Item D3BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: FEBRUARY 16, 2011 Division: TDC
Bulk Item: Yes X No Department:
Staff Contact Person /Phone #: Maxine Pacini
296 -1552
AGENDA ITEM WORDING:
Approval to advertise a Request for Proposal for a Professional Advertising Agency to provide
Advertising services for the Monroe County Tourist Development Council (TDC).
ITEM BACKGROUND:
TDC approved same at their meeting of January 25, 2011
Current contract expires September 30, 2011.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
BUDGETED: Yes No
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB /Purchasing X Risk Management — X
—
DOCUMENTATION: Included X Not Required
DISPOSITION:
AGENDA ITEM #
Revised 11/06
NOTICE IS HEREBY GIVEN TO PROSPECTIVE PROPOSERS that no later than 3:00 P.M. on
Wednesday, April 27, 2011 the Monroe Count- Purchasing Office will receive sealed proposals for the
following:
Request for Proposals (REP) — Professional Advertising Agency Services for Monroe County Tourist
Development Council
RFA -TDC- - - 2011- PUR/CV
Requirements for submission and the selection criteria may be requested from DemandStar by Onvia at
www.demandstar.com or call toll-free at 1- 800 - 711 -1712. The Request for Proposals and all supporting
documentation are public records and may be obtained from the Monroe Count- Purchasing Office, located at
1100 Simonton St., Key West, FL 33040. Technical questions should be directed, via e -mail, to the
Administrative Office of the Tourist Development Council at adminasst "df[a- kevs.com Any addenda to this
(RFP) shall be distributed to vendors on the list of DemandStar distributees for this RFA.
Proposers must submit one (1) signed original and one (1) disc with complete copy of the proposal in .pdf
form and eight (8) complete paper copies of the proposal in a sealed envelope clearly marked on the
outside, "REQUEST FOR PROPOSALS — PROFESSIONAL ADVERTISING AGENCY PROVIDER
SERVICES" addressed to:
Monroe County Purchasing Office
1100 Simonton Street, Room 1 -213
Key West, FL 33040
Phone: (305) 292 -4464
Fax: (305) 292 -4465
All Proposals must be received by the County Purchasing Office before 3:00 P.M. on Wednesday, April
27, 2011. Any proposals received after this date and time will be automatically rejected. Materials may be
delivered by certified mail, return receipt requested, hand - delivered or couriered. Faied or e- mailed
proposals will be automatically rejected. Applicants delivering proposals by hand may request a receipt. If
sent by mail or by courier, the above - mentioned envelope shall be enclosed in another envelope addressed to
the entit- and address stated above. Applicants should be aware that certain "express mail" sern-ices will not
guarantee specific time delivers- to Key West, Florida. It is the sole responsibility of each applicant to ensure
their proposal is received in a timely fashion.
Monroe County's performance and obligation to pay under this contract is contingent upon an annual
appropriation by the Monroe Count- Board of Count- Commissioners (Board).
All proposals must remain valid for a period of one hundred and eight (180) days from the date of
the deadline for submission stated above. The Board will automaticall reject the response of any person or
affiliate who appears on the convicted vendor list prepared by the Department of Management Sen-ices, State
of Florida, under Sec. 287.133(3)(d), Florida Statutes. All or portions of the documents and work papers and
other forms of deliverables pursuant to this request shall be subject to reuse by the count-.
The Board resern-es the right to reject any and all proposals, to waive informalities in any or all
proposals, to re- advertise for proposals; and to separately accept or reject any item or items and to award
and /or negotiate a contract in the best interest of the count-.
Contract(s) will be awarded to the proposer whose proposal is deemed by the Monroe Count- Board
of Count- Commissioners, upon recommendation of the Monroe Count- Tourist Development Council, to be
in the best interest of Monroe County.
Dated at Key West this day of 2011. Monroe Count- Purchasing Department
Advertising Agenev Request for Proposal
2011
1181ONROE COUNTY BOARD OF COUNTY
COMMISSIONERS
REQUEST FOR PROPOSALS
P ROFESSIONAL ADVE
Ms. Rita Irwin, Chairman
Mr. James Bernardin
Mayor Heather Carruthers
Mayor Craig Cates
Mr. George Fernandez
Ms. Ronnie Harris
Mr. Lou Hernandez
Mr. Jay Marzella
Mr. Douglas Wright
Marketing Director
Harold Wheeler
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Advertising Agenev Request for Proposal
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Page
Instruction to Proposers 4
SECTION TWO
General Terms and Conditions
SECTION THREE
Terms and Conditions Specific to Advertisin Agency (,ency RFI 13
SECTION FOUR
Draft Contract
14
SECTION FIVE
Insurance Requirements and
Response Forms Required By Monroe County, Florida 24
SECTION SIX
Request for Proposal Checklist
31
Advertising Agenev Request for Proposal
2011
SECTION ONE
1.01 DESCRIPTION
The Proposer awarded a Contract shall provide Advertising Provider services for the Monroe County
Tourist Development Council (TDC). The Contract will provide for the Advertising Agency to act
as a Provider to the TDC, that shall provide services as outlined within specifications in Section III
of this RFP.
1.02 COPIES OF PROPOSAL DOCUMENTS
A. Only complete sets of Proposal Documents will be issued and shall be Used in
preparing responses. The County does not assume any responsibility for errors or
misinterpretations resulting from the use of incomplete sets.
B. Complete sets of Proposal Documents may be obtained in the manner and at the
location stated in the Notice of Request for Proposals.
1.03 PROPOSAL REQUIREMENTS
One (1) signed original, one (1) disc with complete copy of proposal as a .p f, and eight (8)
complete paper copies of the Proposal must be received.
1.04 DISQUALIFICATION OF PROPOSERS
A. NON - COLLUSION AFFIDAVIT: Any person submitting a Proposal in response to
this invitation must execute the enclosed NON - COLLUSION AFFIDAVIT. If it is
discovered that collusion exists among the Proposers, the Proposal of all participants
in such collusion shall be rejected, and no participants in such collusion will be
considered in future Proposals for the same work.
B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the
convicted vendor list following a conviction for a public entity crime may not submit
a Proposal on a Contract to provide any goods or services to a public entity, may not
submit a Proposal on a Contract with a public entity for the construction or repair of a
public building or public work, may not submit Proposals on leases or perform work
as a contractor, supplier, subcontractor, or consultant Under a Contract with any
public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, Florida Statutes, for Category Two for
a period of 36 months from the date of being placed on the convicted vendor list.
