HomeMy WebLinkAboutR-2019-010 Patterson Pope Radio Frequency ID (RFID) System to Track Building Permits-PlansRESOLUTION NO.2019-010
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO
EXECUTE AN AGREEMENT WITH PATTERSON POPE, INC. FOR A
RADIO FREQUENCY IDENTIFICATION ("RFID") SYSTEM TO TRACK
THE LOCATIONS OF BUILDING PERMITS AND PLANS, USING
AVAILABLE PRICING FROM PALM BEACH COUNTY SHERIFF'S OFFICE
RFP #14-0507-330/KS IN AN AMOUNT NOT TO EXCEED FIFTY FOUR
THOUSAND TWO HUNDRED FIFTY DOLLARS ($54,250.00), FOR FISCAL
YEAR 2018-2019, WITHOUT COMPETITIVE BIDDING; PROVIDING FOR
CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4,
Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and
materials for the City government without competitive bidding and without advertisement for
bids if he is authorized to do so in advance by a resolution adopted by the City Commission; and
WHEREAS, the Palm Beach County Sheriff's Office and one of its vendors has granted
permission to the City to utilize available pricing under a contract, awarded May 20, 2015, a
copy of which is attached as Exhibit "A" and is made a part of and is incorporated into this
Resolution by this reference, to track building permits and the location of plans within the
various divisions in the Community Development Department; and
WHEREAS, the City Commission finds it is in its best interest to enter into the
agreement with Patterson Pope, Inc.;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the above "Whereas" clauses are ratified and confirmed as being true
and correct, and they are made a part of and incorporated into this Resolution by this reference.
Section 2. That the proper City officials are authorized to execute an agreement with
Patterson Pope, Inc. to provide an RFID system in an amount not to exceed Fifty Four Thousand
Two Hundred Fifty Dollars ($54,250.00); the Agreement is attached as Exhibit `B", and it is
made a part of and is incorporated into this Resolution by this reference.
Section 3. That the City Manager and City Attorney are authorized to make minor
revisions to the related documents which are deemed necessary and proper and in the best
interest of the City.
Section 4. That funding shall be appropriated from the Building Fund Contingency
Account No. 107-15-02-524-9-10.
Section 5. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 6. That this Resolution shall be in full force and take effect immediately
upon its passage and adoption.
PASSED AND ADOPTED on January 22, 2019.
ATTEST:
V-
THOMAS SCHNEIDER, CMC LORI L
CITY CLERK ��{� MAYOR
�81ISH��y
APPROVED A &TO FORM AND CORRECTNESS:
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CITY A
2 RESOLUTION #2019-010
This contract is made MOO day of /y%y , 2015, by and between Patterson Pope/File Solve
having its principal offices at 3001 Nortg Graham Street, Charlotte, North Carolina, 28206,
hereinafter referred to as "Contractor", and Ric L. Bradshaw, in his official capacity as the
SHERIFF of Palm Beach County, Florida, 3228 Gun Club Road, West Palm Beach, FL 33406-3001
(hereinafter referred to as the "SHERIFF)".
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WHEREAS, the SHERIFF, desires to purchase/the services of a qualified contractor to provide the
installation of a Radio Frequency Identification System (RFID) for Evidence at the Headquarters
building (Phase I); and
WHEREAS, Contractor warrants and represents that it has no obligation or indebtedness that
would impair its ability to fulfill the terms and conditions of this Agreement.
WHEREAS, Contractor has the experience, personnel and knowledge necessary to provide these
services to the Sheriff.
Now therefore, in consideration of the mutual covenants herein contained, the receipt and
sufficiency of which are hereby acknowledged, it is agreed upon as follows:
1. SCOPE OF SERVICE
Detailed Specifications for all sections are defined in Section 5. PROJECT SPECIFICATIONS
of RFP 14-0507-330-KS (Exhibit A) and Patterson Proposal — Phases (Exhibit B).
1.1. Hardware (Section 5.3 of Exhibit A)
1.2. Installation of Administrative Software (Section 5.1 of Exhibit A)
1.3. Provide interface with Evidence Tracking Software (Section 5.2 of Exhibit A)
1.4. Areas of Installation and Support (Exhibit B — Page 2 Phase I)
1.5. Validation (Section 5.5 of Exhibit A)
3228 Gun Club Road • West Palm Beach, Florida 33406-3001 ■ (561) 688-3000 ■ http://www.pbso.org
1.6. Training (Section 5.6 of Exhibit A)
1.7. Collaboration
1.7.1. Section 5.7 of Exhibit A
1.7.2. Patterson Pope will work with PBSO staff to ensure the fields are in the RFID
Database that allows end users to search for desired items and get RFID
information displayed to them. Once the desired fields are agreed upon and
updated in the database, Patterson Pope will provide a Database Schema to
PBSO for the RFID Database.
1.7.3. Patterson Pope will work with PBSO staff to create a Crystal Report that can
be run out of JusticeTrax. The Crystal Report will allow end users to search
by Case Number & Submission Number (or any other field requested that
appears in both databases). The resulting report will display information
from both the JusticeTrax database as well as the RFID database, allowing
users one central report to research evidence.
2. PRICE STRUCTURE
2.1. The SHERIFF agrees to pay Contractor the total purchase price of $151,000 for
Items (Hardware/Software/Tags/Customization/Installation & Training) of Phase I as
specified on RFID System Phased Approach (Exhibit B), attached and incorporated
herein.
2.2. This is a firm fixed price contract. All prices shall be F.O.B. Destination.
3. DELIVERY
3.1. Kick-off meeting shall be held with both Parties within 30 days of contract execution
at the Palm Beach County Sheriffs Office.
3.2. Detailed Project Plan presented and agreed upon by both parties' Project
Managers/Team Representative.
3.3. Project Communication
3.3.1. Project shall commence no later than 60 days from date of finalized Project
Plan.
3.3.2. Project Plan Status Reports will be submitted weekly to PBSO Project
Manager/Team Leader by 10:00 AM Mondays.
3.3.3. PBSO must be notified of any delays or changes to the Project Plan.
3.3.4. Meeting with Key Stakeholders shall be held at the completion of each
milestone.
3.4. Delivery and final acceptance will occur at the following location:
Palm Beach County Sheriffs Office
3228 Gun Club Road
West Palm Beach, Florida
3228 Gun Club Road ■ West Palm Beach, Florida 33406-3001 • (661) 688-3000 ■ http://www.pbso.org
4. PAYMENT
4.1. The Contractor agrees that payment terms shall be Net 30 from date of each
milestone payment outlined in 4.3. Interest penalties will only be paid in accordance
with the Local Government Prompt Payment Act, Florida State Statutes 218.70-
218.76 (2012).
4.2. The Palm Beach County Sheriffs Office will submit payment via Automated Clearing
House (ACH), Net 30.
4.3. Total purchase price of $151,000 shall be paid in four (4) equal payments of $37,750
upon the completion of the following milestones:
4.3.1. Execution of This Contract
4.3.2. Installation of Hardware and Integration of Software
4.3.3. Completion of Testing and Training
4.3.4. Final Signoff - No Pending Issues
S. TERM OF CONTRACT
5.1. This contract may be terminated by either party with or without cause upon giving
thirty (30) days advance written notice to the other party. Upon receipt of the
notice of cancellation the Contractor shall stop work immediately. The Contractor
shall submit to the SHERIFF invoices for work performed to the Sheriffs satisfaction
up to the date of cancellation,
5.2. The Contract to be entered into is contingent upon, and subject to, the
appropriation and availability of sufficient County funds.
6. RECORDS RETENTION AND AUDIT
6.1. The Contractor shall maintain all financial and non -financial records and reports
directly related to the performance of this Contract. Such records shall be maintained
for a period of five (5) fiscal years after termination of this contract.
6.2. The SHERIFF, or his designee, shall have the right to examine and obtain true
duplicate copies of all such records. However, any such records which the Contractor
deems trade secret or proprietary shall not be further disclosed without Contractor's
consent, except as required by law.
6.3. In the event that the SHERIFF should become involved in a legal dispute with a third
party arising from performance under this Contract, upon written request of
SHERIFF, the Contractor shall extend the period of maintenance of all records
relating to the Contract until the resolution of the legal dispute. The Contractor
further agrees to provide reasonable cooperation in SHERIFF's defense of any such
claim or dispute,
3228 Gun Club Road • West Palm Beach, Florida 33405-3001 • (561) 688-3000 • http://www.pbso.org
7. ACCESS OF CONTRACTOR'S PERSONNEL
7.1. Prior to obtaining access to any Sheriff's Office facility, all employees of the
Contractor providing services at any of the Sheriff's Offices facilities must undergo a
security screening, in accordance with the Palm Beach County Criminal History
Record Check Ordinance and its amendments. Any employee of the Contractor with
a disqualifying offense will be denied access to the Sheriff's Office facilities. The
Sheriff's Office will also perform an independent background check on persons
requesting access to any of its facilities, and reserves the right to deny access to any
individual deemed undesirable, regardless of their having met the approval
standards of the County ordinance. Persons requesting unescorted access will be
required to submit to a Live Scan Fingerprint check prior to access being granted.
7.2. Any employee of the Contractor who has completed the Sheriffs Office background
check and has been approved for access is required to notify the Sheriffs Office if
they are subsequently arrested, charged with a crime or know they are the subject
of an investigation. Failure to notify the Sheriff's Office will result in a denial of
access. Continued access will be evaluated on an individual basis.
7.3. The Palm Beach County Sheriffs Office has the right to reject any person, or firm,
and to remove from the site any person or firm employed or engaged by the
Contractor.
7.4. The Palm Beach County Sheriff's Office reserves the right to conduct a background
check of any employee of the Contractor assigned to provide services under this
contract and to request any additional investigative background information from the
Contractor.
7.5. The Contractor agrees that its employees are a reflection of the Palm Beach County
Sheriff's Office. Therefore, the Contractor agrees that its employees will conduct
themselves in a courteous, orderly, ethical and professional manner at all times.
