request for proposal rfp 2020-002 transcription services ... · the transcription services l...

Phone- (239) 252-2646 Fax- (239) 252-2755 Website- www.CollierClerk.com Email- [email protected]

Crystal K. Kinzel Collier County

Clerk of the Circuit Court and Comptroller 3315 Tamiami Trail East, Suite 102

Naples, Florida 34112-5324

REQUEST FOR PROPOSAL

RFP 2020-002

Transcription Services

DUE: December 5, 2019

Barry Sageman Purchasing Agent

ISSUE DATE: November 6, 2019

http://www.collierclerk.com/

mailto:[email protected]

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Request For Proposal RFP 2020-002

RFP 2020-002 / Transcription Services

TABLE OF CONTENTS TIME LINE……………………………………………………………………………………………………………………………………....Page 3

INSTUCTIONS…..……………………………………………………………………………………………………………………………..Page 4

GENRAL INFORMATION…………………………………………………………………………………………………………………..Page 5

PUPLIC NOTICE……………………………………………………………………………………………………………………………….Page 6

SPECIAL CONDITIONS……………………………………………………………………………………………………………………..Page 7

TERMS & CONDITIONS……………………………………………………………………………………………………………………Page 8

PUPLIC NOTICE……………………………………………………………………………………………………………………………….Page 17

SCOPE OF WORK…………………………………………………………………………………………………………………………….Page 18

SUBMITTAL REQUIREMENTS…………………………………………………………………………………………………………..1

EVALUATION CRITERIA……………………………………………………………………………………………………………………Page 22

SIGNATURE PAGE……………………………………………………………………………………………………………………………Page 23

CONTRACT PROPOSAL / PICING………………………………………………………………………………………………………Page 24

VENDOR ACKNOLEDGEMENT………………………………………………………………………………………………………….Page 27

NON - BIDDER RESPONSE………………………………………………………………………………………………………………..Page 28

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TIMELINE

REQUEST FOR PROPOSAL (RFP) ISSUE DATE………………………………………… WEDNESDAY, NOVEMBER 6, 2019

LAST DAY FOR QUESTIONS……………………………………………………………………WEDNESDAY, NOVEMBER 20, 2019

REQUEST FOR PROPOSAL (RFP) OPENING DATE……………………………3:30 EST THURSDAY, DECEMBER 4, 2019

EVALUATION COMMITTEE MEETING WEEK OF………………………………………….....MONDAY, DECEMBER 7, 2019

REQUEST FOR PROPOSAL PRESENTATIONS WEEK OF ………………………………… MONDAY, DECEMBER 14, 2019

EVALUATION COMMITTEE MEETING (RFP SCORING)…………………………………..MONDAY, DECEMBER 14, 2019

AWARD WEEK OF……………………………………………………………………………………………MONDAY, JANUARY 6, 2020

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BACKGROUND/INSTRUCTIONS The Collier County Clerk of the Circuit Court and Comptroller (hereinafter “Clerk”) of Collier County, Florida is an independently elected Constitutional Officer, and may be considered by many to be a political subdivision of the State of Florida. The Clerk’s responsibilities include Accountant, Auditor, keeper of Court and Public Records and "Watchdog" of all Public Funds. Collier County is part of the 20th Judicial Circuit of Florida. The Clerk has up to 180 Full Time Employees. The Clerk's role is defined by the Florida Constitution of 1838 and Florida Statutes to ensure a critical system of “checks and balances” in order to protect and serve the citizens and taxpayers of Collier County by making sure that all taxpayer dollars are spent lawfully and prudently. The Clerk’s Office performs nearly 1,200 different constitutional and statutory functions or duties, the broadest and most diverse role of any elected public official. The Clerk’s Office ensures that all county and state programs are administered correctly, efficiently and in full public view. The Transcription Service, either Verbatim or Abbreviated, are for the following locations commonly known as the Collier County Courthouse, Courthouse Annex, Administration Building, Building “F”; Growth Management Department, Parks and Recreation North Collier Regional and other associated governmental properties within Collier County, Florida. The Transcription Services locations, either Verbatim or Abbreviated, on the following maybe held non-governmental properties in the following areas: North Naples, East Naples, Immokalee, Golden Gate, Marco Island, Bonita Springs, Lee, Charlotte, Glades and Hendry counties or other areas assigned. By way of this document, the Clerk is desirous of soliciting responses to this Request for Proposal 2020-002 (hereinafter “RFP”) from Proposers who have extensive recent past experience in providing public entities with Transcription Services by a contract that was publicly issued and awarded to the proposer.

INSTRUCTIONS TO PROPOSERS: To be considered, your properly completed Quote Form must be received by the Collier County Clerk of the Circuit Court and Comptroller (hereinafter “Clerk”) Purchasing Department by the Due Date above. Proposals must be delivered to the Clerk via, mail or in person. The Quote Form below shall be used to submit with your proposal. All other quote documents submitted will be rejected. In the event no responsive and responsible quotes are received under this quote threshold, the Clerk may elect to cancel this Request for Proposal and re-solicit using another procurement method. If in your opinion the services specified herein cannot be delivered under this dollar threshold, please notify the Clerk’s Purchasing Department via email.

1. Refer to this Request for Proposal (RFP) Number on all correspondence related to this RFP. 2. Your Quote MUST comply with the Instructions, Terms and Conditions, and Specifications contained

herein. 3. Prices quoted are to be freight included or firm freight amount is to be listed. 4. Material markup shall not exceed industry standard for a local unit of government as determined by

the Purchasing Agent.

http://www.ca.cjis20.org/web/main/index.asp

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5. The Clerk of The Circuit Court does not pay travel unless it is over one (1) hour away from (Collier County Government Center at the GSA RATE for mileage not to our facility and then again to any individual location of work.

6. Submittal Format- Must provide a tab format quote with one (1) stamped original copy plus four (4) copies. In addition provide a copy of the quote on a USB flash drive. Please note: If you are unable or do not desire to quote, please indicate on the Statement of Non-Bidders Response Form and return to the Clerk’s Purchasing Agent.

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

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Interested Bidders/Distribution List

The Clerk of the Circuit Court of Collier County, Florida desires to receive proposals for the above-referenced (RFP) 2020-002. Attached is captioned bid packet for the Clerk of the Circuit Court of Collier County, Florida. Bona fide bidders may submit a bid by completing the official Contract Proposal included in this bid package. All bidders should be reasonably compliant with this proposal.