C. DRUG -FREE WORKPLACE FORM: Any person submitting a Proposal in response
to this invitation must execute the enclosed DRUG -FREE WORKPLACE FORM and
submit it with his Proposal. Failure to complete this form in every detail and submit
it with your Proposal may result in immediate disqualification of your Proposal.
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D. PROPOSALS RECEIVED AFTER DEADLINE: Any Proposal submitted after the
RFP deadline of April 27, 2011 will automatically be disqualified.
E. Proposer claiming a local preference must complete the enclosed Local Preference
Form.
1.05 EXAMINATION OF RFP DOCUMENTS
A. Each Proposer shall carefully examine the Request for Proposal (RFP) and other
Contract documents, and inform himself thoroughly regarding any and all conditions
and requirements that may in any manner affect cost, progress, or performance of the
work to be performed Under the Contract. Ignorance on the part of the Proposer will
in no way relieve him of the obligations and responsibilities assumed Under the
Contract.
B. Should a Proposer find discrepancies or ambiguities in, or omissions from, the
specifications, or should he be in doubt as to their meaning, he shall at once notify the
County.
1.06 INTERPRETATIONS, CLARIFICATIONS, AND ADDENDA
No oral interpretations will be made to any Proposer as to the meaning of the Contract documents.
Any inquiry or request for interpretation received seven (7) or more days prior to the date fixed for
opening of responses will be given consideration. All such changes or interpretation will be made in
writing in the form of an addendum and, if issued, will be mailed or sent by available means to all
known prospective Proposers prior to the established Proposal opening date. Each Proposer shall
acknowledge receipt of such addenda in the space provided in the response form attached to the
Proposal document. In case any Proposer fails to acknowledge receipt of such addenda or
addendum, his response will nevertheless be construed as though it had been received and
acknowledged and the submission of his response will constitute acknowledgment of the receipt of
same. All addenda are a part of the Proposal documents and each Proposer will be bound by such
addenda, whether or not received by him. It is the responsibility of each Proposer to verify that he
has received all addenda issued before responses are opened.
Written portions of all Proposals become the property of the Monroe County TDC upon receipt and
will not be returned to Proposer. The Monroe County TDC shall have the right to use all ideas or
adaptations of the ideas contained in any Proposal received in response to this RFP. Selection or
rejection of the Proposal will not affect this right.
All Proposals received will be reviewed by the Monroe County TDC Selection Committee. The
Selection Committee will recommend that no more than three (3) of the agencies submitting a
Proposal be invited to make an oral /visual presentation. The presentation will be made to the
Monroe County TDC during an open meeting on June 28, 2011, in Key West, FL. Finalists will be
informed of the exact time and venue of presentation.
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1.07 GOVERNING LAWS AND REGULATIONS
The Proposer is required to be familiar with and shall be responsible for complying with all federal,
state, and local laws, ordinances, rules, and regulations that in any manner affect the work.
1.08 PREPARATION OF RESPONSES
Signature of the Proposer: The Proposer must sign the response forms in the space provided for the
signature. If the Proposer is an individual, the words "doing business as ", or "Sole
Owner" must appear beneath such signature. In the case of a partnership, the signature of at least
one of the partners must follow the Firm name and the words "Member of the Firm" should be
written beneath such signature. If the Proposer is a corporation, the title of the officer signing the
Proposal on behalf of the corporation must be stated along with the Corporation Seal Stamp and
evidence of his authority to sign the Proposal must be submitted. The Proposer shall state in the
response the name and address of each person interested therein.
1.08.1 SUBMISSION OF RESPONSES
A. One (1) signed original, one (1) disc with complete copy of proposal as a .p f,
and eight (8) complete paper copies of the Proposal. No waivers shall be allowed
for responses which have not been submitted to the County Purchasing Department
by 3:00 p.m. on the deadline date.
B. The response shall be submitted in one (1) sealed envelope /box, which shall be
marked so as to clearly indicate its contents and the name of the Proposer. If
forwarded by mail, the above - mentioned envelope shall be enclosed in another
envelope addressed to the entity and address stated in the Notice of Calling for
Proposals, and preferably by special delivery, registered mail; if forwarded otherwise
than by mail, it shall be delivered to the same address. Responses will be received
Until the date and hour stated in the Notice of Calling for Proposals.
C. Each Proposer shall submit with their Proposal the required evidence of their
qualifications and experience.
D. Finalists will be notified in writing after the Selection Committee reviews and selects
no more than three (3) applicants to make presentations to the TDC on June 28, 2011
in Key West, Florida. Thereafter, the recommendation of the TDC will be submitted
to the Board of County Commissioners.
1.09 CONTENT OF SUBMISSION
The Proposal submitted in response to this Request for Proposal shall be typed on 8 -1/2" x 11" white
paper and bound; shall be clear and concise and provide the information requested herein.
Statements submitted without the required information will not be considered. Responses shall be
organized and sections noted at top of page. Since oral presentations or demonstrations may not be
solicited, the Proposer should not withhold any information from the written response. Each
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Proposer must submit adequate documentation to certify the Proposer's compliance with the
County's requirements. Proposer should focus specifically on the information requested. Additional
information, Unless specifically relevant, may distract rather than add to the Proposer's overall
evaluation.
completing We advise that prior to Proposal, Proposer sh
Conditions Specific to Advertising Agency R" outlined in Section
capability to handle the Scope of Services required by the Monroe County TDC.
The Proposal should be set up as follows:
A. Cover Page
A cover page that states "REQUEST FOR PROPOSALS - PROFESSIONAL ADVERTISING
AGENCY PROVIDER SERVICES." The cover page should contain name, address, telephone
number of Proposer that is authorized to do business in the State of Florida, and the name of the
Proposer's contact individual or corporate officer authorized to execute Contracts.
B. Sections
Section 1. Narrative Self- Analysis
The Proposer should provide a brief description of the Proposer's agency, date of establishment,
ownership, organizational structure, and mission statement.
The Proposer should provide a summary of any industry awards or recognition given to the agency,
preferably for tourism promotion.