7.6. No employee of the Contractor who is engaged in any way with the requirements of
this Contract with the Palm Beach County Sheriffs Office shall be a convicted felon,
or convicted of a misdemeanor involving moral turpitude, regardless of whether
adjudication was withheld in either case, or be currently on probation for any
criminal charges.
7.7. The Contractor agrees and understands that its employees shall use neither
controlled substance, unless prescribed, illegal substances, nor alcohol while
performing the requirements of the Contract.
7.8. The Contractor shall be responsible, except as otherwise prohibited by law, for the
acts of their employees while on duty. The employees of the Contractor shall be
considered at all times its employees, and not the employees or agents of the Palm
Beach County Sheriffs Office.
7.9. The Contractor agrees to remove from service any assigned employee who, in the
opinion of the Palm Beach County Sheriff's Office is not performing the services in a
proper manner, or who is incompetent, disorderly, abusive, dangerous, disruptive, or
3228 Gun Club Road ■ West Palm Beach, Florida 33406-3001 • (561) 688-3000 • http://www.pbso.org
does not comply with the rules and regulations of the Palm Beach County Sheriffs
Office, and all Federal, State and Local rules, laws and regulations. Such removal
shall in no way be interpreted to require dismissal or other disciplinary action of the
employee by the Contractor.
8. SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable by
judicial authority, the incompetent provision(s) shall be severed from the Contract, and
the remaining provisions shall be in full force and effect, valid and enforceable to the
extent permitted by law.
9. LAW AND VENUE
9.1. This Contract shall be deemed to be made in and shall be construed in accordance
with the laws of the State of Florida. Any legal action arising from any breach of this
Contract shall be brought in the State of Florida, with venue in Palm Beach County,
the Fifteenth Judicial Circuit for claims under state law and in the Southern District of
Florida for any claims which are justiciable in Federal Court.
9.2. If either party initiates legal action as a result of a breach of this Contract, the
prevailing party in any such action shall be entitled to recover reasonable attorney's
fees and costs.
10. COMPLIANCE
The Contractor shall maintain all licenses, permits, registrations, authorization, and
certifications required by applicable laws, codes, rules and regulations in full force and
effect and shall comply with all applicable Federal, State and local laws and regulations
relating to the performance of this Contract.
11. INSURANCE
11.1. Workers' Compensation
The contractor shall have and maintain during the life of this contract Workers'
Compensation Insurance for all employees who will be working for Contractor in
connection with the services associated with this Contract, and in the event any work is
sublet, the Contractor shall require that subcontractors provide Workers' Compensation
Insurance for subcontractor's employees, unless they are covered by the prime
contractor's policy, Such insurance must fully comply with the Florida Workers'
Compensation Law. In case any class of employee engaged in work under this contract is
not protected under the Workers' Compensation statute, the Contractor shall provide, and
cause each subcontractor to provide adequate insurance, acceptable to the Palm Beach
County Sheriffs Office, for the protection of employees not otherwise protected.
Workers' Compensation and Employee Liability
Each Occurrence $1,000,000
Each Employee $1,000,000
3228 Gun Club Road • West Palm Beach, Florida 33406-3001 • (561) W-3000 @ http://www.pbso.org
11.2. General Liability
Each Occurrence $1,000,000
11.3. Excess Liability
Each Occurrence $1,000,000
11.4. Professional Liability $3,000,000
Per Occurrence
v Per Person
11.5. Contractor shall maintain motor vehicle liability with limits of not less than
$1,000,000.00 per accident. Such insurance shall cover liability arising out of a motor
vehicle including owned, hired, and non -owned motor vehicles.
11.6. Certificates of the above referenced coverage, listing the Palm Beach County
Sheriff's Office as an additional insured, shall be forwarded to the Palm Beach
County Sheriffs Office upon execution of this Contract.
11.7. Loss Deductibles:
The Palm Beach County Sheriff's Office shall be exempt from, and in no way liable
for, any sums of money, which may represent a deductible in any insurance policy.
The payment of such deductibles shall be the sole responsibility of the Contractor
obtaining such insurance.
11.8. Insurance Cancellation:
In the event that any coverage is terminated, canceled, or modified for any reason,
the Palm Beach County Sheriff's Office shall be given immediate written and verbal
notice. Cancellation of any of the above referenced insurance coverages shall be
grounds for termination of this contract by the Palm Beach County Sheriffs Office.
11.9. Companies providing insurance coverage shall have not less than an "A" rating by
the A.M. Best Company of Oldwick, New Jersey.
12. DISCRIMINATION
Neither party shall discriminate against employees, clients, or job applicants due to race,
color, religion, sex, national origin, sexual orientation, handicap, gender identity, veteran
status, or any other non -merit factor.
13. PUBLIC RECORDS
The Contractor understands that the SHERIFF is a public entity and subject to Florida's
public records laws found in Chapter 119, Florida Statutes, et .al.
14. PUBLICITY
Any publicity giving reference to this Contract, whether in the form of press releases,
interviews, brochures, photographic or video graphic coverage, or verbal or printed
3228 Gun Club Road ■ West Palm Beach, Florida 334OW001 ■ (561) 688-3000 ■ http://www,pbso.org
announcement, shall require the prior, written approval of the Director of Administrative
Services, Palm Beach County Sheriffs Office.
15. ASSIGNMENT
The Contractor shall not assign or transfer any interest in this contract (whether by
assignment or novation), without the prior written consent of PBSO, which will not be
unreasonably withheld.
16. NON -EXCLUSIVITY
Nothing herein is intended nor shall be construed as creating any exclusive arrangement
with Contractor. This Contract shall not restrict PBSO from acquiring similar, equal or like
services from other entities or sources.
17. INDEMNIFICATION AND HOLD HARMLESS
17.1. The Contractor shall indemnify, save and hold harmless the Sheriff of Palm Beach
County, Florida, the Palm Beach County Sheriffs Office and Palm Beach County and
their employees, appointees, agents, heirs, officers and assigns, for any and all
claims, suits and judgments against the Sheriff of Palm Beach County, Florida, the
Palm Beach County Sheriffs Office, Palm Beach County, or their successors,
employees, appointees, agents, heirs, officers and assigns, arising out of, relating to
or resulting from the negligent, intentional, or wrongful act or omission, or violation
of any federal, state, or local law or regulation, by the Contractor or their employees
or agents in the performance of this contact. The Contractor expressly understands
and agrees that any insurance protection required under the Contract or otherwise
provided by the Contractor shall in no way limit the responsibility to indemnify as
herein provided.
17.2. The Contractor shall indemnify and save and hold harmless the Sheriff of Palm
Beach County, Florida, the Palm Beach County Sheriff's Office and Palm Beach
County, and their employees, appointees, agents, heirs, officers and assigns, et al
from all suits, claims and actions brought or instituted by any Contractor, or
employee of Contractor, any Contractor supplier or laborer hired by Contractor, who
has performed work or services, or furnished materials in or about this project, or
from any action occasioned by a violation of copyright, trademark or patent rights in
manufacturing, producing or selling any materials or services under this Contract.
17.3. Notwithstanding any other provisions of this Contract, the Contractor's duty to
indemnify and hold harmless shall survive the termination of this Contract.
18. ENTIRE CONTRACT
This Contract constitutes the entire Contract between the parties and supersedes any prior
understanding or representation of any kind preceding the date of this Contract. There are
no other promises, conditions, understandings or other contracts, whether oral or written,
relating to the subject matter of the Contract. This Contract may be modified in writing
and must be signed by both Contractor and the SHERIFF.
3228 Gun Club Road • west Palm Beach, Florida 33406-3001 • (561) 688-3000 ■ http:ltwww.pbso.org
19. NOTICES
Any notice required or otherwise given pursuant to this Contract shall be in writing and
mailed certified return receipt requested; postage prepaid, or delivered overnight delivery
service to:
As to Contractor:
Charles Didden'
Patterson Pope
3001 North Graham Street
Charlotte, NC 28206
As to the SHERIFF:
RIC L. BRADSHAW, SHERIFF
Palm Beach County Sheriffs Office
3228 Gun Club Road
West Palm Beach, Florida 33406
-and-
Department of Legal Affairs
Palm Beach County Sheriffs Office
3228 Gun Club Road
West Palm Beach, Florida 33406
3228 Gun Club Road • West Palm Beach, Florida 33406-3001 • (561) 688-3000 ■ http://www.pbso.org
IN WITNESS WHEREOF, the Parties hereto have executed the Contract as of the last date all
signatures below are affixed.
Palm Beach County Sheriff's Office,
Florida
BY: A
Ric L. Bradshaw or Desigr4p
Title: --FU I("t—�l`t'�C-'1v1/
DATE: 47,016—
Patterson Pope
Charles Didden
Title: Reptesewiwo
DATE: S ZO 1"',
3228 Gun Club Road • west Palm Beach, Florida 33406-3001 • (561 ) 688-3000 • http://Www.pbso.org
EXHIBIT A
REQUEST FOR PROPOSAL
Radio Frequency Identification (RFID)
RFP #14-0507-330/KS
NOTICE IS HEREBY GIVEN that the Honorable Ric L. Bradshaw, Sheriff of Palm Beach
County, Florida, will receive sealed quotes from qualified suppliers at:
Palm Beach County Sheriffs Office, Purchasing Department
3350 Gun Club Road
West Palm Beach, Florida 33406
1. OBJECTIVES
The purpose of this RFP is to obtain competitively priced sealed quotes for providing
PBSO with an RFI solution that includes hardware, software, and installation at five (5)
facilities located within Palm Beach County as listed in section 5.5.
2. SCHEDULE OF EVENTS
DATE
EVENT
Last day to submit written questions to:
Palm Beach County Sheriff's Office
Monday, June 30, 2014
Purchasing
at 4:00 PM
3350 Gun Club Road West Palm Beach, FL 33406
Fax: (561) 688-3280
E-mail: sarleyk@pbso.org
RFP Due Date
All sealed proposals must be sent to:
Friday, August 8, 2014
Palm Beach County Sheriff's Office
at 4:00 P.M.