Sole Point of Contact

Questions or requests for more information concerning this Request for Proposal (RFP) may be e-mailed to C. Barry Sageman at [email protected] Questions will only be answered by email. DO NOT USE THIS EMAIL TO SUBMIT YOUR BID. Please put the word “QUESTION” in the subject line. E-mailed questions should not contain any attachments.

Submittal Instructions Request for Proposal (RFP) responses may be submitted through U.S. Mail, by courier or by hand-delivering to the address below. By Mail or Courier: Clerk of the Circuit Court and Comptroller, Collier County ATTN: C. Barry Sageman Administration Building 3299 Tamiami Trl E., Suite 700 Naples, FL 34112-5749 Opening Date and Time: Thursday, December 5, 2019 at 3:00 p.m. EST The mailing envelope must be sealed and marked on the outside with: RFP 2020-002 Transcription Services Thurs. December 5, 2019 3:00 PM EST

The Clerk of the Circuit Court and Comptroller of Collier County does not discriminate based on age, race, color, sex, religion, national origin or disability. Note: All proposals submittals must be received by 3:00 p.m. EST on Thursday, December 5, 2019. Bids will be opened at 3:30 p.m. EST on Thursday, December 5, 2019 at Tamiami Trl E., Suite 700 Naples, FL 34112. Sincerely, C. Barry Sageman Purchasing Agent


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PUBLIC NOTICE

NOTICE IS HEREBY GIVEN that bid solicitations will be received by the Clerk of the Circuit Court of Collier County until 3:00 p.m. EST on Thursday, December 5, 2019 for:

RFP 2020-002 Transcription Services

A copy of the Request for Proposal instructions and specifications may be obtained from any of the following:

• DemandStar - www.Demandstar.com • The Clerk of the Circuit Court’s website at www.CollierClerk.com • The Office of the Clerk of the Circuit Court via email to [email protected]

Proposers may submit a proposal by completing the official Contract Proposal included in the bid package. All bids should be reasonably compliant with this proposal. Sealed Proposals will remain unopened until the proposal officially closes. Questions or requests for more information concerning this Request for Proposal (RFP) may be e-mailed to C. Barry Sageman at [email protected]. Questions will only be answered by email Do NOT USE THIS EMAIL TO SUBMIT YOUR BID. Please put the word “QUESTION” in the subject line. E-mailed questions should not contain any attachments. Communication with any other members of the Clerk’s staff regarding this RFP will be grounds for disqualification from participating in this bid. The Clerk of the Circuit Court of Collier County does not discriminate based on age, race, color, sex, religion, national origin or disability. All RFP submittals must be received by 3:00 p.m. EST on Thursday, December 5, 2019. Proposals will be opened at 3:30 p.m. EST on Thursday, December 5, 2019 at 3299 Tamiami Trl E., Suite 700 Naples, FL 34112 HON. Crystal K. Kinzel CLERK OF THE CIRCUIT COURT AND COMPTROLLER COLLIER COUNTY, FLORIDA BY: C. Barry Sageman Purchasing Agent Broadcast through Demandstar and www.CollierClerk.com on Wednesday, November 6, 2019

https://www.demandstar.com/

https://www.collierclerk.com/clerks-office/functions/competitive-purchasing




https://www.collierclerk.com/clerks-office/functions/competitive-purchasing

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SPECIAL CONDITIONS


PURPOSE The purpose of this (RFP) is to seek competitive Proposals for Transcription Services for a three (3) year contract with two (2) one year renewals, for the operation of the Clerk of the Circuit Court of Collier County, Florida.

QUALIFICATION The proposer must be a registered State of Florida, corporation. Must be able to

produce a business tax receipt from any county in the state of Florida. BID DOCUMENTS The Contract Proposal / Price Form and Vendor Acknoledgement must be signed

and returned with your Proposal. Proposals received with no signed Bid Documents will not be reviewed. REFFERENCES The Proposal must include three (3) references that are government entities

performing similar duties in the (RFP) scope of work section. BID CONTACT Prospective proposers are reminded that all communication regarding this

solicitation .The Sole Point Contact must go through the Purchasing Agent C. Barry Sageman. Communication with the Clerk or members the Clerk’s staff will

be grounds for disqualification from participating in this bid.

QUESTIONS Deadline for questions is Wednesday November 20, 2019 Questions will be answered by email only.

BID OPENING Sealed proposals will be opened on Thursday December 5, 2019 at 3:30 p.m. EST

at:

Clerk of the Circuit Court and Comptroller, Collier County Administration Building

3299 Tamiami Trl E., Suite 700 Naples, FL 34112-5749

AWARD Award of contract shall be made to the lowest qualified and responsive proposer

meeting the specifications. The Clerk may choose to split the award and contract with more than one qualified and responsive proposer.

The Clerk of the Circuit Court has the authority to waive irregularities and reserves the right to award/not award this contract through an approach that best serves the interest of the Clerk of the Circuit Court.

ALL TRANSCRIPTS AND NOTES THAT ARE SUBMITTED BECOME THE PROPERTY OF THE CLERK OF THE CIRCUIT COURT AND MAY NOT BE DISSEMINATED WITHOUT THE APPROVAL OF THE OFFICE OF THE CLERK OF THE CIRCUIT COURT

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TERMS AND CONDITIONS:

In the event of any conflict between the Terms and Conditions of this RFP and the Clerk’s Purchase Order Terms and Conditions the following Terms and Conditions shall control: Unless otherwise specified, work shall be performed during normal business hours Monday through Friday from 8:00am - 5:00pm. There are exceptions where meeting will run late, be held after normal business hours or emergency meetings. ESTIMATED QUANTITIES: It is understood that the quantities contained herein are approximate only and are solely for the purpose of facilitating the comparison of quotes, and that the Contractor’s compensation will be computed upon the basis of the actual quantities in the completed work, whether they be more or less than those shown. ARITHMETIC DISCREPANCIES: For the purpose of initial evaluation of proposals, the following will be utilized in resolving arithmetic discrepancies found on the face of the quote forms as submitted by proposers:

1. Obviously misplaced decimal points will be corrected; 2. In case of discrepancy between unit price and extended price, the unit price will govern; 3. Apparent errors in extension will be corrected; and 4. Apparent errors in addition of lump sum and extended prices will be corrected.