Section 2. References
Each Proposer shall provide references for which the Proposer has provided the same or similar
services. Each reference shall include, at a minimum:
Name and fill address (including website address) of reference organization
Name of contact person for Contract
Telephone number(s)
Date of initiation of Contract with reference
Brief summary comparing the referenced services to these proposed services
Section 3. Account Information
Proposer shall provide the following information:
a) Brief description of the agency's statewide, national and international accounts.
b) List the largest private sector current accounts. Briefly describe the types of services
rendered for each account.
C) List and briefly describe website accounts relative to the travel and tourism industry.
d) For any current governmental accounts, list and describe the services rendered.
e) Provide a statement to show the agency's willingness, if awarded a Contract and if there
should be a conflict between Monroe County and an existing account, to consider terminating
the existing account.
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Section 4. Financial Statements, Accounting and Bookkeeping Procedures
Proposer shall submit a financial statement and company account for all revenues and expenses
related to the provision of services Under this Contract pursuant to generally accepted accounting
principles. Proposer shall provide the following:
a) A set of financial statements (Cash Flow, Income and Expenditure, Balance Sheet),
preferably with an audit opinion, for each of the two most recent fiscal years.
b) A statement as to whether accounting for billing purposes is performed in -house or by a
contracted accountant.
C) A statement regarding the Proposer's ability to respond to government purchase orders; and
d) A statement outlining the procedures that will be Used to issue invoices in the billing of
services for the TDC.
Section 5. Staff Information
a) Proposer shall include a list of the proposed staff positions, and describe each of their
qualifications and experience that will be dedicated to the account if awarded this Contract. The
listing shall include any staff whose function will be to review, evaluate and make
recommendations regarding the services such as: media director or planner, media buyers,
creative, production /traffic accounting and account supervision personnel, and whether the staff
is located in -house or sourced out.
b) List the total number of staff with qualifications and experience, and list the number and type of
minorities, Using the federal definitions, included in the staff.
Section 6. Service Capability to Monroe County
a) Describe agency administrative facilities.
b) Provide agency website address for review.
c) Provide information of location of the closest office available to Monroe County TDC
administrative office. If outside the State of Florida, state if the agency would be willing to
locate a sufficiently staffed office in Monroe County or otherwise propose an anticipated method
of servicing the account.
d) Provide statement acknowledging that the agency would agree not to represent any new
tourism/destination clients without the approval of the Monroe County Tourist Development
Council.
e) Provide copies of documentation showing authorization to do business in the State of Florida.
f) The Proposer should provide a brief summary on the agency's crisis management preparedness
plan to provide uninterrupted service to the Monroe County Tourist Development Council in
case of a catastrophic event, such as a hurricane, that may affect contractual service. Summary
should include how communications shall continue; how marketing materials will be saved and
managed; and how work proceeds if electric power is interrupted for an indefinite period, or the
agency facility is damaged significantly.
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Section 7. Compensation
Compensation based on production costs, media placement, commissions or other agency functions
will be discussed during finalist presentations, and final decision made during contract negotiations.
Section 8. Written Presentation
Give a short written outline presentation on how the agency would propose to develop a campaign
for the Florida Keys, that would include: a position analysis, target markets and display several
examples of creative proposals for this campaign. Include print broadcast (story board) and
electronic advertising.
No contact regarding this presentation or RFP will be allowed between the bidder and individual
members of the Selection Committee or TDC board.
Section 9. Pending Litigation
The Proposer shall describe any pending litigation in which the Proposer is involved as a result of
provision of any services which are described herein.
Section 10. County Proposal Forms
Proposer shall complete and execute the Proposal forms specified below and found at the designated
pages in this RFP, and shall include them in Section 10:
Pages
Response Form
26
Non - Collusion Affidavit
27
Ethics Clause
28
Drug Free Workplace
29
Local Preference Form
30
Copies of all current professional licenses and copies of business tax receipts shall be included in
this section.
Section 11. Other Information
Provide any additional information which will present evaluators with insight about the
qualifications, fitness and abilities of Proposer.
Section 12. Request for Proposal Checklist
Please review and complete the Request for Proposal Checklist (page 31) included in this RFP.
Those applicants not submitting all items requested will automatically be disqualified.
1.10 MODIFICATION OF RESPONSES
Written modifications of Proposals after the initial submission will be accepted from Proposer only
if addressed to the entity and address indicated in the notice of calling for Proposals and received
prior to Proposal due date and time.
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1.11 RESPONSIBILITY FOR RESPONSE
The Proposer is solely responsible for all costs of preparing and submitting the response, regardless
of whether a Contract award is made by the County.
1.12 RECEIPT AND OPENING OF RESPONSES
Responses will be received Until the designated time and will be publicly opened and read aloud at
the appointed time and place stated in the Notice of Request for Proposals. Monroe County's
representative authorized to open the responses will decide when the specified time has arrived and
no responses received thereafter will be considered. No responsibility will be attached to anyone for
the premature opening of a response not properly addressed and identified. Proposer or their
authorized agents are invited to be present.
1.13 DETERMINATION OF SUCCESSFUL PROPOSER
The County reserves the right to reject any and all responses and to waive technical errors and
irregularities as may be deemed best for the interests of the County. Responses that are incomplete,
Unbalanced, conditional, obscure, or which contain additions not requested or irregularities of any
kind, or which do not comply in every respect with the instruction to Proposers, and the Contract
documents, may be rejected at the option of the County.
1.14 AWARD OF CONTRACT
A. If the award of a Contract is annulled, the County may award the Contract to another
Proposer or the work may be re- advertised or may be performed by other qualified
personnel as the County decides.
B. A Contract will be awarded to the Proposer deemed to provide the services which are
in the best interest of the County.
C. The County also reserves the right to reject the response of a Proposer who has
previously failed to perform properly or to complete Contracts of a similar nature on
time.
D. The recommendations of the TDC will be presented to the Board of County
Commissioners of Monroe County, Florida, for final approval of Contract.
1.15 EXECUTION OF CONTRACT
The Proposer to whom a Contract is awarded will be required to return to the County one (1) signed
original Contract together with the required certificates of insurance.
1.16 INSURANCE
The Proposer shall defend, indemnify and hold harmless the County as outlined on the attached form
on page 25. Proposer shall also provide Professional Liability Insurance as outlined on page 25.