Purchasing
3350 Gun Club Road
West Palm Beach, FL 33406
Page 1 of 26
TABLE OF CONTENTS
1
OBJECTIVES
1
2
SCHEDULE OF EVENTS
1
TABLE OF CONTENTS
2-4
3
GENERAL INFORMATION --
3.1
SUBMISSION'OFPR POSALS
3.2
PROPOSERS'S IN UIRIES
4
COMMUNICATIONS WITH THE PALM BEACH
3.3
COUNTY SHIERIFF'S OFFICE
4
3.4
.VERBAL REPRESENTATIONS
5 ,
3.5
RESPONSE TIME FOR INFORMATION
5
3.6
RESPONSE FORMAT
4
TERMS AND CONDITIONS
4.1
EVALUATION PROCESS
7
4.2
AWARD OF CONTRACT
7
4.3
TERM OF CONTRACT
8
4.4
INVOICING
8
4.5
PAYMENT TERMS
8
4.6
ITAXES
8
4.7
CONTRACT DOCUMENTS
8
4.8
CHOICE OF LAW
9
4.9
SEVERABILITY
9
4.10
AUTHORIZED SIGNATURE
9
4.11
REPRESENTATION OF PROPOSER
9
4.12
ANTI -COLLUSION DECLARATION
9
4.13
CONFLICT OF INTEREST
9-10
Page 2 of 26
TERMS
4• I CONT'D AND CONDITIONS I 4.14 I PUBLICITY ( 10
4.15 1 INDEMINIFICATION AND HOLD HARMLESS 1 10
4.16
RIGHT TO AUDIT
11
DISCLOSURE OF LAWSUITS, CONTRACTS
TERMINATED FOR CAUSE, CLAIMS, AND
4.17
OFFICIAL COMPLAINTS
11-12
FINANCIAL STATEMENT AND CORPORATE
DOCUMENTS SUCH AS BANK CERTIFIED
4.18
FINANCIAL STATEMENTS, ETC
12-13
4.19
EXPERIENCE AND REFERENCES
13
4.20
INSURANCE REQUIREMENTS
13-14
4.21
ACCESS OF CONTRACTOR'S PERSONNEL
15-16
4.22
FIRM FIXED PRICING
16
4.23
CONFIDENTIALITY
16
5
PROJECT SPECIFICATIONS;
5.1
ADMINISTRATION SOFTWARE
I6-17
5.2
EVIDENCE TRACIQNG — SOFTWARE
5.3
HARDWARE AND GENERAL
5.4
AREAS OF INSTALLATION AND SUPPORT
5.5
VALIDATION
18 ,
5.6
TRAINING
5.7
COLLABORATION
6 1 PROPOSER'S RESPONSE 1 6.1 1 DETAILED PROPOSAL 1 19
6.2 1 MICROSOFT' PROJECT OUTLINE 1 19
6.3 1 TABULATION SHEET EXAMPLE 1 19
6.4 1 PROPOSER'S EXCEPTION/VARIANCE FORM 1 20
6.5 1 PROPOSER'S CERTIFICATION 1 21
6.6 I CORPORATE CERTIFICATE 1 27
Page 3 of 26
6.7 PUBLIC ENTITY CRIMES 23 - 25
6.8 DRUG -FREE WORKPLACE FORM 26
3. GENERAL INFORMATION
3.1. SUBMISSION OF PROPOSALS
3.1.1. Written questions must be submitted by 4:00 P.M., June 30, 2014
3.1.2. Responses must be submitted by 4:00 P.M., August 8, 2014
3.1.3. All responses must be properly marked with the name of the
company and title of the RFP and submitted in an envelope, or
suitable container, mailed or delivered to:
Katia Sarley
Palm Beach County Sheriffs Office
Purchasing Department
3350 Gun Club Road
West Palm Beach, Florida 33406
3.2. PROPOSER'S INQUIRIES
Proposer must submit any inquiries in writing (typed or clearly printed) to
the Sheriff's Office Purchasing Department. Illegible documents will not
receive a response. Inquiries should be sent in either or both of the
following methods:
Facsimile to (561) 688-3280
E-mail to: sarleyk@pbso.org
3.3. COMMUNICATIONS WITH PALM BEACH COUNTY SHERIFF'S OFFICE
3.3.1. Prior to the award of a contract, all Proposer communications
concerning this RFP should be directed in writing to:
Katia Sarley
Purchasing Department
Palm Beach County Sheriffs Office
3350 Gun Club Road
West Palm Beach, Florida 33406
Facsimile: (561) 688-3280, E-mail: sarleyk@pbso.org
3.3.2. Prior to the award of a contract, the Purchasing Department is the only
one empowered to represent the SHERIFF with respect to this RFP.
3.3.3. Proposers who seek to obtain information, clarification, or interpretation
from another Sheriff's Office official or employees are advised that such
Page 4 of 26
material is used at the Proposer's own risk, and the SHERIFF will not be
bound by any such representations.
3.3.4. Any attempt to bypass the authorities designated in this section may be
grounds for rejection of the Proposer's quote.
3.3.5. Proposers are expressly prohibited from contacting members,
personnel, employees, or agents of the Palm Beach County Sheriffs
Office or Palm Beach County Government for any purpose designed,
calculated or intended to, or with the reasonably discernible, predictable
or likely result of influencing, affecting or determining the result of this
proposal process. Proposers may pose all legitimate questions as
specified herein.
3.4. VERBAL REPRESENTATIONS
The SHERIFF disclaims any responsibility for any verbal representations or
information issued or conveyed by any party whomsoever regarding or relating
to this RFP.
3.5. RESPONSE TIME FOR INFORMATION
Proposers shall agree to provide any/all additional information and/or changes to
the proposal requested by the SHERIFF on a timely basis and/or within the
deadlines provided by the SHERIFF so as not to place the SHERIFF in an unfair
position of not having "reasonable time" to perform a fair and proper evaluation
of information, materials, proposals, etc., submitted to him for his review and
consideration. This clause applies to the solicitation, evaluation and negotiation
processes. Failure to comply with any and all deadlines set by the SHERIFF as
provided for in this clause may be cause for the immediate rejection of your
proposal.
3.6. RESPONSE FORMAT
3.6.1. It is very important that every Proposer provide a clear and concise
proposal for the SHERIFF to review due to the potential complexity of
this project. Your ability to accomplish this task will result in the
assurance that the SHERIFF understands your written submission
and, therefore, is able to do a fair and complete evaluation of your
work.
3.6.2. Delays caused by any delivery service, including the U.S. Postal
Service, will not be grounds for an extension of the RFP due date and
time.
3.6.3. Proposals received after the due date and time will be rejected and
shall not be considered.
Page 5 of 26
3.6.4. All Proposal documents (with the exception of the response format
tabulation spreadsheet — see section 6.) sent by facsimile or e-mail
will not be accepted.
3.6.5. Proposers shall execute and return the Original RFP document, and
shall also furnish to the SHERIFF, three (3) additional hard copies of
all proposal documents (copies may be made of the original RFP, after
it receives an original signature). Proposers are required to complete
and submit all proposal documents and forms furnished by the
SHERIFF.
3.6.6. All Forms provided by the SHERIFF must be completed in their
entirety, and submitted with the Proposal.
3.6.7. The SHERIFF reserves the right to issue addenda to this RFP. Any and
all Addenda to the RFP, which may be furnished to Proposers by the
SHERIFF, must also be duly executed, if required, and included with
the proposal documents returned to the SHERIFF.
3.6.8. When a corporation is a Proposer, the Corporate Certificate, furnished
by the SHERIFF must be executed, attesting to and in evidence of the
legal authority of the person signing the proposal or contract to do so.
3.6.9. The Proposer is assumed to be familiar with all Federal, State, and
Local Laws, Ordinances, Rules and Regulations that in any manner
affect the work.
3.6.10. Proposers shall have and maintain all licenses, permits, registrations,
authorization, and certifications required by applicable laws, codes,
rules and regulations in full force and effect at the time the proposal
is submitted and throughout the term of agreement.
3.6.11. Proposals must be signed in ink by an officer or employee having
authority to bind the company or firm.
3.6.12. Proposer's acknowledgment, certifying that the Proposer has read,
understands and is in agreement with the terms, conditions and
specifications, and that Proposer's Proposal fully complies with them
except as noted upon the Proposal, must be executed.
3.6.13. Proposers shall utilize the Proposer's Exceptions/Variance Forms
furnished by the SHERIFF to indicate any variance from specifications,
terms and/or conditions regardless of how slight.
3.6.14. If variations are not stated in the Proposal, on the specified forms, it
will be assumed that the product or service fully complies with the
specifications, terms, and conditions stated herein.
3.6.15. The SHERIFF reserves the right to require clarification or explanation
from the Proposer of any part or aspect of any Proposal received.
Page 6 of 26
3.6.16. Proposers are solely responsible for any and all costs associated with
preparing and submitting responses to this RFP, including attendance
at any site conference, oral interview, presentation or negotiation.
3.6.17. All documents and material submitted regarding this RFP become the
property of the Palm Beach County Sheriffs Office. All such records
are subject to Florida Public Records Laws (Chapter 119).
3.6.18. Any omissions of detail specifications stated herein, that would render
the materials/service from use as specified, will not relieve the
Proposer from responsibility.
TERMS AND CONDITIONS
4.1. EVALUATION PROCESS
Proposers will be evaluated on the following criteria:
4.1.1. Competitive pricing
4.1.2. Ability to respond to the specifications and requirements
4.1.3. Previous experience
4.1.4. Quality of service based upon references
4.2. AWARD OF CONTRACT
4.2.1. The contract shall be awarded to the most responsive, responsible and
best qualified Proposer meeting specifications, terms and conditions
and the needs of the SHERIFF, in the exclusive determination of the
SHERIFF.
