Item Q4 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 18, 2014 Division: County Administrator
Bulk Item: Yes No Department: Sustainabilfty
Staff Contact/Phone#: Rhonda Haag,453-8774
AGENDA ITEM WORDING: Approval to advertise a Request for Proposals for conference planning and
implementation services for the 7th Annual Southeast Florida Regional Climate Change Summit to be held in
Monroe County, tentatively planned for October — November 2015. The Summit is being hosted by Monroe
County on behalf of the Southeast Florida Regional Climate Change Compact, a four-county partnership
created for the purpose of collaborative planning and implementation of adaptation and mitigation strategies
related to climate change.
ITEM BACKGROUND: The Summit is hosted by Monroe County every four years on behalf of the
Southeast Florida Regional Climate Change Compact, a four-county partnership created for the purpose of
collaborative planning and implementation of adaptation and mitigation strategies related to climate change.
It is expected that 400—600 persons will attend the Summit. By hosting this Summit, Monroe County hopes
to continue to educate various agency staff, stakeholders, elected officials, and media representatives from the
surrounding about the potential effects of climate change, and also to continue to move the goals and projects
of the Compact forward.
The intent of this Request for Proposals is to identify an experienced planning consultant, firm, or team that
will be responsible for Summit planning, execution, event support, and coordination of all aspects of a two-
day conference event. For purposes of this request, the terms conference and Summit shall have the same
meaning. The County has a budget of $50,000, which includes the planning and all expenses related to the
implementation of the Summit. It is anticipated that a significant source of funds ($100,000) must be raised
through event sponsorships and registrations to fully fund the event. It is anticipated that only the event
planning expenses will be included in the contract resulting from this RFP. All other expenses such as venue,
conference rooms, program development, food, audio visual, speaker expenses, etc. will be covered by
separate contracts and purchase orders.
PREVIOUS RELEVANT BOCC ACTION: Not Applicable.
CONTRACT/CONTRACT CHANGES:Not Applicable
STAFF RECOMMENDATIONS: Approval
TOTAL COST: Est. $30,000 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: SOURCE OF FUNDS: Budgeted 0 5 0 0 8-5 3 0 3 4 0
REVENUE PRODUCING: Yes— No X, AMOUNT PER MONTH Year
APPROVED BY: County Atty 4fOMB/Purchasing_ Risk Management
DOCUMENTATION: Included X Not Required._
DISPOSITION: AGENDA ITEM# CAD#
MONROE COUNTY
Request for Proposals
For
Conference Planning and Implementation Services
For The 7th Annual
SE Florida Regional Climate Change Summit
To Be Hosted
By Monroe County in Fall 2015
iiY 6T 1� ' nvt�? n1,
BOARD OF COUNTY COMMISSIONERS
George Neugent, District 2
Heather Carruthers, District 3
Mayor Pro Tern Danny L. Kolhage, District 1
David Rice, District 4
Mayor Sylvia J. Murphy, District 5
COUNTY ADMINISTRATOR SUSTAINABILITY MANAGER
Roman Gastesi Rhonda Haag
November, 2014
NOTICE OF REQUEST FOR PROPOSALS
TABLE OF CONTENTS
SECTION 1 INSTRUCTIONS TO PROPOSERS
1.1 Purpose
1.2 Background Information on the Project
1.3 Requirements
1.4 Evaluation Criteria
1.5 Requests for Additional Information
1.6 Content of Submission
1.7 Format: Cover Letter
Tabbed Sections
1.8 Copies of RFP Documents
1.9 Statement of Proposal Requirements
1.10 Disqualification of Proposers
1.11 Examination of RFP Documents
1.12 Governing Laws and Requirements
1.13 Preparation of Responses
1.14 Modification of Responses
1.15 Responsibility of Respondent
1.16 Receipt and Opening of Responses
1.17 Award of Contract
1.18 Certificate of Insurance and Insurance Requirements
1.19 Indemnification
1.10 Execution of Contract
SECTION 2 SAMPLE AGREEMENT
SECTION 3 COUNTY FORMS
3.1 Submission Response Form
3.2 Lobbying and Conflict of Interest Ethics Clause
3.3 Non-Collusion Affidavit
3.4 Drug Free Workplace Form
3.5 Public Entity Crime Statement
3.6 Local Preference Form
3.7 Indemnification and Hold Harmless
Price Proposal Form —Appendix A
SECTION 4— SCOPE OF SERVICES