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SECTION
Lc,,ENERAL TERMS AND CONDITIO1
2.01 DEFINITIONS
Wherever Used in these General Conditions or in the other Contract documents the terms below have
the meanings indicated which are applicable to both the singular and plural thereof. The use of the
terms "he," "him," .. himself," or "his" shall refer to male and female persons alike and should not be
construed as derogatory or discriminatory to female persons.
RFP: Abbreviation for Request for Proposal.
Addenda: Written or graphic instruments issued prior to the opening of Proposals which clarify,
correct, or change the Proposal documents or the Contract documents.
Proposal Documents: The advertisement or invitation calling for Proposals, instructions, and forms
contained in this Request for Proposals (Response Form, Non - Collusion Affidavit, Lobbying and
Conflict of Interest Clause, Drug Free Workplace) and the proposed Contract documents (including
all addenda issued prior to receipt of responses).
Contract Documents: The Proposal documents, agreement, addenda (which pertain to the Contract
documents), the Proposer's Proposal or response (including documentation accompanying the
response and any post- response documentation submitted prior to the notice of award) when
attached as an exhibit to the Contract, these General Conditions, together with all amendments,
modifications, and supplements.
Compensation: Compensation will be discussed during finalist presentations and final decision
made during Contract negotiations.
Contract Time: The Contract shall be in force and binding on the County and the Firm for a period
of three (3) years with an option for the County to extend for additional two (2) year period from the
effective date of the Contract.
TDC: Abbreviation for the Monroe County Tourist Development Council.
Firm: Entity with whom the County enters into a Contract.
Contractor: The person, Firm, or corporation with whom the County has entered into the Contract.
Effective Date of the Contract: The date indicated in the Contract on which it becomes effective,
but if no such date is indicated it means the date on which the Contract is signed and delivered by the
last of the two parties to sign and deliver.
Laws and Regulations; Laws or Regulations: Federal, state and local laws, rules, regulations,
ordinances, codes and /or orders.
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Notice of Award: The written notice to the apparent successful Proposer stating that Upon
compliance by the apparent successful Proposer with the conditions precedent enumerated therein,
within the time specified, the County will sign and deliver the Contract.
County: The Monroe County Board of Commissioners with whom the Firm has entered into the
Contract and for whom the work is to be provided.
Specifications: Those portions of the Contract documents consisting of written technical
descriptions of materials and services required Under the Contract.
Written Amendment: A written amendment of the Contract documents, signed by the County and
the Firm on or after the effective date of the Contract.
Failure to Execute Required Forms: Failure to execute the required forms shall result in entity
being disqualified and the response will be rejected.
2.02 PROPOSER'S RESPONSIBILITIES
2.02.1 SUDervision and Personnel
The Proposer shall supervise and direct the work competently and efficiently, devoting such
attention thereto and applying such skills and expertise as may be necessary to perform the work in
accordance with the Contract documents.
2.02.2 Parts, Materials, and Equipment
Unless otherwise specified in the Contract, the Proposer shall furnish and assume fill responsibility
for all services, materials, equipment, labor, transportation, machinery, tools, and all other
incidentals necessary for the completion of the work.
2.02.3 Taxes
The Proposer shall pay all sales, consumer, use and other similar taxes required to be paid by the
Proposer in accordance with the laws and regulations of the place of the project which are applicable
during the performance of the work. The County is not liable for sales or use taxes.
2.02.4 Compliance with Laws
The Proposer shall comply with all applicable laws and regulations of federal, state and local
governments.
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SECTION IiRI I
TERMS AND CONDITIONS ADVERTISING V_ G_ I
The advertising agency services shall include, but not be limited to, the following:
1. Develop, recommend, and implement an annual advertising media placement plan for the
most effective advertising and promotional program, with strategies directed toward the
promotion of the awareness and image of the Florida Keys.
2. Create, design, and produce a program of advertisements to most effectively appeal and
target national and international tourists to visit and revisit Monroe County (Florida
Keys).
3. Analyze, develop, and purchase the most efficient and productive media including print,
broadcast, outdoor and Internet marketing.
4. Provide and produce the necessary materials, shipping and distribution for the production
of promotional collateral fulfillment and related sales materials.
5. Develop and coordinate co -op programs with mutually beneficial industry partners.
6. Develop and coordinate advertising efforts for the over -all Florida Keys generic
campaign while emphasizing the features of five distinct regions or districts within the
Keys.
7. Develop and coordinate advertising efforts for the five (5) District Advisory Committee
areas of the Florida Keys.
8. Create and produce a program for the travel trade industry to be distributed to travel
agents, tour operators, meeting planners and other travel planners.
9. Create and produce advertising for the Umbrella Advisory Committee organizations that
include the Diving, Fishing and Cultural industry programs.
10. Negotiate special talent fees in accordance with trade agreements to be more inclusive of
total work and keeping costs to a minimum.
11. Provide support for public relations agency, web site provider and sales staff for national
and international programs.
12. Provide a Crisis Management Preparedness Plan.
A draft contract has been furnished in Section Four to help outline the possible services of a
full- service agency of record to Monroe County. The Scope of Services may change before
negotiating the final contract between the parties.
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THIS AGREEMENT ( "Agreement ") is entered into this day of , 2011, by and between
Monroe County, a political subdivision of the state of Florida, ( "County ") and
, a corporation ( "Firm ").
WITNESSETH:
WHEREAS, Firm is qualified to provide advertising services which promote tourism; and
WHEREAS, the Monroe County Tourist Development Council (TDC) is an advisory body to
County and has recommended to County that Firm be awarded a contract for advertising services;
and
WHEREAS, County desires to enter into this Contract for advertising services with the Firm;
NOW, THEREFORE, the parties agree as follows:
1. Term The term of this Contract is for a period of three (3) years beginning October
1, 2011 and expiring on September 30, 2014. The County has an option to extend this Contract for
an additional two (2) year period beyond the initial award period Upon the same terms, Upon 90 days
prior written notice of the Contract extension to Firm, and subject to negotiation of monetary terms
listed Under Compensation (Paragraph 3.d.2.) as approved by the TDC.
2. Scope of Services The Firm will serve as the fill- service advertising agency for the
Monroe County TDC and County. The Firm and the advertising programs are subject to review by
the Monroe County TDC.
A. Key Personnel: This Contract is a professional service agreement with
expectation that principal personnel performing the services are those personnel listed. Notice of
any change in personnel shall be sent to the TDC and County. The principals assigned are the
following:
1)
2)
MINIMUM STAFF PERSONNEL ASSIGNED:
1) Account Management Supervisor; approved by the Chairman of the TDC
and Marketing Director
2) Account Supervisor; Account Executive; and additional staff within the
normal services will be assigned as required.