4.2.2. The SHERIFF reserves the right to waive minor variations to
specifications, information, irregularities and technicalities in any
Proposals; to reject any or all Proposals in whole or in part with or
without cause, and/or make awards either as individual items or as a
total combined proposal, and/or to negotiate with Proposers, and/or to
accept responses that in his judgment will be in the best interest of the
Palm Beach County Sheriffs Office. The SHERIFF specifically reserves
the right to reject any conditional proposal, and will normally reject
those, which make it impossible to determine the true amount of the
Proposal. The SHERIFF shall not be obligated to issue any statement or
explanation as to the selection or non -selection of any Proposal.
4.2.3. Any Agreement resultant from this RFP shall not be assignable.
Proposer may not assign, sublet, convey or transfer its interest in the
Contract.
Page 7 of 26
4.3. TERM OF CONTRACT
4.3.1. The Contract to be entered into is contingent upon, and subject to the
appropriation and availability of sufficient County funds.
4.3.2. The Contract to be entered into is for the installation of RFID system
which includes validation, training, and maintenance to be completed
within six (6) months from the date of fully executed contract.
4.3.3. The Sheriff may terminate the Contract with or without cause, upon
thirty (30) days written notice to the Proposer.
4.4. INVOICING
4.4.1. All invoices shall be submitted to:
Palm Beach County Sheriff's Office
P.O. Box 24681
West Palm Beach, FL 33416
4.4.2. Payments are made via ACH (Automated Clearing House) disbursement
ONLY.
4.4.3. Payment process is based upon invoice receipt date.
4.5. PAYMENT TERMS
Payment terms shall be Net 30.
4.6. TAXES
The Palm Beach County Sheriff's Office is exempt from Federal and State taxes.
4.7. CONTRACT DOCUMENTS
4.7.1. The Contract, which results from this RFP, shall be comprised of a
Purchase Order and Contract Documents prepared by the SHERIFF.
The terms, conditions, specifications and provisions of the Contractual
Agreements, the Addenda and Amendments thereto and the RFP shall
take precedence over terms, conditions, specifications and provisions
expressed in Proposer's response or forms furnished by suppliers and
service providers.
4.7.2. The SHERIFF reserves the right to reject any or all proposed
Contractual Documents furnished by Proposer, or to negotiate the
modification of their content with Proposer.
Page 8 of 26
4.8. CHOICE OF LAW
In the event of a dispute over the announcements set forth herein, choice of law
shall be Florida with venue in Palm Beach County.
4.9. SEVERABILITY
Should any term, condition or provision of the RFP or the resultant Contract be
deemed invalid or unenforceable by judicial authority, the incompetent
provision(s) shall be severed from the RFP or Contract, however the remainder
of the RFP or Contract shall not be prejudicially affected, and shall remain in full
force and effect, valid and enforceable to the extent permitted by law.
4.10. AUTHORIZED SIGNATURE
The authorized representative's signature which is required on the RFP and
Contract must be made by an officer of the company.
4.11. REPRESENTATION OF PROPOSER
Proposer by virtue of submitting a proposal represents the Proposer has read,
understands and is in agreement with the RFP documents, and the proposal is
made in accordance therewith, to the extent not otherwise stated as an
exception or variance; the Proposer has become adequately familiar with the
local conditions where the work is to be performed; and the Proposer and their
subcontractors are qualified and licensed and authorized to do business and to
perform this work in Palm Beach County, Florida, prior to the submission of a
Proposal. Proposer further represents that Proposer and his subcontractors shall
conduct all business in a professional, ethical, orderly, efficient and courteous,
businesslike and non -adversarial manner throughout the term of the Agreement.
4.12. ANTI -COLLUSION DECLARATION
The Proposer, by virtue of issuing a proposal certifies the Proposer has not
divulged discussed or compared the proposal with other Proposers and has not
colluded with any other Proposer or parties to a proposal whomsoever. Proposer
further certifies and agrees that premiums, rebates or gratuities are prohibited
whether with, prior to, or after any delivery of material or services. Any such
violation will result in the cancellation of this contract and the removal of
offending parties from all RFP lists.
4.13. CONFLICT OF INTEREST
4.13.1. The Proposer and all sub -contractors shall disclose in writing as part of
their response any possible or potential conflicts of interest which are
known to, or reasonably should be known to the Proposer or sub-
contractors, which may exist between their firms and the SHERIFF.
Page 9 of 26
4.13.2. All Proposers and their subcontractors and business partners must
disclose with their Proposal, the name of any officer, director, agent or
employee who is also an employee or family member of an employee of
the Sheriff's Office.
4.13.3. Further, the Proposer must disclose the name of any Sheriff's Office
employee or family member or any elected official who owns, directly or
indirectly, an investment or other proprietary interest, in the firm or any
of its parent companies, subsidiaries or affiliates.
4.13.4. The Proposer and all sub -contractors and business partners shall
disclose in writing as part of their Proposal, any familial, personal or
business relationships between members of Proposer's, sub -contractor's
or business partner's firms and members of the Palm Beach County
Sheriffs Office, whether or not there is any belief that the relationship
might constitute a possible conflict of interest.
4.14. PUBLICITY
Any publicity giving reference to this Contract, whether in the form of press
releases, interviews, brochures, photographic or video graphic coverage, or
verbal or printed announcement, shall require the prior, written approval of the
Director of Administrative Services, Palm Beach County Sheriffs Office.
4.15. INDEMNIFICATION AND HOLD HARMLESS
4.15.1. The Proposer shall indemnify, save, and hold harmless the Sheriff of
Palm Beach County, Florida, the Palm Beach County Sheriffs Office and
Palm Beach County and their employees, appointees, agents, heirs,
officers and assigns, for any and all claims, suits and judgments against
the Sheriff of Palm Beach County, Florida, the Palm Beach County
Sheriffs Office, Palm Beach County, or their successors, employees,
appointees, agents, heirs, officers and assigns, arising out of, relating
to or resulting from the negligent, intentional, or wrongful act or
omission, or violation of any federal, state, or local law or regulation, by
the Proposer or their employees or agents in the performance of this
contact. The Proposer expressly understands and agrees that any
insurance protection required under the Contract or otherwise provided
by the Proposer shall in no way limit the responsibility to indemnify as
herein provided.
4.15.2. The Proposer shall indemnify, save, and hold harmless the Sheriff of
Palm Beach County, Florida, the Palm Beach County Sheriff's Office and
Palm Beach County, and their employees, appointees, agents, heirs,
officers and assigns, et al. from all suits, claims and actions brought or
instituted by any Proposer or employee of Proposer, any Proposer
supplier or laborer hired by Proposer, who has performed work or
services, or furnished materials in or about this project, or any action
occasioned by a violation of copyright, trademark or patent rights in
manufacturing, producing or selling any materials or services under this
contract.
Page 10 of 26
4.16. RIGHT TO AUDIT
4.16.1. Proposer shall maintain all financial and non -financial records and
reports directly related to the performance of this Agreement. Such
records shall be maintained for a period of five (5) fiscal years after
termination of this contract.
4.16.2. The SHERIFF, or his designee, shall have the right to examine and
obtain true duplicate copies of all such records. However, any such
records which Proposer deems trade secret or proprietary shall not be
further disclosed without Proposer's consent unless otherwise ordered
by a court of competent jurisdiction.
4.16.3. In the event that the SHERIFF should become involved in a legal
dispute with a third party arising from performance under this
Agreement, upon written request of SHERIFF, Proposer shall extend the
period of maintenance of all records relating to the Agreement until the
resolution of the legal dispute. The Proposer further agrees to provide
reasonable cooperation in SHERIFF's defense of any such claim or
dispute.
4.17. DISCLOSURE OF LAWSUITS, CONTRACTS TERMINATED FOR CAUSE, CLAIMS
AND OFFICIAL COMPLAINTS
4.17.1. Proposer shall disclose in writing with his Proposal the existence of, and
all pertinent details including the cause of action, the identities of all of
the parties to the action, the date(s), the jurisdiction and location and
disposition or current status of any and all lawsuits, litigation, legal
actions or judgments, of any sort or character, which have been
brought against Proposer, his affiliates, subsidiaries, parent
corporations, business partners or subcontractors, or which name or
involve any of the officers, principals, owners, employees or agents of
said entities, by any party or entity whomsoever, arising from or
relating to the provision of the services sought by this RFP.
4.17.2. Proposer shall furnish written disclosure of all such actions, which have
been brought, filed, litigated or resolved within the past seven (7)
years, as well as those which are current, or pending.
4.17.3. Proposer shall disclose in writing with his Proposal the existence of, and
all pertinent details and date(s) the jurisdiction and location and
disposition or current status of any and all complaints of any sort or
character which have been registered or filed with any Federal, State or
Local government or regulatory agency, inclusive of, but not limited to
the Department of Insurance of any State or Territory, which have been
brought against Proposer, his affiliates, subsidiaries, parent
corporations, business partners or subcontractors, or against any of the
officers, principals, owners, employees or agents of said entities, by any
party or entity whomsoever, arising from or relating to the provision of
the services sought by this RFP.
Page 11 of 26
4.17.4. Proposer shall furnish written disclosure of all such complaints which
have been brought, filed, or registered, whether resolved or not, during
the past seven (7) years, as well as those which are current or pending.
4.17.5. Proposer shall also disclose any potential, future Contract terminations
regarding which Proposer or his affiliates, subsidiaries, parent
corporations, business partners or subcontractors, or any of the
officers, principals, owners, employees or agents of said entities have
received notice or other indication of the intention of any party or entity
to terminate a Contract for cause.
4.17.6. Proposer shall disclose in writing with his Proposal the existence of, and
all pertinent details including the circumstances and sums involved, the
identities of all of the parties, the date(s), the location and disposition
or current status of all Debt Defaults involving Proposers, his affiliates,
subsidiaries, parent corporations, business partners or subcontractors,
or any of the officers, principals, owners, employees or agents of said
entities associated with the provision of the services sought by this RFP.