For the purpose of quote evaluation, the Clerk will proceed on the assumption that the proposal intends his/her quote be evaluated on the basis of the unit prices, extensions, and totals arrived at by resolution of arithmetic discrepancies as provided above, and the quote will be so reflected on the tabulation of quotes. CRITERIA FOR AWARD: Proposers are ranked according to the evaluation criteria below and shall not be limited to considerations listed in this solicitation. The Clerk shall be the sole judge as to the merits of the submittals, and the resulting award to the most qualified, responsive, and responsible proposal or proposers, who fulfills all requirements, and whose evaluation by the Clerk indicates that the award will be in the best interest of the Clerk. The Clerk’s decision will be final. The Clerk reserves the right to award this proposal in whole or in part, or by line item, whichever is in the best interest of the Clerk and taxpayers. The Clerk reserves the right to reject the proposal of any proposer who has previously failed to perform properly, or on time, contracts of similar nature or who is not in a position to satisfactorily perform the contract. The Clerk reserves the right to reject the quote submittal of any proposer who has previously failed to perform properly or timely, or who is not able to satisfactorily deliver the goods or perform the services specified herein.

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It is expressly understood by the Clerk and the Contractor that award of the Contract is contingent upon appropriation of funds by the Clerk and/or the Board of Collier County Commissioners. FORM OF CONTRACT: The submitted Quote Form signed by the proposer, together with the complete quote package furnished by the Clerk and a purchase order, shall constitute a binding contract (hereinafter “contract documents”). The proposer shall be required to perform according to the proposer's submitted Quote Form and the Clerk's proposal package when a purchase order, signed by the Clerk or her designee, is transmitted to the proposer. The transmitted purchase order shall serve as both a Notice of Acceptance and Notice to Proceed to the proposer. Failure to comply with the conditions set forth in the purchase order shall be deemed a breach of contract subjecting the proposer to forfeiture of the bid bond (if applicable) or other posted security and other possible penalties. NON-EXCLUSIVE CONTRACT: Proposer acknowledges and agrees that services under this Contract are to be requested by Clerk on an as-needed basis only, and no representation or guarantee is made by Clerk to proposer that Clerk will utilize proposer’s services exclusively or at all. No guarantee of services or volume of work is implied. A contract pursuant to this Request for Proposal does not entitle proposer to exclusive rights to Clerk contracts. The Clerk reserves the right to acquire services from other entities if deemed appropriate. CLERK RESERVED RIGHTS: The Clerk reserves the right to accept or reject any and/or all quotes, to waive irregularities and technicalities, and to request resubmission of quotes. Also, the Clerk reserves the right to accept all or any part of the quote and to increase or decrease quantities to meet additional or reduced requirements of the Clerk. Any sole response received on the first submission date may be rejected by the Clerk depending on available competition and timely needs of the Clerk. WARRANTY: All warranties express and implied, shall be made available to the Clerk for goods, equipment, and services covered by this solicitation. Contractor warrants that all services to be provided under this Contract shall be performed in a professional manner conforming to generally accepted industry standards and practices. Failure on the part of the Clerk to reject inferior workmanship/services or to note nonconforming materials or equipment will not be construed to imply acceptance by the Clerk. SUB-CONTRACTING: The Contractor shall not sell, transfer, assign or otherwise dispose of the Contract or any portion thereof without written consent of the Clerk. If the Contractor chooses to sublet any portion of the Contract, the Contractor must provide a written request to sublet work to the Clerk for approval. With the Clerk’s acceptance of the request, the Contractor may sublet a portion of the work, but shall perform with its own organization work amounting to not less than 50% of the total Contract amount. The request will be deemed acceptable by the Clerk, for purposes of the Clerk’s consent, unless the Clerk notifies the Contractor within five (5) business days of receipt of the request that the Clerk is not consenting to the requested subletting. TAXES: The Clerk is exempt from Federal Excise and State Sales Taxes. The Contractor shall assume liability for Local, State, or Federal Tax that is applicable to the work. The quote shall not include sales tax to be collected from the Clerk. The Clerk’s sales tax exemption is not available to Contractor for items Contractor purchases, regardless of whether these items will be transferred to the Clerk.

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PAYMENT: The Clerk’s Finance Department shall issue payments in accordance with the Florida Local Government Prompt Payment Act, Florida Statutes § 218.74, upon receipt of the Contractor’s invoice and approval of same by the Clerk indicating that the goods or services have been delivered and/or performed in conformity with this Request for Proposal. CONTINUOUS PROSECUTION OF WORK: The Contractor shall continuously prosecute the work, or a designated portion of it in accordance with the Contract Documents. Upon written direction from the Clerk, the Contractor shall remove any personnel for the duration of the Contract, who fails to comply with the Contract Documents. Once commencing the work, the operation must be continuously prosecuted during normal hours to its completion. At no time shall the Contractor suspend work for any reason, for more than seven (7) calendar days, excluding delays granted for natural disasters. Correction of safety concerns will be given priority and shall be corrected as soon as practicable, but not later than 24 hours after discovery by the Clerk and notification to the Contractor. Failure to comply with these Provision and/or Technical Specification shall result in the Contractor being considered in default and subject to suspension of this contract. Contractor shall furnish to the Clerk, in such detail and as often as requested, full reports of the progress of Contractor’s services irrespective of its location. The presence of an inspector and/or Deputy Clerk shall in no way lessen the responsibilities of the Contractor. TERMINATION OF CONTRACT: Funding in Subsequent Fiscal Years: It is expressly understood by the Clerk and the Contractor that funding for any successive fiscal years of the Contract is contingent upon appropriation of funds by the Clerk and/or the Board of Collier County Commissioners. In the event that funds are not available or appropriated, the Clerk reserves the right to terminate the Contract. The Clerk will be responsible for payment of any outstanding invoices and work completed by the Contractor prior to such termination. Termination With or Without Cause: The Clerk shall have the right to unilaterally cancel, terminate or suspend this Contract, in whole or in part, by providing the Contractor thirty (30) days written notice by certified mail. The Clerk reserves the right to terminate this Contract, in part or in whole, in the event the Contractor fails to perform in accordance with the terms and conditions stated herein. The Contractor will be notified by letter of the Clerk’s intent to terminate. In the event of termination for default, the Clerk may procure the required goods and/or services from any source and use any method deemed in its best interest. All re-procurement cost shall be borne by the Contractor. Termination by Contractor: Contractor shall have the right to terminate services only in the event of the Clerk failing to pay Contractor’s properly documented and submitted invoice within ninety (90) calendar days of the approval by the Clerk or her designee, or if the project is suspended by the Clerk for a period greater than ninety (90) calendar days.