B. At least one of the principals shall meet with the Monroe County TDC at all
regularly scheduled meetings of the TDC and Advisory Committee's, and at any other times as
directed by the TDC.
C. Firm agrees to assign an advertising Account Supervisor who will devote such
time and effort as necessary to the account on a priority basis, including fill time when required.
Duties of the Account Supervisor will include contact as required with the Chairman or Vice -
chairman of the TDC, Marketing Director or other designee. Other duties include regular
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consultation visits throughout Monroe County; consultations with TDC Advisory Committees within
the Keys, and interfacing with other agencies of record such as Public Relations and Website
provider as directed by the TDC; participation in, and coordination of, media planning; coordination
of production and traffic activities with the Firm; coordination of and liaison with mail fulfillment
services on behalf of the TDC; and liaison with private sector resorts, attractions and other tourism
related fields in Monroe County, relating to the development of an effective advertising program for
the Florida Keys.
D. Firm agrees that time is of the essence, and to provide on a timely basis, copy
and concepts and supervision of tangible materials for media and collateral production materials,
including: radio and television, print, internet, website, outdoor, direct mail or any such technology
which may be employed to further the objectives of the TDC; traffic and billing of media and
collateral production materials.
E. Firm shall provide input into the design and creative content of the website.
F. Firm shall employ its knowledge of available media and media research, and
normal use of outside media research services to which the Firm subscribes for the purpose of
planning media advertising programs.
G. Firm shall counsel County in the use of special media, marketing, product and
consumer research as may be advisable.
H. Firm shall formulate and recommend media plans based on written objectives
established within the TDC marketing plan and reviewed on an annual basis.
L Firm shall order space, time or other means of media to be Used, endeavoring
to secure the most advantageous rates available, checking and verifying such media Lase, auditing and
paying invoices to media.
I Firm shall negotiate special talent fees in accordance with trade agreements to
be more inclusive of total work and keep costs to a minimum.
K. Firm shall establish agreements with sub- contractors for production, traffic
and other marketing services.
L. Firm shall obtain written pre - approval on all advertising, media, projects and
materials from the TDC Marketing Director or TDC Chairman.
M.. Firm shall have all media and production expense accounts placed on
individual purchase orders. All invoices shall have the proper purchase order number. No invoice
will be paid Unless account finds are available. No invoices will be paid outside the advertising
budget without TDC approval.
3. Compensation Compensation shall be paid, subject to availability of Tourist
Development Tax Funds and approved purchase orders as follows:
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A. Media Placement:
1) Firm shall be compensated for media placement at the net cost to agency
plus % percent commission, Upon receipt and proof of payment of media invoices with
affidavits and /or tear sheets, screenshots, etc. Net rate is the actual negotiated paid cost for media
placement to the vendor without any markup costs. This will include all generic and district
campaigns, cultural, fishing and diving Umbrella campaigns, and all co -op advertising placement.
Co -op advertising is established to provide lodging accommodations and other tourist related
businesses within Monroe County, so to buy into TDC advertisements at a cost effective rate.
2) Firm shall be reimbursed for projects designated as special projects
approved by the TDC at actual costs, plus %, the total not to exceed the amount budgeted by
TDC.
3) In the event of a catastrophe for Monroe County and /or for South Florida,
such as a hurricane, and subject to the provisions in paragraph 17, or other crisis management
situation, the Firm shall confer with the TDC Director and /or TDC Chairperson and perform the
same types of services described in this agreement. The Firm also agrees that it will have protocol
(see Exhibit A) in place for any catastrophe affecting the Firm's base of operations, ie.:
safeguarding of all official photography & film; facilities and equipment available; staff availability
and all other vital material relative to the continued marketing of the Florida Keys. In addition, the
Firm will ensure the ability to cancel existing media and produce and place ongoing media.
B. Reimbursable Expenditures: The County shall reimburse the Firm for all
approved expenditures and payments made on the County's behalf for media placement subject to
state and County rules and regulations. Packaging, shipping, express mail, postage, legal expenses
on behalf of County, and travel expense for Firm's personnel shall be considered reimbursable
expenses, subject to County's approval. Travel expenses of approved personnel on behalf of the
business of the TDC shall be compensated at the rates established by Florida law and County policy.
C. Invoices:
1) All invoices submitted by the Firm to the TDC shall have the proper
purchase order number, and marked as to which account it is properly chargeable.
2) Normal production costs for specific pre- approved jobs will be
submitted for payment at one time Upon completion.
3) No percentage will be added to Firm charges for packaging, shipping,
express mail, postage, telephone, legal fees and services and travel expenses for Firm's personnel.
4) The Firm's invoices and statements shall be payable by County
according to the Florida Local Government Prompt Payment Act.
D. Production Charges:
1) The % Commissions on the net media placement budget covers the
cost of: agency senior management services, account management services, media services,
accounting services and staff creative development services for generic, DAC's, events and
Umbrella's advertising as follows:
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(a) Existing newspaper campaign ads, including: revised layout, new
copy /copy revisions, art direction, traffic & production supervision.
Note: Computer artists and type, stats and color copies not included.
(b) All new Co -op newspaper ads including: concepts and comprehensive
layouts, copy /copy revisions, art direction, traffic & production
supervision. Note: Computer artists and type, stats and color copies not
included.
(c) Existing magazine ads, including: revised layout, new copy /copy
revisions, art direction, traffic & production supervision. Note:
Computer artists and type, stats and color copies not included.
(d) Existing electronic marketing ads, including: revised format, new
copy /copy revisions, art direction, traffic & production supervision
Note: Computer artists and type, stats and color copies not included.
2) Creative Services Not Included: staff creative development services for
media and collateral materials, i.e.; photo shoots /TV shoots /podcast videos, editing television
commercials, videos /infomercials, point of sale materials, new magazine campaigns, new newspaper
campaign, new electronic campaigns, direct mail, new brochures and major revisions to existing
brochures will be estimated and prior approval obtained for each project at the following hourly
rates:
Concepts and Comprehensive Layouts - $
Senior Copywriter - $
Copywriter - $
Senior Art Direction & Supervision - $
Broadcast Supervision - $
Computer Artist & Type - $
Traffic & Production Sul)ervision - S
B/W Stats - $ each, color outputs $ each
3) Out of pocket expenses for creative development are reimbursable at cost plus
% and include, but are not limited to, the following:
Photographers and Assistants
Film Production Crew
Editing Facilities & Services
Audio Recording Facilities
Models /Actors/Voice -over talent
Four -Color film (for print pubs)
Retouching 4 /color film
Stock photo search and Usage fees
SAG and AFTRA Residuals
TV dupes, radio dupes, etc.