Whether or not the matter has or will result in any form of legal action.
4.17.7. Proposer shall furnish written disclosure of all such Debt Defaults,
whether resolved or not, during the past seven (7) years, as well as
those which are current or pending.
4.17.8. Proposer shall also disclose any potential, future Debt Defaults
regarding which Proposer or his affiliates, subsidiaries, parent
corporations, business partners or subcontractors, or any of the
officers, principals, owners, employees or agents of said entities have
received notice or other indication of the intention of any party to
declare a default upon a financial obligation.
4.17.9. Proposer's failure to in good -faith, make full, complete and accurate
disclosure pursuant to this section, shall constitute cause for rejection
of the Proposal as unresponsive, or subsequent termination of contract
due to the material breach of the contract.
4.18. FINANCIAL STATEMENT AND CORPORATE DOCUMENTS SUCH AS BANK
STATEMENTS CERTIFIED FINANCIAL STATEMENTS, ETC.
4.18.1. Proposers shall submit a recently audited, certified annual financial
statement/report, identifying assets and liabilities, and the results of its
operations.
4.18.2. Proposers shall submit audited, certified annual financial
statements/reports, identifying assets and liabilities, and the results of
its operations, for the past five (5) years.
4.18.3. All financial statements should be complete, and include the
independent auditor's report.
Page 12 of 26
4.18.4. Proposers shall submit two (2) bank references, inclusive of the name,
address, and telephone number of a specific contact person at each
financial institution.
4.18.5. Proposers shall submit bank statements for all corporate accounts for
the past year.
4.18.6. Proposers shall furnish a clear and accurate copy of their Articles of
Incorporation, business licenses and other such pertinent documents,
which substantiate the legitimacy of the corporation and the
corporation's legal capacity to conduct the type of business solicited by
this RFP, within the State of Florida.
4.18.7. Proposers must clearly indicate and identify any business partner,
Proposer or subcontractor, and shall clearly explain the relationship of
their organizations.
4.18.8. All corporate documents, including financial statements and references,
licenses and any and all other such documents and submissions as are
required by this RFP must also be furnished by business partners,
contractors and subcontractors.
4.19. PROPOSER'S EXPERIENCE AND REFERENCES
4.19.1. Proposer shall provide a minimum of three (3) references for
evaluation purposes as follows:
4.19.1.1. Agency Name and Mailing Address
4.19.1.2. Agency Head — Name, Telephone Number, Facsimile
Number, E-mail Address
4.19.1.3. Contact Person — Name, Telephone Number, Facsimile
Number, E-mail Address
4.20. INSURANCE REQUIREMENTS
4.20.1. WORKERS' COMPENSATION
The Proposer shall have and maintain during the life of this contract
Workers' Compensation Insurance for all employees who will be
working for Proposer in connection with the services associated with
this RFP, and in the event any work is sublet, the Proposer shall
require that subcontractors provide Workers' Compensation Insurance
for subcontractor's employees, unless they are covered by the prime
Proposer's policy. Such insurance must fully comply with the Florida
Workers' Compensation Law. In case any class of employee engaged
in work under this contract is not protected under the Workers'
Compensation statute, the Proposer shall provide, and cause each
subcontractor to provide adequate insurance, acceptable to the Palm
Page 13 of 26
Beach County Sheriff's Office, for the protection of employees not
otherwise protected.
Workers' Compensation and Employee Liability
Each Occurrence $1,000,000
Each Employee $1,000,000
4.20.2. General Liability
Each Occurrence $1,000,000
4.20.3. Excess Liability
Each Occurrence $1,000,000
4.20.4. Professional Liability $3,000,000
Per Occurrence
Per Person
4.20.5. Certificates of the above referenced coverage, listing the Palm Beach
County Sheriff's Office as an additional insured, shall be forwarded to
the Palm Beach County Sheriffs Office upon execution of the final
Agreement.
4.20.6. Loss Deductibles:
The Palm Beach County Sheriff's Office shall be exempt from, and in
no way liable for, any sums of money, which may represent a
deductible in any insurance policy. The payment of such deductibles
shall be the sole responsibility of the Proposer obtaining such
insurance.
4.20.7. Insurance Cancellation:
In the event that any coverage is terminated, canceled, or modified
for any reason, the Palm Beach County Sheriffs Office shall be given
immediate written and verbal notice. Cancellation of any of the above
referenced insurance coverage's shall be grounds for termination of
this contract by the Palm Beach County Sheriffs Office.
4.20.8. Companies providing insurance coverage shall have not less than an
"A" rating by the A.M. Best Company of Oldwick, New Jersey.
4.20.9. Occupational License Requirement:
Any person, firm, corporation or joint venture, with a business
location within Palm Beach County and who is submitting a Response
under this RFP shall meet all appropriate Occupational License
requirements. A copy of the license should be submitted with the
response to the RFP.
Page 14 of 26
4.21. ACCESS OF PROPOSER'S PERSONNEL
4.21.1. Prior to obtaining access to any Sheriff's Office facility, all employees
of the Proposer providing services at any of the Sheriff's Offices
facilities must undergo a security screening, in accordance with the
Palm Beach County Criminal History Record Check Ordinance and its
amendments. Any employee of the Proposer with a disqualifying
offense will be denied access to the Sheriff's Office facilities. The
Sheriff's Office will also perform an independent background check on
persons requesting access to any of its facilities, and reserves the
right to deny access to any individual deemed undesirable, regardless
of their having met the approval standards of the County ordinance.
Persons requesting unescorted access will be required to submit to a
Live Scan Fingerprint check prior to access being granted.
4.21.2. Any employee of the Proposer who has completed the Sheriff's Office
background check and has been approved for access is required to
notify the Sheriff's Office if they are subsequently arrested, charged
with a crime or know they are the subject of an investigation. Failure
to notify the Sheriff's Office will result in a denial of
access. Continued access will be evaluated on an individual basis.
4.21.3. The Palm Beach County Sheriffs Office has the right to reject any
person, or firm, and to remove from the site any person or firm
employed or engaged by the Proposer.
4.21.4. The Palm Beach County Sheriff's Office reserves the right to conduct
a background check of any employee of the Proposer assigned to
provide services under this contract and to request any additional
investigative background information from the Proposer.
4.21.5. The Proposer agrees that its employees are a reflection of the Palm
Beach County Sheriff's Office. Therefore, the Proposer agrees that its
employees will conduct themselves in a courteous, orderly, ethical
and professional manner at all times.
4.21.6. No employee of the Proposer who is engaged in any way with the
requirements of this Contract with the Palm Beach County Sheriff's
Office shall be a convicted felon, or convicted of a misdemeanor
involving moral turpitude, regardless of whether adjudication was
withheld in either case, or be currently on probation for any criminal
charges.
4.21.7. The Proposer agrees and understands that its employees shall use
neither controlled substance, unless prescribed, illegal substances,
nor alcohol while performing the requirements of the Contract.
4.21.8. The Proposer shall be responsible, except as otherwise prohibited by
law, for the acts of their employees while on duty. The employees of
the Proposer shall be considered at all times its employees, and not
the employees or agents of the Palm Beach County Sheriffs Office.
Page 15 of 26
4.21.9. The Proposer agrees to remove from service any assigned employee
who, in the opinion of the Palm Beach County Sheriffs Office is not
.performing the services in a proper manner, or who is incompetent,
disorderly, abusive, dangerous, disruptive, or does not comply with
the rules and regulations of the Palm Beach County Sheriffs Office,
and all Federal, State and Local rules, laws and regulations. Such
removal shall in no way be interpreted to require dismissal or other
disciplinary action of the employee by the Proposer.
4.22. FIRM FIXED PRICING
This is a firm fixed price contract. No other additional costs or fees will be
accepted.
4.23. CONFIDENTIALITY
The Proposer acknowledges that the Sheriff's Office is a governmental agency
and may be required to disclose certain information pursuant to Florida's Public
Records laws, including Chapter 119, Florida Statutes. The Sheriff's Office will
give reasonable prior notice to Proposer of any request for records or information
marked "proprietary" or "trade secret" by the Proposer. Upon such notice, the
Proposer shall immediately seek a protective order or other appropriate remedy,
at its own expense, or waive its claim of confidentiality. If such protective order
or other remedy is not promptly obtained, or if the Proposer waives its claim of
confidentiality, the Sheriff's Office shall disclose the requested records in
accordance with Florida's Public Records laws.
S. PR03ECT SPECIFICATIONS
5.1. Administration Software
5.1.1. Site level administrator to run system for agency -wide use.
5.1.2. User administration to allow for user activation/deactivation, password
resets, and restrictions by role.
5.1.3. Location management to allow for changes in facility layout, additions,
and deletions
5.1.4. Allow file import/export of data for
5.1.4.1 Item status with description
5.1.4.2 RFID Servers
5.1.4.3 Configuration of email rules for email server, password, login
time, history data, and login attempts, etc.
5.1.4.4 Alert engine based on business rules
5.1.4.5 Add Coverage
5.1.5. Alert Management — view and edit alerts; view alert log.
5.1.6 System Dashboard.
5.1.6.1. Gives system data regarding read size, alerts, tags
commissioned, database, users log file, RFID reader status, and
item summary.
5.1.6.2. View log file
5.1.7. Audit Log
Page 16 of 26
5.2. Evidence Tracking - Software
5.2.1. Chain of Custody
5.2.1.1. Field Access — Tags Printable at Crime Location
5.2.1.2. Links and integrates with ]usticTrax and SQL based Laboratory
Information Management System (LIMS) for receiving packages,
uploading manifest, accession case, chain of custody, inventory
page, assignment of evidence, and transfer of custody.