4.1 Purpose of the Project
4.2 Scope of Work
4.3 Minimum Qualifications
3 1" age
SECTION ONE: INSTRUCTIONS TO PROPOSERS
1.1 Purpose
Monroe County is issuing a Request for Proposals for conference planning and
implementation services for the Seventh Annual Southeast Florida Regional Climate
Change Summit to be held in Monroe County, tentatively scheduled for October —
November 2015. The Summit is being hosted by the Monroe County Board of County
Commissioners on behalf of the Southeast Florida Regional Climate Change Compact,
a four-county partnership created for the purpose of collaborative planning and
implementation of adaptation and mitigation strategies related to climate change.
The intent of this Request for Proposals is to identify an experienced planning
consultant, firm, or team that will be responsible for Summit event planning, execution,
event support, and coordination of all aspects of a two-day conference event. For
purposes of this request, the terms conference and Summit shall have the same
meaning.
The Firm shall also provide graphic design to brand Monroe County's Summit efforts
and initiatives and assist in the development of web tools and pages to effectively notify
potential registrants in an interactive, engaging, transparent, and useful manner. The
website shall allow for on-line registration and payment of registration fees, and promote
the event's sponsors in a prominent fashion.
1.2 Background Information
It is expected that 400 — 600 persons will attend the Summit. Information on the 2014
Summit held in Miami Beach can be viewed here
hftp://www.southeastfloridaclimatecompact.org/the-summitf2Ol4-6th-annual-summit/.
Due to the large number of guests expected, it is anticipated that the summit will not be
held at a County facility, but will instead be Iheld in a conference hall in the Upper,
Middle or Lower Keys.
The County has a budget of $50,000, which includes the planning and all expenses
related to the implementation of the Summit. It is anticipated that a significant source of
funds ($100,000) must be raised through event sponsorships and registrations to fund
the event.
The Proposer may provide signed letters of sponsorship from potential sponsors in the
Proposal, and will received additional points in the proposal evaluation.
The Proposer may also offer additional Optional Services that would improve the overall
implementation of the Summit, which the County may accept at its discretion.
41Pagc
By hosting this Summit, Monroe County hopes to continue to educate various agency
staff, stakeholders, elected officials, and media representatives from the surrounding
about the potential effects of climate change, and also to continue to move the goals
and projects of the Compactforward.
1
1.3 Requirements
It is understood that this Request for Proposals will be used by the County as the basis
to qualify and select firm(s) for further consideration. This RFP is issued by the County
to provide potential firms with information, guidelines and rules to prepare and submit a
proposal. The submittal must satisfy all criteria established in, this RFP to qualify for
evaluation. Any written proposals, other submissions, correspondence and all records
made thereof, as well as invitations to propose pursuant to this RFP shall be opened in
public in compliance with Florida law governing public records and meetings.
1.4 Evaluation Criteria
Areas of consideration include but are not limited to:
Maximum
Tab Criteria Points
1 Cover Letter Q
Executive Summary 5
2 Experience/Qualifications/Background 40
3 Quality of Past Performance on Similar Projects & References 5
4 Project Approach]"Understanding of Information -5
5 Price Proposal —Include Appendix A Price Form or similar format 35
6 ■ Familiarity with Monroe County; clients in USA, FL, SE FL„ 10
and Monroe County;
■ Value added options;
■ Advance Sponsorships
■ Other information
■ Contract Deviations (negativepoints)
7 Project Location and Local Preference 5
8 Litigation, Customer References, Credit References, Financial 0
Statements
9 County Forms 0
TOTAL Points 105
Proposers should recognize that while no points are assigned to Tab 8 and Tab 9
failure to properly and adequately reply to these tabs shall be grounds for
rejection of a proposal.