Printing
Media and collateral materials
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The County and the TDC assume no liability to fund this agreement for an anlount in excess of this
award. Payment for expenditures permissible by law and County policies shall be made through
reimbursement to Firm Upon presentation of invoices, and other documentation necessary to support
a claim for reimbursement. Monroe County's performance and obligation to pay Under this
agreement is contingent Upon an annual appropriation by the Board of County Commissioners.
4. Records — Access and Audits: The Firm shall maintain adequate and complete
records to justify all charges, expenses and costs incurred in performing the work for at least four (4)
years after completion of this agreement. The County shall have access to such books, records, and
documents concerning the contracted services. The access to and inspection of such books, records,
and documents by the TDC /County shall occur at any reasonable time. Firm Understands that it shall
be responsible for repayment of any and all audit exceptions identified by TDC /County. Any current
or subsequent agreement awards will be offset by the amount of any audit exceptions. In the event
there are not funds still held by TDC /County for an agreement award, the amount of audit exception
shall be billed to Firm who shall promptly pay same. Records may be subject to disclosure pursuant
to Chapter 119, Florida Statutes.
5. Advertising Agency of Record: Firm shall act as the agency of record for preparation
and placement of the County's TDC advertising using "bed tax" funds except as otherwise mutually
agreed upon. Firm shall perform related or special services as requested by the TDC.
6. Indemnification and Hold Harmless Firm agrees to indemnify and hold harmless
Monroe County, its TDC Board of Directors, officers, agents, and employees against any claim of
liability, losses and causes of action which may arise out of, in connection with, or by reason of
services provided in the fulfillment of this Agreement. It agrees to pay all claims and losses and
shall defend all suits filed due to the negligent acts, errors or omissions of its employees and /or
agents, including related court costs.
7. Property Rights: The County shall own and have all rights subject to Screen Actors
Guild and American Federation of TV and Radio Artists regulations and talent contracts, to any and
all layouts, copy, art work, films and other advertising materials and records which the Firm
prepared or purchased for the County's account pursuant to a program, campaign, or project which
the Tourist Development Council has approved in writing, regardless of whether such material was
published, displayed, broadcast, distributed or otherwise presented prior to the termination of the
agreement, provided the County has paid for same in accordance with the provisions of this
Agreement. Photography images are available to Monroe County tourist related businesses
promoting tourism with a usage agreement policy approved by the TDC.
8. Approval and Changes: The TDC shall have the sole and exclusive right to approve,
modify, reject, or cancel any and all plans, proposals, submissions and other work in progress, in
which case the TDC's directions shall be immediately implemented. However, nothing in this
agreement shall be construed as requiring the Firm to violate any contractual commitments to media
made on the TDC's behalf. All contractual commitments to media require the TDC's prior written
approval. The County shall only be liable for charges approved in writing prior to the Firm entering
into such contractual commitment.
9. Termination: Termination of this agreement shall occur at the natural ending date or
earlier should either party terminate with or without cause upon providing 120 days written notice
prior to the termination date. In the event of early termination, Firm shall exercise due diligence in
carrying out its obligations under this agreement until the date of termination. County will not be
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obligated to pay for any costs incurred after the effective termination date with the exception of pre -
approved contracted services.
10. Exclusive Representation: Firm agrees that it will not represent any private resort or
attraction or other destination within Monroe County or other county or city destinations within the
State of Florida without approval from the TDC and County. Provision of creative and mechanical
services for participants in co -op advertising and other County programs is permissible.
11. Disclosure of Financial Interest: Firm agrees to disclose within thirty (30) days of the
execution of this agreement any existing financial interest in the business of its suppliers or
providers Utilized in fulfillment of this agreement, and shall disclose said interests as they may arise
from time to time.
12. Laws and Regulations: It shall be Understood and agreed that any and all services,
materials and equipment shall comply fully with all local, state and federal laws and regulations.
13. Taxes: The County and TDC are exempt from federal excise and State of Florida
sales and use tax.
14. Finance Charges: The County and TDC will not be responsible for any finance
charges.
15. Relations of County /TDC and Firm: It is the intent of the parties hereto that Firm
shall be legally considered as an independent contractor and that neither it nor its employees shall,
under any circumstances, be considered servants or agents of the County and TDC. County and TDC
shall at no time be legally responsible for any negligence on the part of Firm, its employees or
agents, resulting in either bodily or personal injury or property damage to Firm, any individual, or
corporation.
16. Disclosure: Firm shall be required to list any or all potential conflicts or interest, as
defined by Florida Statute 112 and Monroe County Code and shall disclose to the County and TDC
all actual or proposed conflicts of interest, financial or otherwise, direct or indirect, involving any
client's interest which may conflict with the interest of the County and TDC.
17. Force Maieure: Firm shall not be liable for delay in performance or failure to
perform, in whole or in part, the services due to the occurrence of any contingency beyond its
control or the control of any of its subcontractors or suppliers, including labor dispute, strike, labor
shortage, war or act of war, whether an actual declaration thereof if made or not, insurrection,
sabotage, riot or civil commotion, act of public enemy, epidemic, quarantine restriction, accident,
fire, explosion, storm, flood, drought or other act of God, act of any governmental authority,
jurisdictional action, or insufficient supply of fuel, electricity, or materials or supplies, or technical
failure where Firm has exercised reasonable care in the prevention thereof, and any such delay or
failure shall not constitute a breach of this agreement. However, Firm shall, within one week of such
event, make alternative arrangements to ensure that services continue uninterrupted.
18. Assignment: Firm shall not assign, transfer, convey, sublet or otherwise dispose of
this agreement, or of any or all of its rights, title or interest therein, or its power to execute such
agreement to any person, new owner, company or corporation without prior written consent of the
County.