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PERMITS AND REGULATIONS: Permits and licenses necessary for the prosecution of the work shall be secured and paid for by the Contractor, unless otherwise specified. The Contractor shall give all notices and comply with all laws, ordinances, rules, and regulations bearing on the conduct of the work as drawn and specified. If the Contractor observes that the specifications are at variance therewith, he/she shall promptly notify the Clerk in writing, and any necessary changes shall be adjusted as provided in the Contract for changes in the work. If the Contractor performs any work knowing it to be contrary to such laws, ordinances, rules, and regulations, and without such notice to the Clerk, he/she shall bear all costs arising therefrom. It shall be the responsibility of the Contractor to assure compliance with any Federal or State laws or code(s); and county ordinance(s), as each may apply. DAMAGES: The Contractor shall take all necessary precautions for the safety of and will provide the necessary protection as deemed necessary by the Clerk, and any of its personnel to prevent damage, injury or loss to the public, employees on the job and other persons who may be affected thereby, all the work and all materials or equipment to be incorporated therein, whether in storage on or off the site, and other property at the site or adjacent thereto. INDEMMIFICATION: The Contractor shall be fully liable for the actions of its agents, employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the Clerk and its officers, agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in whole or in part by Contractor, its agents, employees, partners, or subcontractors, provided, however, that the Contractor shall not indemnify for that portion of any loss or damages caused by the negligent act or omission of the Clerk. Further, the Contractor shall fully indemnify, defend, and hold harmless the Clerk from any suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing obligation shall not apply to the Clerk’s misuse or modification of Contractor's products or the Clerk’s operation or use of Contractor's products in a manner not contemplated by the Contract or the purchase order. If any product is the subject of an infringement suit, or in the Contractor's opinion is likely to become the subject of such a suit, the Contractor may at its sole expense procure for the Clerk the right to continue using the product or to modify it to become non • infringing. If the Contractor is not reasonably able to modify or otherwise secure the Clerk the right to continue using the product, the Contractor shall remove the product and refund the Clerk the amounts paid in excess of a reasonable rental for past use. The Clerk shall not be liable for any royalties. The Contractor's obligations under the preceding two paragraphs with respect to any legal action are contingent upon the Clerk giving the Contractor (1) written notice of any action or threatened action, (2) the opportunity to take over and settle or defend any such action at Contractor's sole expense, and (3) assistance in defending the action at Contractor's sole expense. The Contractor shall not be liable for any cost, expense, or compromise incurred or made by the Clerk in any legal action without the Contractor's prior written consent, which shall not be unreasonably withheld. The Clerk will not provide any indemnity to the Contractor or any other person or entity as a condition of the Contract.

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Dispute Resolution. Any dispute concerning performance of the Contract shall be decided by Clerk’s Administration, or other designated Clerk employee, who shall reduce the decision to writing and serve a copy on the Contractor. The exclusive venue of any legal or equitable action that arises out of or relates to the Contract shall be in state or federal court in Collier County, Florida. Florida law shall apply and the parties waive any right to jury trial.

REGISTRATION REQUIREMENTS: Any Proposer required by Florida law to register to do business in this state shall either be registered or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, 608, 617, or 621, Florida Statutes, unless they are exempt. A copy of the registration/application may be required prior to award of a contract. Any partnership submitting a quote in response to this Request for Quote shall have complied with the applicable provisions of Chapter 620, Florida Statutes. UNAUTHORIZED ALIEN WORKERS: The Clerk will not intentionally award publicly-funded contracts to any Contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act (“INA”)]. The Clerk shall consider employment by any Contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Contractor of the employment provisions contained in Section 274A(e) of the INA shall be grounds for termination of the Contract by the Clerk. EQUAL EMPLOYMENT OPPORTUNITY: The Clerk of the Circuit Court and Comptroller, Collier County Florida, in accordance with the provisions of Title VI of The Civil Rights Act of 1964 (78 Stat. 252) and the Regulations of the Department of Commerce (15 CFR, Part 8) issued pursuant to such Act, hereby notifies all proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit quotes in response to this advertisement and will not be discriminated against on the grounds of race, color or national origin in consideration for an award. All proposers are hereby notified that the successful proposers (Contractor) must and shall comply with the Civil Rights Act of 1964, the Age Discrimination in Employment Act, the Rehabilitation Act of 1973, the Americans with Disabilities Act and the Florida Civil Rights Act, all as amended. Specifically, Contractor agrees that:

• No person shall, on the grounds of race, color, sex, religion, age, disability, national origin or marital status, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program, activity or service funded through this Contract.

• Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, disability, national origin or marital status. Contractor agrees to post in a conspicuous place, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

• Contractor will, in all solicitations or advertisements regarding program activities, services provided or applications for employment, state that all qualified applicants will receive consideration for services or employment without regard to race, color, religion, sex, age, disability, national origin or marital status.

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• Clerk may require Contractor to submit reports as may be necessary to indicate non-discrimination. Clerk officials will be permitted access to Contractor's books, records, accounts and other sources of information and its facilities as may be pertinent to ascertain compliance with non-discrimination laws.