5.2.2. Management
5.2.2.1. Display case, item, and tag number
5.2.2.2. Field access — tags printable at crime location
5.2.2.3. Case custody, and history reports
5.2.3. Location Tracking
5.2.3.1. Antenna placement at points of exit, entry and key positions
within the vault
5.2.3.2. Mapping of evidence room with feet/inches precision
5.2.3.3. Grid Solution or highest resolution available
5.2.3.4 Portable tracking devices, i.e. hand scanners
5.3. Hardware and General
5.3.1. Hand Held Scanner
5.3.1.1. Must Support WiFi — 802.11g/n
5.3.1.2. Must Support WPA2 Encryption
5.3.1.3. Must be GPS Capable
5.3.2. Antenna
5.3.2.1. Must have the ability to determine if a tag is entering or leaving
an area
5.3.3. Reader
5.3.3.1. Must support Power over Ethernet (PoE)
5.3.4. Equipment
5.3.4.1. Fifteen (15) barcode printers in thermal resin or compatible
5.3.4.2. Ten (10) hand-held RFID barcode scanners
5.3.4.3. Permanent RFID tags for staff
5.3.4.4. RFID tags
5.4. Areas of Installation and Support
5.4.1. Belle Glade
5.4.1.1.
Evidence Vault
5.4.1.2.
Impound Lot Building
5.4.2. Lake Worth
5.4.2.1.
Evidence Vault
5.4.2.2.
Homicide Room
5.4.2.3.
Office
5.4.3. Stockade
5.4.3.1.
Building W
5.4.3.2.
Building X
5.4.3.3.
Impound Lot
5.4.4. PBSO
Head Quarters Building
5.4.4.1.
10 Print
5.4.4.2.
Photo Lab
Page 17 of 26
5.4.4.3.
Latents
5.4.4.4.
Crime Scene Processing
5.4.4.5.
Firearms
5.4.4.6.
Lab Evidence
5.4.4.7.
Chem istry/Toxicology/FBU Hallway
5.4.4.8.
Chemistry
5.4.4.9.
Toxicology
5.4.4.10.
Forensic Biology
5.4.4.11.
Crime Scene Office
5.4.4.12.
Property Evidence
5.4.4.13.
Drug Building
5.4.4.14.
Impound Lot
5.4.5. Royal
Palm Beach Vault
5.4.6. Districts Support
5.4.6.1.
District 3
5.4.6.2.
District 4
5.4.6.3.
District 6
5.4.6.4.
District 7
5.4.6.5.
District 10
5.4.6.6.
District 14
5.4.6.7.
Airport
5.4.6.8.
Auto Theft
5.5. Validation
5.5.1. PBSO Crime Lab installation
5.5.2. Provide PBSO Crime Lab specific Users' Manual in Microsoft Word
compatible format containing all data that supports the efficacy of the
system.
5.6. Training
5.6.1. To be provided upon the installation, and any subsequent updates.
5.6.2. Provide system administrator training
5.6.3. Provide staff training
5.7. Collaboration
5.7.1. Collaborate with our current supplier - Justice Trax
5.7.2. Collaborate with PBSO's internal units - Telecommunications Unit and
Information Technology
Page 18 of 26
6.0. PROPOSERS' RESPONSE
6.1. Detailed proposal for the fulfillment of specified project.
6.2. Provide project outline in Microsoft Project or compatible showing major milestones
and interdependencies.
6.3. Complete accompanying spreadsheet and submit electronically in Microsoft Excel or
compatible document to sadeyk@pbso.org. Example of spreadsheet is shown
below.
* It is understood that days far each section may overlap -
Not to be totaled.
Page 19 of 26
6.4. PROPOSER'S EXCEPTION/VARIANCE FORM
PROPOSER NAME:
PROPOSER INDICATES THAT THE PROPOSAL IS AT VARIANCE FROM, OR TAKES EXCEPTION
WITH THE TERMS, CONDITIONS OR SPECIFICATIONS OF THE RFP, AS SPECIFIED HEREIN (IF
NO EXCEPTIONS OR VARIANCE ENTER "NONE'):
SECTION I PAGE DETAILS OF EXCEPTION OR VARIANCE
NUMBER NUMBER
Page 20 of 26
6.5. PROPOSER'S CERTIFICATION
Proposer certifies reading, understanding and agreeing with the terms, conditions, and
specifications contained in the RFP, and all attachments and addenda thereto, and further
certifies that their Proposal fully complies with them, except as noted upon the Proposal's
Exception/Variance Form(s) submitted with the Proposal.
Name/Title (Typed)
Company
Signature
Date
Page 21 of 26
6.6. CORPORATE CERTIFICATE
I, , certify:
1. That I am the
(OFFICER TITLE)
named:
which is chartered under the laws of the State of
and
2. That
(NAME)
or contract on behalf of the corporation, was then
and,
of the corporation
who signed this RFP
(OFFICER TITLE)
3. That said RFP or contract was duly signed for and in behalf of said corporation by authority
of its governing body and bylaws, and that such authority is within the scope of its corporate
powers.
SIGNATURE
POST OFFICE ADDRESS:
COUNTY:
STATE:
Corporate Seal
Page 22 of 26
PALM BEACH COUNTY SHERIFF'S OFFICE
SWORN STATEMENT CONCERNING
PUBLIC ENTITY CRIMES
The Palm Beach County Sheriffs Office has elected to follow Section 287.133, Florida Statutes,
concerning Public Entity Crimes. Accordingly, this form must be signed and sworn to in the
presence of a notary public or other official authorized to administer oaths.
1. This sworn statement is submitted to the Palm Beach County Sheriffs Office by
for
Print individuals name and title
Print name of entity submitting sworn statement
Whose business address is:
and (if applicable) its Federal Employer Identification Number (FEIN) is:
(if the entity has no FEIN, include the Social Security Number of the individual signing this
sworn statement:
2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida
Statutes, means a violation of any state of federal law by a person with respect to and
directly related to the transaction of business with any public entity or with an agency or
political subdivision of any other state or with the United State, including, but not limited
to, any bid or contract for goods or services, any lease for real property, or any contract
for the construction or repair of a public building or public work, involving antitrust,
fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentations.
3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b),
Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or
without an adjudication of guilt, in any federal or state trial court of record relating to
charges brought by indictment or information after July 1, 1989, as a result of a jury
verdict, non -jury trial, or entry of a plea of guilty or nolo contendere.
Page 23 of 26
4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes,
means:
A. A predecessor or successor of a person convicted of a public entity crime; or
B. An entity under the control of any natural person who is active in the
management of the entity and who has been convicted of a public entity crime.
The term "affiliate" includes those officers, directors, executive, partners,
shareholders, employees, members and agents who are active in the
management of an affiliate. The ownership by one person of shares constitution
a controlling interest in another person, or a pooling of equipment or income
among persons when not for fair market value under an arm's length agreement,
shall be a prima facie case that one person controls another person. A person
who knowingly enters into a joint venture with a person who has been convicted
of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
5. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes,
means any natural person or entity organized under the laws of any state or of the
United States with the legal power to enter into a binding contract and which bids or
applies to bid on contracts let by a public entity, or which otherwise transacts or applies
to transact business with a public entity. The term "person" includes those officers,
directors, executives, partners, shareholders, employees, members and agents who are
active in management of an entity.
Based on information and belief, the statement which I have marked below is true in relation to
the entity submitting this sworn statement. You must indicate which statement applies.
❑ Neither the entity submitting this sworn statement, nor any of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in
the management of the entity, nor any affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989.
❑ The entity submitting this sworn statement, or one or more of its officers, directors,
executives, partners, shareholders, employees, members or agents who are active in the
management of the entity, of an affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989.
❑ The entity submitting this sworn statement, or one or more of its officers, directors,
executives, partners, shareholders, employees, members or agents who are active in the
management of the entity, or an affiliate of the entity has been charged with and convicted of a
public entity crime subsequent to July 1, 1989. However, there has been a subsequent
proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings
and the Final Order entered by the Hearing Officer determined that it was not in the public
interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach
a copy of the Final Order).
Page 24 of 26
6. I understand that 'judgment" as defined in paragraph 55.01, Florida State Statutes,
means any sum of money that was awarded by judgment against any person(s) or
entity under the control of any natural person who is active in the management of the
entity.
Has your entity or person(s) in management had judgment entered against it?
❑ No
❑ Yes (If yes, provide a copy of the judgment)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR
THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY
ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN
WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC
ENTITY PRIOR TO ENTERING INTO A CONTRACT OF ANY CHANGE IN THE INFORMATION
CONTAINED IN THIS FORM.
Signature below represents and warrants that he or she has authority to bind the company on
whose behalf he or she has executed this document.
(Signature)
Sworn to and subscribed before me this day of , 20_
Personally known
Or Produced identification
(Type of identification)
Notary Public — State of
My Commission Expires
(Printed typed or stamped)
Commissioned name of Notary Public
(Notary Public Signature)
Page 25 of 26
W.
DRUG FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that
does:
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy
of maintaining a drug free workplace, and available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
proposed a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of
working on the commodities or contractual services that are under RFP, the employee will
abide by the terms of the statement and will notify the employer of any conviction or, plea
of guilty or nolo contender to, any violation of Charter 893 or of any controlled substance
law of the United States or any state, for a violation occurring in the workplace no later than
five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee
who is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
Signature below represents and warrants that he or she has authority to bind the company on
whose behalf he or she has executed this document.
Name: Signature: Date:
(Print)
Page 26 of 26
ReAjoE; EXHIBIT B A Division or patterson•pope
Palm Beach County Sheriff Office
Request for Proposal Radio Frequency Identification
RFP #14-0507-330/KS
February 10, 2015
Letter of Transmittal
This updated proposal is the response by Patterson Pope/FileSolve to Palm Beach County
Sheriff Office's (PBSO) Radio Frequency Identification System Request for an updated Phase
Approach Proposal. We have structured our response based on our understanding of the
needs of PBSO. This proposal is a firm offer for 180 calendar days from the date of the
opening, and is based on the steps and quantities indicated within our proposal. All prices
quoted are firm and fixed for the full contract period and supersede any previous offers.