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19. Compliance With Laws — Non Discrimination: Firm shall comply with all
international, federal, state and local laws and ordinances applicable to the work or payment for
work thereof, and shall not discriminate on the grounds of race, color, religion, sex, sexual
orientation, age, or national origin in the performance of work Under this Contract. This Contract
shall be subject to all international, federal, state, and local laws and ordinances.
20. Insurance: Firm shall maintain the following required insurance throughout the entire
term of this agreement and any extensions. Failure to comply with this provision may result in the
immediate suspension of all work Until the required insurance has been reinstated or replaced.
Delays in the completion of work resulting from the failure of the Firm to maintain the required
insurance shall not extend any deadlines specified in this agreement and any penalties and failure to
perform assessments shall be imposed as if the work had not been suspended, except for Firm's
failure to maintain the required insurance.
Firm shall provide, to the County, as satisfactory evidence of the required insurance, either:
* Certificate of Insurance
or
* A Certified copy of the actual insurance policy
The County, at its sole option, has the right to request a certified copy of any or all insurance
policies required by this agreement.
All Insurance policies must specify that they are not subject to cancellation, non - renewal,
material change, or reduction in coverage Unless a minimum of thirty (30) days prior notification is
given to the County by the insurer.
The acceptance and /or approval of the Firm's insurance shall not be construed as relieving
the Firm from any liability or obligation assumed Under this agreement or imposed by law.
The Monroe County Board of County Commissioners, its employees, TDC Board of
Directors and officials will be included as "Additional Insured" on all policies, except for Workers'
Compensation.
Any deviations from these General Insurance Requirements must be requested in writing on
the County prepared from entitled "Request for Waiver of Insurance Requirements" and approved
by Monroe County Risk Management.
A. Prior to the commencement of work governed by this agreement the Firm
shall obtain Workers' Compensation Insurance with limits sufficient to respond to Florida Statute
440.
less than:
In addition, the Firm shall obtain Employers' Liability Insurance with limits of not
$100,000
Bodily Injury by Accident
$500,000
Bodily Injury by Disease
$100,000
Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the agreement.
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Coverage shall be provided by a company or companies authorized to transact
business in the state of Florida and the company or companies must maintain a minimum rating of
A -V1, as assigned by the A.M. Best Company.
B. Prior to the commencement of work governed by this agreement, the Firm
shall obtain General Liability Insurance. Coverage shall be maintained throughout the life of the
agreement and include, as a minimum:
* Premises Operations
* Products and Completed Operations
* Blanket Contractual Liability
* Personal Injury Liability
* Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$1,000,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$ 500,000 per person
$1,000,000 per Occurrence
$ 100,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made
policy, its provisions should include coverage for claims filed on or after the effective date of this
agreement. In addition, the period for which claims may be reported should extend for a minimum
of twelve (12) months following the acceptance of work by the County.
The Monroe County Board of County Commissioners shall be named as Additional Insured
on all policies issued to satisfy the above requirements.
C. Recognizing that the work governed by this agreement requires the use of
vehicles, the Firm, prior to the commencement of work, shall obtain Vehicle Liability Insurance.
Coverage shall be maintain throughout the life of the agreement and include, as a minimum, liability
coverage for:
* Owned, Non - Owned, and Hired Vehicles
The Minimum limits acceptable shall be:
$1,000,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$500,000 per Person
$1,000,000 per Occurrence
$100,000 Property Damage
D. Advertising Professional Liability Insurance with minimum limits of
$1,000,000 per Occurrence and $2,000,000 aggregate.
21. Governing Law /Venue: This Contract shall be governed and construed by and in
accordance with the laws of the State of Florida and constitutes the entire Contract between the
County and Firm. Venue for any dispute shall be in Monroe County.
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22. Entire Contract: This writing embodies the entire Contract and Understanding
between the parties hereto, and there are not other agreements and understandings, oral or written,
with reference to the subject matter hereof that are not merged herein and superseded hereby. Any
amendment to this Contact shall not be effective unless it is in writing recommended by the TDC
and approved by the County and signed by both parties.
23. Severability: If any provisions of this Contract shall be held by a Court of competent
jurisdiction to be invalid or unenforceable, the remainder of this Contract, or the proposal of such
provision other than those as to which it is invalid or unenforceable, shall not be affected thereby;
and each provision of this Agreement shall be valid and enforceable to the fullest extent permitted by
law.
24. Authority: Each of the signatories for the Firm below certifies and warrants that:
a) Firm's name in the Contract is the full name as designated in its
corporate charter.
b) He /she is empowered to act on this Contract for the Firm.
c) This Contract has been approved by the Firm's board of directors.
25. Ethics Clause: Firm warrants that he /it has not employed retained or otherwise had
act on his /its behalf any former County office or employee in violation of Section 2 or Ordinance
No. 10 -1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10 -1990.
For breach or violation of the provision the County may, at its discretion terminate this agreement
without liability and may also, at its discretion, deduct from the agreement or purchase price, or
otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to
the former or present County officer or employee.
26. Public Entity Crime Statement A person or affiliate who has been placed on the
convicted vendor list following a conviction for public entity crime may not submit a bid on an
agreement to provide any goods or services to a public entity, may not submit a bid on an agreement
with a public entity for the construction or repair of a public building or public work, may not submit
bids on leases of real property to public entity, may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under an agreement with any public entity, and may not
transact business with any public entity in excess of the threshold amount provided in Section
287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list.
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year
first above written
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
(CORPORATE SEAL)
Attest:
Lo
Secretary
Print Name
OR
(1) Witness
Print Name
Advertising Agenev Request for Proposal
2011
Mayor /Chairman
FIRM:
By
President
Print Name
(2) Witness
Print Name
22
Exhibit A
CRISIS MANAGEMENT PLAN
In an effort to provide uninterrupted service to The Florida Keys & Key West during a hurricane
emergency or other catastrophic event, Firm has established a standard plan of action.
The specific plan of the chosen proposer will be inserted under this Exhibit A.
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SECTION FIVE
INSURANCE REQUIREMENTS AND
RESPONSE FORMS REQUIRED BY MONROE COUNTY, FLORIDA
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RISKMANAGEMENT
POLICY AND PROCEDURES
W I NIA <<
Indemnification and Hold Harmless
for
Other Contractors and Subcontractors
The Firm covenants and agrees to indemnify and hold harmless Monroe County Board of County
Commissioners from any and all claims for bodily injury (including death), personal injury, and
property damage (including property owned by Monroe County) and any other losses, damages, and
expenses (including attorney's fees) which arise out of, in connection with, or by reason of services
provided by the Firm or any of its Subcontractor(s) in any tier, occasioned by the negligence, errors,
or other wrongful act of omission of the Firm or its Subcontractors in any tier, their employees, or
agents.