It is expressly understood that Clerk shall have the right to terminate this Contract upon receipt of evidence of discrimination. FORCE MAJEURE: The parties will exercise every reasonable effort to meet their respective obligations hereunder, but shall not be liable for delays resulting from force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any Government law or regulation, acts of nature, acts or omissions of the other party, Government acts or omissions, fires, strikes, national disasters, wars, riots, transportation problems and/or any other cause whatsoever beyond the reasonable control of the parties. Any such cause will extend the performance of the delayed obligation to the extent of the delay so incurred. REFERENCES: Contractor shall submit a minimum of three (3) recent (within the past three (3) years) references of projects of similar size and scope on the attached Reference form. Each reference shall include a project description, project location, name and phone number of a contact person, total project amount, and completion date. The Clerk reserves the right to contact references. MODIFICATION OF CONTRACT: Any Contract resulting from this solicitation may be modified by mutual consent of duly authorized parties, in writing through the issuance of a modification to the Contract and/or change order as appropriate. This presumes the modification itself is in compliance with all applicable Clerk procedures. The Contract Documents shall constitute the sole and complete understanding between the parties and supersedes all agreements between them, whether oral or written with respect to the subject matter. No amendment, change, or addendum to this Contract is enforceable unless agreed to in writing by both parties and incorporated into this Contract. The Clerk Manager or designee may agree to amendments that do not increase compensation to Contractor. A Contract modification or change order is a written instrument prepared by the Clerk and signed by the Contractor stating their agreement upon the change in Contractor’s Services. UNKNOWN CONDITIONS: If in the performance of Contractor’s Services, Contractor finds latent, concealed or subsurface physical conditions which differ from the conditions Contractor reasonably anticipated, or if physical conditions are materially different from those normally encountered and generally recognized as inherent in the kind of work provided for in this Contract, then the Contract Price and/or the Schedule of Contractor’s Services may be equitably adjusted by mutual agreement by the Contractor and the Clerk with the execution of a Change Order to the Contract within reasonable time after the conditions are first observed. CHANGES IN THE WORK: The Clerk, without invalidating the Contract, may order extra work or make changes by altering, adding to or deducting from the work, the Contract sum being adjusted accordingly. Such work shall be executed under the conditions of the original Contract. The change and amount of compensation must be agreed upon in writing in a document of equal dignity herewith prior to any deviation from the terms of this Contract.

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In giving instructions, the Clerk shall have authority to make minor changes in the work, not involving extra cost, and not inconsistent with the purposes of the work. Except in an emergency endangering life or property, no extra work or change shall be made unless in pursuance of a written order by the Clerk; and no claim for an addition to the Contract sum shall be valid, unless ordered. Value of any such extra work, unknown conditions, or change(s) shall be determined by the rate sheet submitted with the quote, approved by the Clerk, and incorporated into the contract issued pursuant to this solicitation.

If the previous method is not agreed upon, the Contractor, provided he/she receives an order as above, shall proceed with the work. In such case and also under case, he/she shall keep amendment in such form as the Clerk may direct, a correct amount of the net cost of labor and materials, together with vouchers. The Clerk shall certify to the amount, including reasonable allowance for overhead and profit, due to the Contractor. Pending final determination of value, no payment on changes shall be made. When requiring a change in the scope of services the Contractor shall notify the Clerk by written notice that a change order is requested within five (5) days of any occurrence. MISCELLANEOUS ITEMS: All other miscellaneous items not specifically provided for in the request for quote, but required for completion of the project and considered pertinent to the work, shall be considered incidental to the project. INSURANCE REQUIREMENTS: WORKERS COMPENSATION: Coverage to apply for all employees for Statutory Limits in compliance with the applicable state and federal laws. The policy must include Employers’ Liability with a limit of $100,000 each accident; $100,000 each employee; and $500,000 policy limit for disease. COMMERCIAL GENERAL LIABILITY: Occurrence form required. Aggregate must apply separately to this contract/job. Minimum $500,000 each occurrence; $1,000,000 general aggregate; $1,000,000 products and completed ops; and $100,000 damage to rented premises. COMMERCIAL AUTOMOBILE LIABILITY: To include all vehicles owned, leased, hired and non-owned vehicles with limits of not less than $300,000 per each accident and for property damage and bodily injury, with contractual liability coverage for all work performed under this Contract. SPECIAL REQUIREMENTS:

1. The Clerk is to be named additional insured on Comprehensive Commercial General Liability Policy and the Commercial Auto Policy.

All certificates of insurance Certificates must be on file with and approved by the Clerk before commencement of any work activities under this Contract. Any and all deductibles to the above referenced policies are to be the responsibility of the successful proposer. Current valid insurance policies meeting the requirements herein identified shall be maintained during the duration of the contract period. Renewal certificates shall be sent to the Clerk thirty (30) business days prior to any expiration date. There shall be a thirty (30) business day notification to the Clerk in the event of cancellation or modification of any stipulated insurance coverage. It shall be the responsibility of the Contractor to ensure that all subcontractors comply with the same insurance

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requirements that he/she is required to meet. All certificates of insurance meeting the required insurance provisions shall be forwarded to the Clerk’s purchasing department. EMPLOYEE BACKGROUND CHECK: If an owner, except a stockholder in a publicly traded corporation, or an employee of the Contractor has been convicted of any offenses requiring registration as a sexual offender or sexual predator, regardless of the location of conviction, the Contractor shall ensure that the offender’s or predator’s work on the project is consistent with the terms of his probation and registry requirements. PUBLIC ENTITY CRIMES: In accordance with Florida Statutes Section. 287.133(2)(a), "A person or affiliate who has been placed on the convicted Contractor list following a conviction for a public entity crime may not submit a quote on a contract to provide any goods/services to a public entity, may not submit a quote on a contract with a public entity for construction or repair of a public building or public work, may not submit quotes 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 in excess of the threshold amount provided in Section 287.017, for Category Two, for a period of 36 months from the date of being placed on the convicted contractor list". SCRUTINIZED COMPANIES:

A. As required by Section 287.135(5), Florida Statutes, for contracts of $1,000,000.00 or less, when submitting a bid or proposal, and prior to entering into a contract with the Clerk, ever person or entity shall certify on a form provide by the Clerk, that it is not on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel.

B. As required by Section 287.135(5), Florida Statutes, for contracts of $1,000,000.00 or more,

when submitting a bid or proposal, and prior to entering into a contract with the Clerk, ever person or entity shall certify on a form provided by the Clerk, that all of the following are true:

1. It is not on the Scrutinized Companies that Boycott Israel List, created pursuant to Section

215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel; and 2. It is not on the Scrutinized Companies with Activities in Sudan list or the Scrutinized

Companies with Activities in Iran Petroleum Energy Sector list, created pursuant to Section 215.473, Florida Statutes; and

3. It is not engaged in business operations in Cuba or Syria.

C. PENALTY:

1. If a false certification is submitted or the person or entity has been placed on one of the above-noted Lists of Scrutinized Companies or has engaged in business operations in

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Cuba or Syria, the person or entity will be in breach of the Contract terms and the Clerk may terminate the Contract.

2. A person or entity that has been found to have provided a false certification may be

subject to a civil penalty equal to the greater of $2 million or twice the amount of the Contract, plus all reasonable attorney’s fees and costs, including any costs for investigations that led to the finding of the false certification; and

3. A person or entity that has been found to have provided a false certification shall be

ineligible to bid on any contract with the Clerk for three (3) years after the date the Clerk determined that a false certification has been submitted.