1.5 Requests for Additional Information or Clarification
Requests for additional information or clarification relating to the specifications of this
Request for Proposals shall be submitted in writing directly to:
Rhonda Haag, Sustainability Program Manager
Monroe County Government and Cultural Center
5 1 P a g c
102050 Overseas (Highway, Ste. 246
Key Largo, FL 33037
All requests for additional information must be received no later than 3:00 PM.
December XX, 2014. Any requests received) after that date and time will not be
answered. If an answer is issued, an addendum to the RFP will be issued shortly
thereafter and distributed to all interested proposers, responding i with the County's best
ability to answer all questions. Verbal requests will not be answered.
All addenda are a part of the contract documents and each Proposer will be bound by
such addenda, whether or not received by him/her. It is the responsibility of each
Proposer to verify that he/she has received all addenda issued before responses are
opened.
1.6 Content of Submission
The proposal submitted in response to this Request for Proposals (RFP) shall be
printed on 8-1/2" x 11" white (paper and bound; shall be clear and concise, tabulated,
and provide the information requested herein. Four L4) proposals shall be provided
(which includes one (1) od-ginal.) Statements submitted without the required information
will not be considered. Responses shall be organized as indicated below. The Proposer
should not withhold any information from the written response in anticipation of
presenting the information orally or in a demonstration, since oral presentations or
demonistrations may not be solicited. Each Proposer must submit adequate
documentation to certify the Proposer's compliance with the County's requirements.
Proposer should focus specifically on the information requested.
Notwithstanding these submittal) requirements, the County reserves the right, at its sole
discretion, to waive any minor irregularity relating to the submittal. Upon request, it
shall be the responsibility of the respondent to address the determined minor
irregularity within a time frame specified by the County. Failure of a respondent to
provide the required information within the specified time frame is considered
sufficient cause to deem the submittal non- responsive.
Each of the following requirements should) be addressed in separate tabbed
sections of the submittal.
1.7 Format
The response, at a minimum, shall include the following:
7A. Cover Letter
The cover letter shall contain the Proposer's name, address, telephone number,
and the name of the Proposer's contact person(s). It shall introduce the
company including a brief overview of the firm's history, the corporate name,
address and telephone number of corporate headquarters and the local office,
61Page
number of years in business, names of principals and number of employees.
Indicate the State in which Proposer is incorporated or organized. If other than
Florida, include evidence of authorization to do business in Florida. Include a
reproduction of Corporate Charter Registration, if applicable.
I
Identify the primary person responsible for this proposal. Briefly state the
Proposer's understanding of the work to be done, and make a positive
commitment to perform and complete the services. This letter must be signed by
an individual authorized to bind the firm. Failure to meet this requirement may
result in disqualification.
7B. Tabbed Sections
Tab 1. Letter and Executive Summary
The Proposer shall provide a narrative of the firm's qualities and capabilities that
demonstrates how the firm will work with the County to fulfill the requirements of
this Service.
Tab 2. Experience/Qualifications/Background
2.1 Each respondent shall submit an overview of their firm/team's
experience,, qualifications, capability and background for providing
conference planning and implementation services specified in this RFP. -
2.2 Each respondent shall provide examples of similar projects performed
by the firm/team.
2.3 The respondent shall identify any subconsultants or subcontractors
that they propose to use to perform the project and describe their
working relationship with the respondent.
2.4 Identify members of the project team and their anticipated roles for this
project, and provide a summary of their previous experience. Include
staff, as well as sub-consultants that will have key roles in the team
organization chart. Provide concise, yet detailed, resumes for key team
members. Make a statement of commitment that the team will remain
committed to the project until completion.