In the event the completion of the project (to include the work of others) is delayed or suspended as
a result of the Firm's failure to purchase or maintain the required insurance, the Firm shall indemnify
the County from any and all increased expenses resulting from such delay.
The first ten dollars ($10.00) of remuneration paid to the Firm is for the indemnification provided for
above.
The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements
contained elsewhere within this Contract.
PROFESSIONAL LIABILITY INSURANCE REQUIREMENTS
Recognizing that the work governed by this contract involves the furnishing of advice or services of
a professional nature, the Firm shall purchase and maintain, throughout the life of the Contract,
Professional Liability Insurance which will respond to damages resulting from any claim arising out
of the performance of professional services or any error or omission of the Firm arising out of work
governed by this Contract.
The minimum limits of liability shall be: $250,000 per Occurrence /$500,000 Aggregate.
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RESPONSE TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
c/o PURCHASING DEPARTMENT
GATO BUILDING, ROOM 1 -213
1100 SIMONTON STREET
KEY WEST, FLORIDA 33040
I acknowledge receipt of Addenda No. (s)
I have included:
Proposal
Non - Collusion Affidavit
Local Preference
Ethics Clause
Drug Free Workplace Form
In addition, I have included a current copy of the following professional licenses and business tax
receipts:
(Check mark items above, as a reminder that they are included.)
Mailing Address:
Signed:
(Name)
(Title)
Advertising Agenev Request for Proposal
2011
Telephone
Fax:
Date:
Witness:
(Seal)
26
NON-COLLUSION AF'F I AVI
I, of the cite of
law on my oath, and under penalty of perjure, depose and sav that:
according to
1. 1 a
of the Firm of
the Proposer making the Proposal for the project described in the Notice for Calling for Proposals for:
and that I executed the said Proposal with full authority to do so,
2. the prices in this Proposal have been arrived at independently without collusion, consultation,
comrnunication or agreement for the purpose of restricting competition, as to any matter relating to such
prices with any other Proposer or with any competitor,
3. unless otherwise required by law, the prices which have been quoted in this Proposal have not been
knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to Proposal
opening, directly or indirectly, to any other Proposer or to any competitor,
4. no attempt has been made or will be made by the Proposer to induce any other person, partnership or
corporation to submit, or not to submit, a Proposal for the purpose of restricting competition; and
5. the statements contained in this affidavit are true and correct, and made with full knowledge that Monroe
County relies upon the truth of the statements contained in this affidavit in awarding Contracts for said
project.
(Signature of Proposer)
STATE OF:
COUNTY OF:
(Date)
PERSONALLY APPEARED BEFORE ME, the undersigned authority.
who, after first being sworn by me, (name of individual signing) affixed his /her signature in the space provided above on
this day of
20
NOTARY PUBLIC
My Commission Expires:
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ETHI CLAUSE
11 ,�. , �
MONROE COUNTY, FLORIDA
warrants that he /it has not employed, retained or
otherwise had act on his /its behalf any former County officer or employee in violation of Section 2
of Ordinance No. 10 -1990 or any County officer or employee in violation of Section 3 of Ordinance
No. 10 -1990. For breach or violation of this provision the County may, in its discretion, terminate
this Contract without liability and may also, in its discretion, deduct from the Contract or purchase
price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or
consideration paid to the former County officer or employee.
(Signature)
(Date)
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his /her signature (name of individual
signing) in the space provided above on this day of 20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM 44
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DRUG-FREE LACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publishes 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. Informs employees about the dangers of drug abuse in the workplace, the business's police of maintaining a drug -free
workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may
be imposed upon employees for drug abuse violations.
3. Gives each employee engaged in providing the commodities or Contractual services that are under Proposal a cope of
the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of working on the commodities
or Contractual services that are under Proposal, the employee will abide by the terms of the statement and will notify the
employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or
of anv controlled substance laws of the United States or anv state, for a violation occurring in the workplace no later than
five (5) days after such conviction.
5. Imposes 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, or any employee who is so convicted.
6. Makes 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.
Proposer's Signature
Date
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A. Vendors claiming a local preference according to Ordinance 023 -2009 must complete this form.
Name of Proposer/Responder
Date:
1. Does the vendor have a valid receipt for the business tax paid to the Monroe County Tax Collector dated at least one
year prior to the notice or request for bid or proposal? _ (Please furnish cope. )
2. Does the vendor have a physical business address located within Monroe County from which the vendor operates or
performs business on a day to day basis that is a substantial component of the goods or services being offered to Monroe
County?
List Address:
Telephone Number:
B. Does the vendor /prime contractor intend to subcontract 50% or more of the goods, services or construction to local
businesses meeting the criteria above as to licensing and location?
If yes, please provide:
1. Cope of Receipt of the business tax paid to the Monroe County Tax Collector by the subcontractor dated at least one
year prior to the notice or request for bid or proposal.
2. Subcontractor Address within Monroe County from which the subcontractor operates:
Tel. Number
Print Name:
Signature and Title of Authorized Signatory for
Bidder/Responder
STATE OF
COUNTY OF
On this _ day of __ , 20_ , before me, the undersigned notary public, personally appeared
, known to me to be the person whose name is subscribed above or who produced
_ _as identification, and acknowledged that he /she is the person who executed the above Local
Preference Form for the purposes therein contained.
Notary Public
Print Name
My conunission expires:_ Seal
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SECTION S X
RE T FOR PROPOSAL CHECKLIST
Please ensure that all items have been checked before submitting request for Proposal. Submit this
checklist as the last page of your proposal.
❑ 1. Cover Page
❑ 2. Narrative Self- Analysis
❑ 3. References
❑ 4. Account Information
❑ 5. Financial Statements, Accounting and Bookkeeping Procedures
❑ 6. Staff Information
❑ 7. Service Capability to Monroe County
❑ 8. Compensation
❑ 9. Written Presentation
❑ 10. Pending Litigation
❑ 11. County Proposal Forms
❑ 12. Other Information
❑ 13. Completed Proposal Checklist
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