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FLORIDA STATUTES CHAPTER 119 PUBLIC RECORDS

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:

Mike Sheffield Director of Community Relations and Outreach

for the Collier County Clerk of Courts and Comptroller 3315 Tamiami Trail East, Suite 102

Naples, FL 34112-5324 P: (239) 252-2725

Email [email protected] Contractor must specifically comply with the Florida Public Records Law to:

1. Keep and maintain public records required by the public agency to perform the service. Any and all documents provided at public meetings become the property of the Clerk and shall be submitted with in seven (7) business days of said meeting ( not the prepared minutes.)

2. ANY ANDALL TRANSCRIPTS AND NOTES THAT ARE SUBMITTED BECOME THE PROPERTY OF THE CLERK OF THE CIRCUIT COURT AND MAY NOT BE DISSEMINATED WITHOUT THE APPROVAL OF THE OFFICE OF THE CLERK OF THE CIRCUIT COURT

3. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

4. Ensure that public records that are exempt or confidential and exempt from public records

disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and the following completion of the contract if the contractor does not transfer the records to the public agency.

5. Upon completion of the contract, transfer, at no cost, to the public agency all public records in

possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s


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custodian of public records, in a format that is compatible with the information technology systems of the public agency

SCOPE OF WORK


DATE DUE: Thursday, December 5, 2019 at 3:00 p.m. EST

1. The Successful Proposer shall have the ability to commence services on

February 1, 2020. Both contracts should be co-termed to commence on the same date. 2. The Successful Proposer shall have the ability to execute a three (3) year contract with the

option to renew the contract for two (2) additional one year periods at the same price (for the abbreviated and/or verbatim minutes of which you enter a proposal) at the Clerk’s discretion.

3. The Successful Proposer shall have the ability to provide physical presence to cover all

meetings and most importantly, emergency meetings (for, either Verbatim Minutes or Abbreviated of which you enter a proposal.) There will be No Exceptions made for this requirement unless previously authorized by the Clerk prior to the scheduled meeting. On the following Collier County governmental properties: Collier County Government Center within the Health, Administration, Risk Management, Elections and the Museum buildings, as well as the Library Headquarters, Growth Management Services on Horseshoe Drive, School Board Administration, and various public facilities throughout Collier County.

4. The Successful Proposer shall have the ability to provide minute taking, either Verbatim or

Abbreviated on the following non-governmental properties in the following areas: North Naples, East Naples, Immokalee, Golden Gate, Marco Island, Bonita Springs, Lee and Charlotte, Hendry or Glades counties FL.

5. The Successful Proposer shall have the ability to cover all meetings including regularly

scheduled meetings, budget meetings, Town Hall meetings, special meetings, workshops and, most importantly, emergency meetings (for the abbreviated and/or verbatim minutes of which you enter a proposal).

6. Possess the ability to produce a verbatim transcript with no more than a two-percent error

margin, and ability to deliver such transcripts consistently within the expedited or otherwise Required by the Clerk or Contract

7. The Successful Proposer shall have the ability to cover evening meetings as well as day

meetings (for the abbreviated and/or verbatim minutes of which you enter the proposal).

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8. For Verbatim Minute Taking Only- The Successful Proposer shall have the ability to produce edited verbatim transcripts in Microsoft Word format, delivered electronically, of any meeting within a turnaround time of 14 calendar days. The edited transcript shall not include page breaks.

9. For Abbreviated Minute Taking Only- The Successful Proposer shall have the ability to

produce edited abbreviated transcripts in Microsoft Word format, delivered electronically, of any meeting within a turnaround time of 14 calendar days. The edited transcript shall not include page breaks.

SCOPE OF WORK


Based on the past 12 months from record of all meetings (October 1, 2018 to September 30, 2019), the following figures reflect the number of meetings and time spent in those meetings as well as the typical day of the meetings. All of the following meeting times are subject to change. There may also be a change in the number of meetings and the number of boards assigned per year for which transcription services will be necessary. DEFINITIONS Verbatim minutes, as used in this RFP, mean a “word for word written transcription who stated what during meetings. Abbreviated minutes, as used in this RFP, mean a summary of the actions taken by a Board (per Roberts Rules of Order) and in accordance with Florida Statute Chapter 119 and Chapter 286. VERBATIM MINUTES REQUIRED: Board of County Commission Meetings There were 19 regular meetings held during the day, every second and fourth Tuesday of the month at 9:00 A.M. There were a total of 120 hours spent in these meetings. Sometimes, these regular meetings extend beyond 5:00 P.M. and continue into a second day. There was 1 emergency meetings held during the day on a Saturday for a total of one hour. Emergency meetings consist of hurricane preparedness and updates. There were a total of 2 budget meetings held, 2 during the evening and 1 during the day. There was a total of 7 hours spent in those meetings. There were a total of 2 Value Adjustment Board Meetings held during the day. There was a total of 2 hours spent in those meetings.

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Code Enforcement Board Code Enforcement Board meets on the 4th Thursday each month at 9:00 am. There were 11 meetings held, including special meetings and workshops that totaled 35.50 hours. VALUE AJUSTMENT BOARD Value Adjustment Board meets two times a year in the beginning August. The second meeting is in June There were 2 meetings held, including special meetings that totaled 2.50 hours. ABBREVIATED MINUTE MEETINGS: Board of County Commission Workshops and Town hall meetings There were a total of 5 workshops held. There were a total of 12.75 hours spent in those meetings.

Tourist Development Committee The Tourist Development Committee meets at a time convenient to members. There were 10 meetings held with a total of 29 hours. Public Safety Coordinating Council Public Safety Coordinating Council meet sparingly and generally meet on Mondays at 2:00 P.M. There were 3 meetings held with a total of 4.50 hours scheduled through this office during the past year. Code Enforcement Special Magistrate Code Enforcement Special Magistrate meets on the 1st and 3rd Friday of each month at 9:00 A.M. There were 11 meetings held with a total of 45.75 hours spent in those meetings.