The information contained in this proposal or any part thereof, including any exhibits,
schedules, and other documents and instruments delivered or to be delivered to PBSO, are
true, accurate and complete. This proposal includes all information necessary to ensure that
the statements therein do not in whole or in part mislead PBSO as to any material facts.
Primary contacts within Patterson Pope/FileSolve for PBSO will be:
Chip Didden - Senior Account Manager, authorized to negotiate
Carlos Jimenez - FileSolve Account Manager, principal contact and service representative
Thank you for the opportunity to respond to this RFP. We look forward to this and future
opportunities to meet PBSO's needs.
Best Regards,
Denny Hammack
President, Patterson Pope Inc.
704.716.3950 (Office)
704.523.4499 (Fax)
dhammack@pattersonpope.com
il�il'1�7
RFID System Phased Approach
Phase I
A [division of pattersornpope
For Phase I Patterson Pope/FileSolve has included 2 Handheld RFID Scanner, 6 RFID
Printers/Encoders, 50k RFID Labels for use with the printers, RFID Tags or Employee Cards
for the Crime Lab Employees, and fixed RFID Readers/Antennas to provide coverage for
the following areas:
- 2nd Floor Hallway
- 2nd Floor Lab Evidence Window
- 2nd Floor Lab Evidence Main room
- Front Entrance to Property Evidence Vault
- Rear Entrance/Garage Door to Property Evidence Vault
- Entrance to Main Evidence Room (with SpaceSaver Mobile)
- Homicide Evidence
- Long Rifle/Handgun Area
- Main Evidence/SpaceSaver Mobile Aisles
Our RFID Middleware Application will be installed and configured to communicate with the
fixed RFID Reader Portals and populate a SQL Database with Tag Reads. Information
captured will be tags read (RFID Tag Value as well as Barcode value), Date/Time read,
Location of the tag read. This will allow other systems to do a lookup against this database
to find last known location of a tagged item as well as view Audit Trail information and
Item "movement". A license for each RFID Fixed Reader used will be provided.
The Main Evidence vault area that includes the large SpaceSaver Mobile system will have
coverage for the aisle entrances in this phase. This will allow a user to determine which
aisle a tagged item was last seen in. After testing and configuration, this can be expanded
in Phase II.
ReAjoS
A DiuiSlon of patterson•pope
Phase I Items (Hardware/Software/Tags/Customization/Install & Training):
RFID Hand Held Scanner
7$65',000
*2 Scanners Recommended for Phase I
RFID Fixed Readers/Antennas
Coverage for Areas Listed
RFID Middleware Software with license for Simple Tracking
$9,000
Application and SQL Database (**See Addendum for Description)
10 Days On -Site Testing, Installation &Training
$9,000
*Days may not be consecutive
50k RFID Tags for use with RFID Printers
$20,000
* Exact model to be selected after on -site testing
RFID Tags or Employee Badges for Crime Lab Employees
Included
* Exact model to be selected after on -site testing
6 RFID Printer/Encoders
$30,000
Professional Services/Programming Charge
$10,000
*Includes integration of RFID Printers with Existing Software, Custom Reports to
Lookup Items, Integration of SQL Database with Existing Software Systems
TOTAL SYSTEM PRICE
$151,000
A Division of patterson•pope
Phase II
During Phase I Patterson Pope/FileSolve will be testing a new Matrix RFID Portal in the
Main Evidence Vault that should help provide grid coverage of tagged items. Phase II will
consist mainly of adding additional hardware where needed and desired. PBSO I.T. staff
will have been trained in Phase I on how to install and configure hardware so there will not
be many professional services hours needed from Patterson Pope/FileSolve. The option
will be available to purchase an Enterprise License for the Middleware Application that will
remove the $399 per device middleware license for hardware.
Phase ll Items (Hardware/Software):
Regular RFID Portal/Read Zone:
Includes One 4 port fixed RFID reader, 4 antennas, cables
Matrix RFID Portal/Read Zone:
$5,500 per Portal
$6,500 per Portal
RFID Middleware Device License Per Portal $399 per Portal
*Does not apply if Enterprise
License is purchased
RFID Middleware Enterprise License (Unlimited Devices)
$23,500
5 Days On -Site Testing, Installation &Training I $5000
*Days may not be consecutive
ReAjoSA Division of patterson•pope
Addendum - Included Software Description
Middleware: The heart of the proposed RFID Solution is our RFID Middleware Application.
The RFID Revolutions Express Middleware allows easy integration of hardware (Fixed
Readers and Hand Held Scanners/Data Collection Devices) with existing software systems
and databases or new software systems and databases. It allows quick deployment of
hardware and quick development of custom services and packages for integration into
multiple systems. Many of the packages and services already created will be used with this
solution such as:
- Importing Data
- Receiving Information from RFID Fixed Readers and Populating a SQL Database
- Communicating with Hand Held RFID Scanners (Wirelessly or Docked)
- Notifications (E-Mail, Visual Alerts, etc.)
- GPIO Devices such as motion detectors
The middleware application runs as a Windows Service on a server and communicates with
RFID Hardware to allow you to see status, configuration, etc. The client app for the RFID
Revolution Express middleware can be installed on multiple computers.
Simple Tracking Plus Software: Included with the system is an enterprise license of our
Simple Tracking Plus Software. The program integrates through the middleware with all
RFID hardware to a SQL Database. This allows users to have a front-end application to
search the database for a specific item and view the last detected physical location, as well
as an audit trail or "chain of custody" for all previous detected locations, along with a
date/time stamp.
Simple Tracking Plus also allows users an easy method to edit data in the database either
through the front end software installed on the PC, or directly on the RFID Hand Held
scanner. All data synchronizes through the middleware to ensure the hand held scanners
and SQL database have the same updated information.
AGREEMENT BETWEEN THE CITY OF DANIA BEACH, FLORIDA
AND PATTERSON POPE, INC., A FOREIGN CORPORATION
AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA, UTILIZING
PRICING FROM A PALM BEACH COUNTY REQUEST FOR
PROPOSAL ("RFP") NO. 14-0507-330-KS PRESENTLY EXISTING
BETWEEN THE CONTRACTOR AND THE PALM BEACH COUNTY
SHERIFF FOR THE INSTALLATION OF A RADIO FREQUENCY
IDENTIFICATION SYSTEM (RFID)
This is an Agreement ("Agreement") dated , 2019, between the
City of Dania Beach, Florida, a Florida municipal corporation ("City"), with its principal place
of business located at 100 West Dania Beach Boulevard, Dania Beach, Florida 33004 and
Patterson Pope, Inc., a foreign corporation authorized to conduct business in Florida
("Contractor"), with its principal mailing address of Post Office Box 790138, Charlotte, North
Carolina 28206-7901.
In consideration of the mutual covenants, terms and conditions contained in this
Agreement, and other good and valuable consideration, the adequacy and receipt of which are
acknowledged and agreed upon, the parties agree to the following:
1. The agreement existing between the Contractor and the Palm Beach County Sheriff and
any amendment(s) to it, under an award by Palm Beach County Sheriff of a contract
(pursuant to RFP No. 14-0507-330-KS, copies of which documents are attached as
composite Exhibit "A", and made a part of and are incorporated into this Agreement by
this reference), shall be considered as part of this Agreement between the City and the
Contractor; provided, however, that if Contractor contracts with any other governmental
agency in the South Florida area and service rates are lower than those afforded to Palm
Beach County, or any city in Florida for these same services, then Contractor shall
provide such lower service rates to the City.
2. City agrees to pay the Contractor a not to exceed amount of Fifty Four Thousand Two
Hundred Fifty Dollars ($54, 250.00), which will be billed in City monthly increments.
3. That in all other respects, the terms of the Palm Beach County RFP applies to this
Agreement.
4. City or Contractor may request changes that increase, decrease or otherwise modify the
Work, as described in this Agreement. These changes may affect the compensation, and,
if so, they must be described in a written Amendment to this Agreement, executed by the
authorized agents of both of the parties, prior to any deviation from the terms of this
Agreement. In no event will Contractor deviate or permit deviation from the Work
described in Exhibit `B" attached to this Agreement without the City's advance written
consent.
IN WITNESS OF THE FOREGOING, the parties have set their hand and seal the day
and year first written above.
ATTEST:
THOMAS SCHNEIDER, CMC
CITY CLERK
APPROVED AS TO FORM AND
CORRECTNESS:
THOMAS J. ANSBRO
CITY ATTORNEY
2
CITY:
CITY OF DANIA BEACH, FLORIDA,
a Florida municipal corporation
LORI LEWELLEN
MAYOR
COLIN DONNELLY
ASSISTANT CITY MANAGER
WITNESSES:
Signature
PRINT Name
Signature
PRINT Name
STATE OF _
COUNTY OF
CONTRACTOR:
Patterson Pope, Inc., a foreign corporation
authorized to conduct business in Florida
Signature
PRINT Name
Title
Dated: , 2019
The foregoing instrument was acknowledged before me on , 2019,
by , as of Patterson Pope, Inc., a foreign
corporation authorized to conduct business in Florida, on behalf of the company. He/she is
personally known to me or has produced
as identification.
My Commission Expires:
3
Notary Public, State of
Print Name
RFID TRACKING SYSTEM
The following is an overview of a RFID Tracking System for City of
Dania Beach. The purpose of the initial system will be to RFID tag all
building permits/plans for tracking purposes.
There will be 3 main features in the initial RFID System:
- RFID tag new permits/plans as they are created
- Inventory RFID Tagged Items on Demand with a handheld
scanner
- Track movement of RFID Tagged Items with Fixed Portals
As discussed, future phases can be built upon the foundation set in
this initial phase, such as asset management.
Software & Database
• SQL Database with RFID Middleware
• Encoding Software to program RFID Tags
• Tracking Plus Software to View & Search for RFID Tagged
Items
The RFID Tracking Plus software will be used to keep track of RFID
Tagged items and display an audit trail to users.
The RFID Revolution Express middleware program will be provided to
facilitate communication between RFID Hardware, Software GUI's,
and the SQL Database.
