SMART. This proposal must be returned by: December 22, :00pm

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1 SMART SUBURBAN MOBILITY AUTHORITY FOR REGIONAL TRANSPORTATION REQUEST FOR QUOTES This is NOT an order. Please submit a quote of your net price for services described herein for SMART transportation. The right to accept or reject any or all quotes or portion thereof or to waive any minor irregularities is reserved by SMART. This proposal shall be signed and returned by the time and date noted. The undersigned hereby offers to furnish to SMART all services at the prices quoted herein, in conformance with all of SMART s specifications and requirements. If accepted, a Purchase Order will be sent to you. DATE: December 12, 2011 Control # To: All Vendors TERRENCE G. MARKS SENIOR PURCHASING AGENT SMART PROCUREMENT EAST 15 MILE ROAD CLINTON TOWNSHIP, MI TMARKS@SMARTBUS.ORG (Office): (Fax): This proposal must be returned by: December 22, :00pm Return by fax or to: Service is to be provided for the monitoring of radio and television news related to SMART, DDOT, regional transit and transportation issues in Michigan. A firm fixed price contract for three years with two one-year options, at SMART s sole discretion. This award will be in accordance with meeting all the listed specifications. No deviations will be accepted. All costs shall be included Date Terms: Delivery Price firm for FOB: DESTINATION Company Name: Street address: City, State, Zip Signature: Title: Print Name: Phone: Fax:

2 Section: 1 Scope The Suburban Mobility Authority for Regional Transportation (SMART) the public transportation authority, servicing suburban metropolitan Detroit is soliciting quotes for the purchase of media monitoring services. Services are to be provided for monitoring radio and television news related to SMART, DDOT, regional transit and transportation issues in Michigan. SMART is seeking to award a three-year firm-fixed price contract with two oneyear options, at SMART s sole discretion. SMART reserves the right to make an award for a one (1), two (2), or three (3) year period with or without renewal options. Section: 2 Specifications 1. The vendor selected will provide via a daily activity report of news coverage, or a notice of no new activity, preferably before noon (Eastern Time), in text format with links provided to news source. 2. Pricing should allow for a cap of 20 hits per month (activity reports include one hit, per outlet, per day, per story), with additional hits available upon request. 3. Monitoring should be adjusted for individual stories that include multiple hits per day by outlet. 4. Profile or key words may be changed at any time and implemented with the next day s report. 5. Auxiliary digital components should be available upon request, with a fee schedule for individual items. A rate card should be provided for services available for Web Delivery, DVD S, CD S, digital audio, television and radio transcripts. Search criteria are as follows: Michigan Markets: Detroit Lansing Grand Rapids Detroit Radio Additional services to be priced separately: 6. Internet and Web Print - detailed reports on coverage from websites and Internet editions of print publications. Results include headline, text and links to the original web page. Available on an ad hoc or continual basis 7. Social Media Monitoring - monitoring of blogs and social media. Have access to Internet blogs and site archive. Would like ability to search and track by brand, product or by any keyword or string of keywords. Available on an ad hoc or continual basis. Section: 3 Price Prices are firm from the date the Contract becomes effective. All vendors must quote firmfixed price for one, two, or three years of a possible three-year, plus two option year contract. All prices must be stated; no hidden fees will be accepted. SMART, as a governmental agency, is exempt from State and Municipal taxes, as provided in Paragraph 22, PA 204, Public Acts of 1967 as amended. 2

3 Section: 4 Pricing Table Complete pricing table for all services stated in (Section# 1) and all specifications listed in (Section# 2). Description Monthly Price Year Price Year 1 Media Monitoring Service $ - Year 2 - Media Monitoring Service $ - Year 3 - Media Monitoring Service $ - Three Year Total $ - Year 4 - Media Monitoring Service (Option Year 1) Year 5 - Media Monitoring Service (Option Year 2) $ - $ - Five Year Total $ - Section: 5 Acceptance / Evaluation SMART reserves the right to accept any quote, to reject any quote, to reject conditional quotes or those, which take exception to the specifications, to waive irregularities in any quote and to make an award in any manner deemed in the best interest of SMART. The award will be based upon the low responsive responsible vendor. Price will be given the greatest weight in evaluating the proposal. The low bid will be calculated by the following examples, using prices in Contract Years one to three, which will be multiplied and summed. Previous experience and performance may be a factor in determining responsibility. Section: 6 - Assignment And Subcontracting Neither party will assign or subcontract its rights nor obligations under the Contract without prior written permission of the other party, and no such assignment or subcontract will be effective until approved in writing by the other party. Section: 7 Terms and Conditions All vendors submitting quotes are subject to SMART S Terms and Conditions (Attachment 1). SMART s Terms and Conditions supersede vendor s conditions. Section: 8 Indemnify and Save Harmless The Contractor shall, to the extent permitted by law protect, indemnify and hold SMART, its Board of Directors, officers, employees and agents, and consultants, harmless from any and all liabilities, damages, claims, demands, liens, encumbrances, judgments, awards, losses, 3