List of Other Meetings

• Development Service Advisory Committee 11 regular meetings / 5 special meetings 23.50 hours • Floodplain Management Committee 4 regular meetings 3.5 hours • Conservation Collier Land Acquisition Committee 4 reg. meetings / 2 special meetings 11 hours. • Growth Management Oversite Committee 1 meeting 2.25 hours. • Board of Adjustments and Appeals 1 meeting 1.5 hours. • Collier County Water/ Wastewater Authority 1 meeting .5 hours • Metropolitan Planning Organization 1 meeting 2 hours • MPO-BPAC 1 meeting 2 hours • MPO-CMC 1 meeting 1.5 hours • MPO- TAC 1 meeting 2 hours • MPO- CAC 1 meeting 2 hours

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SUBMITTAL REQUIREMENTS:


Proposals shall include the following information and should use the following format when compiling their responses. Sections should be labeled; pages should be sequentially numbered at the bottom of the page. A. Understanding of the overall needs of the Clerk (3 – 8 single pages)

• The Proposer shall provide a brief summary on why the company is uniquely qualified to provide the Transcription Services specified herein.

• The Proposer shall prepare and submit a detailed scope of work that includes the specific services described in the RFP.

• The Proposer shall describe their approach to provide Transcription Services, verbatim minutes and abbreviated minutes and value added services.

B. Experience and Qualifications (2- 5 single pages)

• Each individual stenographic court reporter employed by or under contract with the Proposer, must be a stenographic court reporter who;

• The Firm and/or the Court Reporter shall have a minimum of three (3) years acceptable and verifiable Transcription Services.

• Is proficient in the English language, legal terminology, transcript preparation, and professional responsibility ;

• Provide proof that the Court Reporter be a duly authorized Court Reporter, a registered notary licensed in the State of Florida and is physically present at the time she takes notes.

• Is knowledgeable of court practices and procedures; • Provide details of corporate experiences within the last three (3) years relevant to services

requested in this RFP. • Experience of the Proposer and the dedicated account team, not all company employees’ past

experiences. • Total number of employees. • List all other current and or relevant clients. • The ability to provide a physical presence to cover all meetings and most importantly,

emergency meetings (for the abbreviated and/or verbatim minutes of which you enter a proposal).There will be NO Exceptions made for this requirement, unless previously authorized, see page nineteen (19).

C. References - The Proposer shall provide and submit the “References – Client List”. The Proposer shall furnish at least three (3) current-related references with their submittal that have been in effect for at least three (3) months. The reference shall include the company name, contact person, telephone number and e-mail. The reference shall describe where services are similar in magnitude and scope to those requested in this RFP. The Clerk reserves the right to contact references not listed in the RFP.

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D. Supporting Materials – Provide examples that your company has produced that are similar in scope to those required in this RFP. Additional creative submission is at the discretion of the company. Example, what added value can your company provide. E. Personnel – Please identify the person or persons who will be primarily responsible for the Clerk’s account along with titles and resumes. F. Cost and Price Analysis – This information is required to determine the method by which you derive your costs charged to the Clerk. Provide a brief description of your standard billing policies, commissions, hourly rates or single blended hourly rate, if applicable, as well as a proposed cost structure options for this project. The Proposer shall complete and submit the “Quote Prices Form” included herein in addition to providing the cost/price analysis information above. G. Submittal Format- Must provide a Tab Format quote with One (1) Stamped original copy plus Four (4) copies. In addition provide the quote on a USB flash drive

EVALUATION CRITERIA:


A. UNDERSTANDING OF THE OVERALL NEEDS OF THE CLERK FOR SUCH SERVICES, AS PRESENTED IN THE RFQ TO ACCOMPLISH THE WORK REQUIRED, ACCURATELY AND EFFICIENTLY. THIS WILL INCLUDE THE QUALITY AND ACCURACY OF THE PROPOSED SCOPE OF WORK AND PRO-ACTIVE PROBLEM IDENTIFICATION AND EFFECTIVE SOLUTIONS.

B. EXPERIENCE, QUALIFICATIONS, AND PAST PERFORMANCE OF THE PROPOSER, INCLUDING PERSONS PROPOSED TO PROVIDE THE SERVICES, FACILITES, RESOURCES AND REFERENCES.

C. COST AND PRICE ANALYSIS

D. LOCAL VENDER PREFEENCE LIMITED TO COLLIER & LEE COUNTY FLORIDA,

Local Business" defined. Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to submission of bid or proposal to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County.

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLAN

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Proposals will be reviewed by staff from the Clerk and evaluated based on the format and content outlined in this RFP as follows: Remarks: The assigned value is judged on a scale of 0 through 5 0= Information/documentation provided is not adequate for evaluation

1=Poor, unacceptable, needs major help to be acceptable 2=Marginal, Weak, Workable but needs clarifications 3=Good, no major weaknesses, Fully Acceptable as is 4=Excellent, very good, solid in all respects 5=Outstanding, out-of-the-box, Innovative

Evaluation Criteria Value Assigned Value

Weight 1-10

Score

UNDERSTANDING OF THE OVERALL NEEDS OF THE CLERK FOR SUCH SERVICES, AS PRESENTED IN THE RFP TO ACCOMPLISH THE WORK REQUIRED, ACCURATELY AND EFFICIENTLY. THIS WILL INCLUDE THE QUALITY AND ACCURACY OF THE PROPOSED SCOPE OF WORK.

0-5 X 5 =

EXPERIENCE, QUALIFICATIONS, AND PAST PERFORMANCE OF THE PROPOSER, INCLUDING PERSONS PROPOSED TO PROVIDE THE SERVICES, FACILITES, RESOURCES AND REFERENCES.

0-5 X 7 =

COST AND PRICE ANALYSIS 0-5 X 8 =

LOCAL VENDER PREFEENCE LIMITED TO COLLIER & LEE COUNTY FLORIDA 1 X 10 =

TOTAL

NOTE: Proposers are to submit their quotes in the format as listed above in the Evaluation Criteria (A through C). The Clerk estimates using approximately 210 hours or more of services for the fiscal year.


