent has made a statement or representation or provided information.

(g) Neither Respondent nor any of its officers, partners, owners, agents, representatives, employees or parties in interest have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other http://www.demandstar.com/

Respondent, company, or person to submit a collusive or sham Reply in connection with the services sought by the RLI; or to refrain from replying; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Respondent, company, or person to fix the price or prices in the attached Reply or of any other Respondent, or to fix any overhead, profit, or cost elements of the Reply financial terms or the terms of any other Respondent, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the College or any person interested in the proposed services.

(h) The financial terms of the Reply are fair and proper. They are not tainted by any collusion, conspiracy, connivance, or unlawful agreement by the Respondent or any other of its agents, representatives, owners, employees, or parties in interest.

(2) Respondent has not given or offered to provide, nor does Respondent intend to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with its submission of the Reply.

(3) The individual signing this document is authorized to sign documents on behalf of Respondent and to bind

Respondent under any agreement(s) resulting from the RLI.

(4) Respondent certifies that:

(a) Respondent is not a debarred vendor or an affiliate of a debarred vendor either at the state or federal level.

(b) Respondent’s provision of services or other performance under any agreement(s) resulting from the RLI will not constitute an actual or potential conflict of interest. Respondent has disclosed in its Reply the name of any officer, director or agent who is also an employee of the College or an immediate family member of an employee of College. Respondent has disclosed any personnel related to any current or former employees of the College.

(c) Respondent has not divulged, discussed, or compared the Reply with other Respondents and has not colluded with any other Respondent or party to any other Reply.

(d) Respondent agrees to complete an unconditional acceptance of the contents of this document, inclusive of this RLI, and all attachments, exhibits, and appendices and the contents of any Addenda released hereto.

FAILURE TO SIGN THIS REQUIRED RESPONSE FORM, OR SIGNING WITH A FALSE STATEMENT, MAY VOID ANY REPLY SUBMITTED BY RESPONDENT OR ANY RESULTING AGREEMENT(S). If any additional information or disclosure is necessary to qualify or explain any of the above, please include with the Statement behind Tab 1 of the Reply.

Signature of Respondent’s Authorized Principal Date

Name of Respondent’s Authorized Principal Title of Respondent’s Authorized Principal

NOTE: Entries must be completed in ink or typewritten. This original Required Response Form must be fully executed and submitted with this RLI Submission.

SECTION VIII - ATTACHMENTS

ATTACHMENT A – GENERAL CONDITIONS

ATTACHMENT B – SAMPLE CONTRACT

ATTACHMENT C – VENDOR CONFLICT OF INTEREST FORM

ATTACHMENT D – NON-DISCLOSURE AGREEMENT

PROCUREMENT SERVICES

Cypress Creek Administrative Center

6400 NW 6th Way, Fort Lauderdale, FL 33309 Phone 954-201-7455/Fax 954-201-7330

GENERAL CONDITIONS

1. SUBMITTAL OF QUESTIONS. Any questions concerning any portion of this solicitation must be received by the Contracting Officer named herein on or before the due date for submittal of questions as stated in the project calendar. If necessary, the College will issue an addendum to respond to question(s) received. Any verbal or written information which is obtained other than by information herein or by Addenda shall not be binding on the College, and information, data, and documents made available by the College in connection with this solicitation have been provided solely and exclusively for information purposes and without representation, warranty, guarantee, or promise by the College, expressed or implied, with respect to accuracy, completeness or fitness or usability for any purpose. Respondent will at its cost perform due diligence, site evaluation and pre-construction activities at its cost and will rely solely and exclusively on the results of such activities and its experience and expertise and not on any statement, projection, estimate, description, information, data, or document furnished by the College. The College will deliver the leased property and project site to party awarded the contract as-is, where-is, with all improvements, buildings, structures, infrastructure, defects and deficiencies, and with no representation, warranty, guarantee, promise, indemnity or other undertaking, express or implied, regarding the condition of the leased property or the project site or marketability, suitability for permitted use or value.

2. AWARD. In order to meet the needs of the College, award may be made by item or by group, as indicated herein. The College may make an award to one or more awardee(s) or may split award among respondents. The terms of the award shall be defined in the award recommendation document. Interested respondents may request copies of tabulations and score sheets and may request a debriefing session after award of solicitation has been completed. The College reserves the right to reject any or all proposals, to not make an award resulting from this solicitation or to withdraw this solicitation at any time.

3. CONTRACT EXTENSION. In addition to the stated term of award, the College may, in mutual agreement with the Vendor, extend the term as specified in the solicitation or resulting agreement and/or 180 days beyond the expiration date of the final expiration date.

4. CONTRACT ORDERS. Price or quantity conditions stated by any respondent will not be considered for award. The quantities listed herein are only estimates of quantities to be ordered throughout the contract period and are not a guarantee of orders. Actual quantities ordered throughout the contract period may be greater or less than the proposal estimates and shall be furnished at the fixed contract price. No guarantee is given or implied as to the total dollar value or work as a result of this solicitation. The College is not obligated to place any order for goods or services as a result of this award. Order placement will be based upon the needs and in the best interest of the College.

5. BID ITEM OFFERED. If alternates are acceptable, as stated herein, and if respondent is proposing other than the make and model specified, then complete make and model number of the item offered must be indicated on the proposal. Failure to indicate a complete make and model number for the item offered will represent that the respondent is proposing the make and model specified.

6. DESCRIPTIVE LITERATURE. When alternates are acceptable and if respondent is submitting a proposal for other than the make(s) and model(s) specified, it is required that complete descriptive technical literature on the item being proposed be submitted with the proposal or upon request. Such literature shall be in sufficient detail to indicate conformance with the specifications of the make(s) and model(s) specified. Failure to provide this descriptive literature in sufficient detail to complete the evaluation of the make(s) and model(s) offered, with this proposal or upon request, will result in disqualification of proposed alternate and may result in disqualification of entire proposal.

7. MODEL NUMBER CORRECTIONS. If the model number for the make specified is no longer available or incorrect, the replacement or correct model number should be submitted in the proposal.

8.…