4 costs, expenses, and suits, actions or proceedings, including expenses, costs, and attorneys fees, in the defense, settlement or satisfaction thereof for any injury, death, loss or damage to persons or property of any kind whatsoever arising out of or resulting from the negligent acts, errors, or omissions of the Contractor, including its officers, employees, servants, agents, subcontractors and suppliers. At SMART s sole discretion, the Contractor shall undertake at its own expense the defense of any such suit, action, or proceeding. The Contractor shall promptly notify SMART of the notice or assertion of any such suit, action, or proceeding. SMART will endeavor to furnish all reasonable assistance necessary for defending any such suit, action, or proceeding, and shall be repaid all reasonable costs incurred in doing so. SMART maintains the right to select and pay for its own counsel. Section: 9 Equal Employment Opportunity (EEO) Compliance EEO requirements apply. Quotes submitted without this certification will be considered non-responsive. Include a copy of the completed forms with the quote. If you intend to submit this solicitation, please complete the forms in (Attachment 2) and return the completed forms by US Mail, fax or to: SMART Human Resources-Contract Compliance Michael Wavra Buhl Building 535 Griswold Suite 600 Detroit, MI Fax: MWavra@smartbus.org Section: 10 Certifications All vendors submitting quotes are subject to certification and must complete the attached certification forms. A. Debarment B. Conflict of Interest C. Addenda Section: 11 Termination A. Termination for Convenience of the Authority The Authority, by written notice, may terminate this Contract, in whole or in part without cause for the convenience of the Authority. The Authority shall provide the Vendor with written notice of such termination at least fifteen (15) days before the effective date of such termination. If the Contract is terminated by the Authority, as provided herein, the Vendor will be paid on a pro rata basis, an amount equal to the cost of professional rates, less payments of compensation previously made. If this Contract is terminated due to the fault of the Vendor, Article 2.47B shall apply. 4

5 B. Termination for Cause If the Vendor shall fail to perform in a timely and proper manner any obligation under this Contract, or if the Vendor shall violate any of the covenants, agreements, or stipulations of this Contract, the Authority shall thereupon have the right to terminate this Contract by written notice to the Vendor specifying the effective date thereof. Termination in accordance with the above shall not relieve the Vendor of any liability to the Authority for damages sustained as a result of any breach of Contract or defaults by the Vendor. Upon the default of the Vendor and the termination of this Contract, the Authority may withhold any payments due the Vendor and apply the same as set off against damages sustained by the Authority as a result of the Vendor's default. Section: 12 Offer The vendor hereby offers to furnish to SMART all materials/services at the prices quoted herein, in conformance with all of SMART s stated requirements. All information on first page must be completely filled in. Print Name Authorized signature Date Signing and submitting this offer incorporates all pages 1-9, including Sections 1-13 and all attachments. If accepted, a Purchase Order will be sent to you. Section: 13 Procurement Contract Any questions regarding the solicitation process should be directed to SMART s contact: Terrence Marks Senior Purchasing Agent SUBURBAN MOBILITY AUTHORITY FOR REGIONAL TRANSPORTATION SMART PROCUREMENT East 15 Mile Road, Clinton Township, MI Office: (248) Fax: (248) Inter-office tmarks@smartbus.org Attachments: Quotes must be received by December 22, :00 pm 1. SMART Terms & Conditions EEO Compliance (Forms) Certifications: A. Debarment Form B. Conflict of Interest C. Addenda 5

6 VENDOR'S CERTIFICATION All information requested in this section must be provided and notarized if required. The following certification statements are required by the Federal Transit Authority (FTA) and must be included with your quote. 6

7 DEBARMENT Certification of Primary Participation Regarding Debarment, Suspension and Other Responsibility Matters The Primary Participant (applicant for a FTA grant, or potential contractor for a major third party contract), certifies to the best of its knowledge and belief that it and its principals: 1. Are not presently debarred, suspended, proposed for debarment declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; 2. Have not within a three year period preceding this bid been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction, violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state or local) with commission of any of the offenses enumerated in Paragraph two (2) of this certification; and 4. Have not within a three-year period preceding this bid had one or more public transactions (federal, state or local) terminated for cause or default. If the Primary Participant (applicant for a FTA grant or potential third party contractor) is unable to certify to any of the statements in this certification, the participant shall attach an explanation to this certification. THE PRIMARY PARTICIPANT (APPLICANT FOR A FTA GRANT OR POTENTIAL CONTRACTOR FOR A MAJOR THIRD PARTY CONTRACT), (Name) - CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 USC, SECTIONS 3801 ET SEQ. ARE APPLICABLE HERETO. Said certificate and any explanations if applicable must be included in bid. Representative's Name (Print) Authorized Representative's Signature Date 7

8 CONFLICT OF INTEREST Conflict of Interest Certification No employee, officer, or member of the Board of Directors of SMART shall solicit or be a party, directly or indirectly, to any contract between him/herself or any firm of which he/she is a partner, member, or employee. Kinship shall extend to all parents, children, grandparents, grandchildren, uncles, aunts, first cousins, nephews, or nieces whether related by marriage or blood. The Proposer shall indicate below the names and kinship between the officers and/or principal beneficiaries of the firm bidding on this solicitation and any SMART employee, officer or board member who may exercise any discretion over the letting, evaluating, awarding or administering of this solicitation and resulting contract: PLEASE INDICATE ANY RELATIONSHIPS BELOW. IF NONE, SO STATE. Said certification must be included in your bid. NAME KINSHIP Vendor Name (Print) Representative's Name (Print) Authorized Representative's Signature Date 8

9 ACKNOWLEDGMENT ADDENDUM Addenda Section A. Failure to acknowledge receipt of all addenda may cause the bid to be considered non-responsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the quote. ADDENDUM NUMBER DATE B. The undersigned acknowledges receipt of the following addenda to the Request for Quote. Vendor Name (Print) Representative's Name (Print) Phone Number Fax Number Cell Number Street Address City State Zip Authorized Representative's Signature Date All addenda published as a result of this bid shall be placed in this section and shall become a part of the Terms and Conditions of this document. 9