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SIGNATURE PAGE


The undersigned, as bidder, hereby declares that she or he has examined the Specifications within this contract proposal and informed himself/herself fully concerning all conditions. The bidder further declares that the only persons, company or parties interested in this proposal or the contract to be entered into as principals are named herein. That this bid is made without connection with any other person, company or companies submitting a bid or proposal; and, it is in all respects fair and in good faith, without collusion or fraud. The bidder proposes and agrees, if this proposal is accepted, to contract with the Clerk of the Circuit Court and furnish in complete accordance with the attached specifications, according to the following specifications and unit prices. All specifications, except software, shall be construed to include an implicit or “equivalent” product. When responding to bids for maintenance and/or support agreements, formal Terms and Conditions agreements are expected to be attached to your bid. The products and/or services to be furnished by us are hereby declared and guaranteed to be in conformance with the specifications of the Clerk of the Circuit Court. The undersigned to agree that should this bid be accepted, to execute the form of contract and present the same to the Clerk of the Circuit Court for approval within fifteen (15) days after being notified of the awarding of the contract. IN WITHNESS WHEREOF, we have hereunto subscribed our names on this ____________day

of_________________, 2019 in the county of ____________ in the State of ___________________

Legal Business Name: _________________________________________________________

Circle one: Corporation, Sole Proprietorship, and Partnership

Signature:

Printed Name:

Title:

Phone Number:

Fax Number:

Address:

City, State, Zip

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CONTRACT PROPOSAL / PRICING

RFP 2020-002 / Transcription Services The following prices reflect Verbatim Transcription Services for those meetings seen on page twenty one (21) of this Request for Proposal.

VERBATIM MINUTES

Verbatim Transcription Services during regular working hours, Monday thru Friday from 8:00 A.M. until 5:00 P.M. (ATTENDANCE):

per hour

Verbatim Transcription Services after 5:00 P.M. (ATTENDANCE):

per hour

Verbatim Transcription Services on weekends or holidays and emergency (on call) (ATTENDANCE):

per hour

To produce an edited verbatim transcript sent electronically in Microsoft Word format within a turnaround time of:

24 hours 7 calendar days

14 calendar days *Definition of page-25 lines of 50 characters each LINE.

per page per page per page

Willing to enter into a twelve-month contract with option to renew for an additional one year period at the same price as entered in proposal at the Clerk’s discretion:

Yes _______ No _______

The service to be furnished by us is hereby declared and guaranteed to be in conformance with the specifications of the Clerk of the Circuit Court. The undersigned do agree that should this proposal be accepted, to execute the form of contract and present the same to the Clerk of the Circuit Court for approval, commencement of services shall begin February 1, 2020. Both contracts should be co-termed to commence on the same date. IN WITNESS WHEREOF, We have hereunto subscribed our names on this day of , 201__, in the County of , in the State of . __________________________________ BIDDER’S COMPLETE LEGAL NAME Circle one: Corporation, Sole Proprietorship, Partnership, LLC Phone No. ________________ Fax No. ____________________ Address ____________________________ City, State, Zip _______________________ By: _______________________________ Title: _______________________________

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CONTRACT PROPOSAL / PRICING

The following prices reflect Abbreviated Transcription Services for those meetings outlined on page twenty one (21) and twenty two (22) of this Request for Proposal. ABBREVIATED MINUTES

Abbreviated Transcription Services during regular working hours, Monday thru Friday from 8:00 A.M. until 5:00 P.M. (ATTENDANCE):

per hour

Abbreviated Transcription Services after 5:00 P.M.(ATTENDANCE):

____________ per hour

Abbreviated Transcription Services on weekends or holidays and emergency (on call) (ATTENDANCE):

___________ per hour

To produce a transcript of abbreviated transcription services sent electronically in Microsoft Word format within a turnaround time of: (N/A in abbreviated minutes—time @ meeting and time creating minutes)

24 hours

7 calendar days 14 calendar days

____________ per hour ____________ per hour ____________ per hour

Willing to enter into a twelve-month contract with option to renew for an additional one year period at the same price as entered in proposal at the Clerk’s discretion:

Yes _______ No _______

The service to be furnished by us is hereby declared and guaranteed to be in conformance with the specifications of the Clerk of the Circuit Court. The undersigned do agree that should this proposal be accepted, to execute the form of contract and present the same to the Clerk of the Circuit Court for approval, commencement of services shall begin February 1, 2020. Both contracts should be co-termed to commence on the same date. IN WITNESS WHEREOF, We have hereunto subscribed our names on this _____ day of _________, 201__, in the County of __________, in the State of _____________. __________________________________ PROPOSER’S COMPLETE LEGAL NAME Circle one: Corporation, Sole Proprietorship, Partnership, LLC Phone No. ________________ Fax No. ____________________ Address ____________________________ City, State, Zip _______________________ By: _______________________________ Title: ______________________________

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VENDOR ACKNOWLEDGEMENT

IMPORTANT: Please read carefully, sign in the spaces indicated and return with your bid proposal. Responder should check off each of the following items as the necessary action is completed:

The proposal has been signed. The proposal prices offered have been reviewed. If bid is for maintenance/support, terms and conditions have been attached. The price extensions and totals have been checked. The payment terms have been indicated. Any required drawings, descriptive literature, etc. have been included. Any delivery information required is included. If required, the amount of bid bond or cashier’s check has been included. Any addenda have been signed and included. If submitting electronically, submit through DemandStar www.Demandstar.com. If submitting by U.S. Mail, by courier or in person, deliver to:

Clerk of the Circuit Court and Comptroller, Collier County ATTN: C. Barry Sageman Administration Building

3299 Tamiami Trl E., Ste. 701 Naples, FL 34112-5749

The mailing envelope must be sealed and marked with:

♦ RFP Number/Title: RFP 2020-002 Transcription Services ♦ Opening date: 3:00 p.m. EST, Thursday, ______________, 2019

The sealed response will be mailed or delivered in time to be received no later than the specified

opening date and time. (Otherwise bid will be rejected.) ALL COURIER DELIVERIES MUST HAVE THE IFB NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET.

Company Name

Signature & Title

Typed Name


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NON-BIDDER’S RESPONSE

For purposes of maintaining an accurate bidder’s list and facilitating your firm’s response to our request for proposal, we are interested in ascertaining reasons for prospective bidders’ failure to respond to invitations for bids. If your firm is not responding to this IFB, please indicate the reason(s) by checking any appropriate item(s) listed below and return this form via email to Barry Sageman at [email protected]. We are not responding to this invitation for bid for the following reason(s):

Materials or services requested not manufactured by us or not available from our company; Our items or materials do not meet specifications. The specifications were (check one);

Not clearly understood Not applicable Too vague Too rigid Quantities too small Other ____________________________

Insufficient time allowed for preparation of response; Incorrect address used. Please correct mailing address;

Other reason(s): __________________________________________________

Name of Firm:

Mailing Address:

City, State, Zip:

E-Mail:

Website:

Phone: ( ) FAX: ( )

By:

Signature of Authorized Representative

Print Name:


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