RFID Hardware
A handheld RFID scanner will be provided with the initial system. The
scanner is capable of performing an inventory of RFID tagged items,
encoding RFID Tags, and searching for a tagged item. The handheld
scanner has been tested and certified to work with all software and
middleware.
4 RFID Fixed Readers will be provided as part of the solution. 2 of
the readers will be installed in the initial permitting area and will
provide coverage for the front area, cabinets and shelves, as well as
back area cubicles and offices area. Up to 8 antennas will be
installed in these areas to provide coverage for RFID Tagged items.
2 additional readers will be provided for the second area providing
coverage for the intake area, back room, and hallway area in the
back. Up to 6 antennas will be installed in these areas to provide
coverage.
A 1 year manufacturer's warranty is provided with all hardware.
RFID Tags
RFID Solutions will provide a wet inlay RFID sticker tag that will be
compatible with all software and hardware provided. Exact RFID Tag
will be chosen after on -site testing is performed to ensure best
performing tag is selected.
City of Dania Beach Required Items
The following items are not included in this proposal and are the
responsibility of the City of Dania Beach:
- Windows based PC or Server for Middleware Software
- MS SQL Server (SQL Express can be used and is free)
- Network Drops in areas where RFID Readers are to be
installed
- Assign Static IP Address for fixed Readers and Encoders
Installation/Configuration/Training
Patterson Pope will perform on -site installation, configuration, and
training services for this initial phase. A custom user guide and/or
training videos will be provided to assist staff with system use after
on -site training is complete. On -going support will be provided via E-
Mail, Phone, and GoToMeeting as needed with a valid support
contract. 12 month annual maintenance included with initial system
purchase.
Patterson Pope
Remit To:
10321 S. Medallion Dr.
Cincinnati, OH 45241
Phone: (704) 523-4400
Fax (�04) 523-4499
Instal o
Eleanor Norena
City of Dania Beach
100 W Dania Beach Blvd
Dania Beach, FL 33004
(954) 924-6805 ext 3645
enorena@daniabeachfl.gov
patterson • pope
Quote #:
Drawing Ver:
SPACE MADE SIMPLE.
Date:
Expires On:
Bill To
City of Dania Beach
100 W Dania Beach Blvd
Dania Beach, FL 33004
Proposal
Q-15541-1
315750
9/10/2018
12/4/2018
SALESPERSON EMAIL DELIVERY METHOD I PAYMENT METHOD
Carlos Jimenez cjimenez@filesolve.com 40% Deposit/Progress Pay
Group Name
Description
Net Total
RFID System
RFID Tracking System for Permits
$48,450.00
- Includes Tracking Plus Software System
- Unlimited User License
- 4 RFID Readers & up to 14 Fixed Antennas
• 2 Readers in Initial Permitting Area
• 2 Readers in additional area
- 1 Handheld RFID Scanner
- 1 USB Attached RFID Encoding Scanner
- 5,000 RFID Tags
- On -Site installation and Training
- 1 Year Maintenance and Support Included
Handheld RFID
Additional Handheld RFID Scanner
$4,500.00
- Includes license for Tracking Plus Software
USB Encoding Scanner
USB Attached Encoding RFID Unit
$1,300.00
- Includes Tracking Plus Software License
Sub Total:
$54,250.00
Estimated Total Tax:
Grand Total:
$54,250.00
Important Proposal Notes
Applicable sales tax and final shipping charges will be added to the invoice if not indicated above.
Patterson Pope requires a purchase order for each individual accepted quote.
40% Deposit with system order, 30% progress payment with hardware installation, balance due after system installation complete.
Signature below indicates acceptance of this proposal and of the attached terms and conditions.
Signature:
Name (Print):
Page 1 of 2
Effective Date:
Title:
69 Proposal
patterson • pope Quote Drawing 541-1
Ver: 3157315750
SPACE MADE SIMPLE. Date: 9/10/2018
Expires On: 12/4/2018
Patterson Pope
Remit To:
10321 S. Medallion Dr.
Cincinnati, OH 45241
Phone: (704) 523-4400
Px: (704) 523-4499
ea sign and email to Carlos Jimenez at cjimenez@filesolve.com.
THANK YOU FOR YOUR BUSINESS!
Page 2 of 2
Patterson Pope Terms and Conditions The following terms and conditions shall apply to any Deliverables (defined
herein) provided by Patterson Pope, Inc. ("Company") to Client.
1. Acceptance and Agreement: The provisions on the pricing page, the purchase order and these Terms and
Conditions (collectively, the "Agreement") constitute the entire agreement between Company and Client and supersede
all other communications between the parties, whether written or oral, regarding the products and services described in this
Agreement ("Deliverables"). The terms of this Agreement are expressly limited to those provided herein, and no purported
modification, addition, or waiver of the provisions hereof shall be binding on Company for any purposes unless contained in
writing, signed by an authorized representative of Company. The provisions hereof shall be deemed to have been
accepted by Client's acceptance of all or any part of the Deliverables. All orders or any changes to such orders shall be
subject to acceptance by Company. Change orders requested after receipt of Client purchase order may also incur
additional charges. If, for any reason, Client cancels the order, any cancellation, restocking and handling charges will be
invoiced. Future purchase orders (or similar engagement documents) and associated pricing pages may reference these
Terms and Conditions, and by such reference, these Terms and Conditions shall be incorporated therein.
2. Payment and Pricing: Pricing quoted on the pricing page supersedes all previously quoted prices and is good for 60
days from the date of this Agreement. The pricing page may or may not include applicable sales or other taxes required by
law; such taxes will be billed to Client and are Client's sole responsibility. This system has been custom designed and will be
specially manufactured for your unique requirements. A non-refundable down payment of 407o is due upon order, 30% is
due at the time of shipment and 30% is due at the time of completion. Client shall have no authority to assert any offsets or
discounts against any payment due, except as expressly agreed to by Company in the pricing page or other signed writing.
Client represents and warrants to Company that it is solvent at the time this Agreement is made. Client hereby grants a
security interest in the product Deliverables to secure payment to Company and consents to Company filing a financing
statement to perfect such security.
3. Space Requirements: This system has been specially designed to meet Client's specific requirements; as such, most
of the equipment is manufactured on a "per job" basis. Client shall allow Company's representative(s) reasonable access to
Client's facilities to confirm whether the space where the Deliverables will be installed matches Client's representations. In
the event that the space cannot be field verified before the Deliverables must be ordered and the actual space does not
match what had been previously represented, Client is responsible for any delays and additional costs incurred to
reconfigure the Deliverables to fit actual space (i.e. extra material, labor, and freight). Notwithstanding any field verification
by Company, it is Client's responsibility to be certain the space is suitable for the installation of this equipment (i.e. adequate
fire protection and floor load capacity).
4. Acceptance: Client shall accept the Deliverables which conform to the requirements of specifications under this
Agreement. All claims for errors, shortages, or damage ("Non-conformance") must be made in writing to the respective
Account Representative within ten (10) days of Client's receipt of any Deliverables, and Company shall have a reasonable
period of time, based on the severity and complexity of the Non-conformance, to correct the Non-conformance. If Client
uses the Deliverables before acceptance or fails to promptly notify Company of any Non-conformance then the
Deliverables shall be considered accepted by the Client.
5. Freight and Shipping: Freight and shipping terms are detailed on the pricing page. In the event that Client or one of
its agents refuses delivery for whatever reason on or after the estimated delivery date, Client will be responsible for the
payments in accordance to Section 2 and the pricing page in addition to any supplemental storage charges incurred by
Company as a result of the delay unless the delay is caused by Company, one of its manufacturers, freight carriers,
subcontractors, and/or any other agent acting on Company's behalf.
6. Limited Warranty: Company warrants its installation services under the Agreement shall be performed with
reasonable care in a diligent and competent manner. Company's sole obligation under this warranty shall be to correct
any Non-conformance, provided that Client gives Company written notice within ten (10) days after installation is
completed. Company does not warrant and is not responsible for any product Deliverables or third party services. Client
agrees to look to the third party manufacturer or vendor (and not Company) with respect to all claims regarding such third
party products or services as its sole and exclusive remedy. This section is Company's only warranty concerning the product
and service Deliverables, and is made expressly in lieu of, and to disclaim, all other warranties and representations, express or
implied, includina any implied warranties of merchantability, non -infringement, or fitness for a particular purpose, or
otherwise.
7. Limitation of Remedy and Liability: The maximum liability of Company and Company's principals, directors, officers,
accents, employees, personnel, affiliates and their partners shall be the fees Company actually receives under the
Agreement for the portion of work aivina rise to the liability. In no event shall any of the above be liable to Client or any third
party for any indirect, special, incidental, consequential, exemplary or punitive damages of any kind whatsoever in
connection with the agreement including but not limited to lost profits, loss of business opportunity, lost savinas, and loss of
business information. Client will bear the risk of loss or damage to, or theft of, any Deliverables once delivery has been made
to the Client. Any action against Company must be brought within twelve (12) months after the cause of action arises.
Neither party shall be liable for any delays or failures in performance due to circumstances beyond its reasonable control,
including but not limited to, strikes, riot, war, fire, flood, storm, explosion, accident, or other acts of God. This contract shall be
construed in accordance with the laws of the State of North Carolina (without regard to its choice of law provisions). Claims
arising out of or requiring the interpretation of this Agreement shall be brought and litigated exclusively in courts located
within Mecklenburg County, North Carolina, or if a federal court, the court whose district includes Mecklenburg County,
North Carolina. This Agreement may not be assigned without prior written consent; provided, however, Company may
assign this Agreement in whole or in part, without the Client's consent, in connection with a merger, acquisition, corporate
reorganization, or sale of substantially all of the Company's assets, and Client agrees that Company shall be released from
any further obligations under this Agreement upon such assignment.
Patterson Pope, Inc.
Date
CLIENT Date
(This Agreement may be signed in counterparts and by facsimile or electronic signature by an authorized representative.)
Purchase Order #