2.5 Provide information regarding areas of specialization, and any other
pertinent information in such a way to reasonably evaluate the firm's
stability, strengths, and experience level.
Tab 3. Quality of Past Performance on Similar Projects/References
3.1 The Proposer shall provide a list of past projects indicating the following:
7 1 Pa g c
a. Name and full address of the referenced project client
b. Name and telephone number of client contact for referenced project
c. Date of initiation and completion of contract
d. Summary of the project and services
3.2 Each respondent should submit a minimum of two (2) references from
clients that worked with their firm/team in the successful provision of
conference planning and implementation services, within the past five (5)
year(s). Letters of reference are preferred, however, if the client desires to
include firm surveys completed by clients, they will be considered. Letter of
reference from a government (public entity) client are preferred.
Each reference should include the following:
a. Name of client company, contact names, addresses, telephone/fax
numbers, dollar amount of contracts and dates of service.
b. Scope of Work, types of services performed and number of full-time
staff provided.
Tab 4. Prol2ct,AaRM9b I U =000 9f InfaMAW2
The respondent shall provide a detailed narrative description of its approach
and methodology for implementing the conference planning and
implementation services specified in this RFP including, but not limited to, the
following:
4.1 An overview of the proposed project tasks/activities to be performed by
firm/team.
4.2 A work plan that includes any necessary meetings with employees,
commissioners, and the public.
4.3 T i m e I i n e for performing the required services from start to completion.
Tab 5 Price Submtttal Intormatilon
5.1 The respondent shall submit the attached Price Submittal Page(s)
(Appendix A), fully completed, signed, with either a corporate seal affixed or
notarized. The respondent shall indicate the following:
a. Fixed fee per task to be paid for performing the services proposed by
the team/firm pursuant to this solicitation.
8 11) a g
b. Any cost items in addition to the fixed fee that County would be
expected to pay.
c. Revenue estimates f or various conference fees
i n c I u d i n g s p o n s o r , exhibitor, vendor and registration fees, if
proposed.
Note: Alternative formats may be used other than that provided in the
Schedules in Appendix A; however, the information specified in these
Schedules must be addressed and Appendix A must be signed.
5.2 Alternative formats may be used other than that provided in the
Schedules in Appendix A'; however, the information specified in these Schedules
must be addressed and Appendix A must be signed.
5.3 The Price Sheet shall include a total, which may be an all-inclusive fee to
be paid to the proposer. All costs to be paid to the Proposer shall be included.
No additional costs or fees will be paid, including but not limited to travel costs,
per diems, telephone charges, facsimile charges, and postage charges.
5.4 In addition to the quote submitted for the Scope of Services outlined in
this RFP, the Proposer may choose to suggest additional Optional Services and
submit a quote for those services. Such additional services may be explained in
the Quote Sheet. The County may or may not choose to hire the Proposer for
the additional services.
Tab 6. Other Informabon/Value Added Benefits/Advance Sponsorships
6.1 Describe your firm's familiarity with Monroe County, and the availability
and constraints of potential facilities that could be used to host the Summit.
6.2 Describe the firm's completed projects for clients in the United States,
Florida, in the Southeast region of the United States and for state and
local government clients, including any in Monroe County. Include projects for
non- government clients also, if similar in nature.
6.3 Describe any additional value added benefits your firm/ organization can
offer the County of Monroe County not enumerated in the scope of work,
submittal requirement responses or evaluation criteria.
6.4 Proposer shall provide any additional project experience that will give an
indication of the Proposers overall abilities.
6.5 If the Proposer will require any other information from the County not
9 1 P a g C
included in this Request for Proposal or require from the County any
information in a particular computerized format in order to carry out the
Scope of Services in Proposer shall also include such request in this
section, i.e. Tab 6.
6.6 If the Proposer cannot fully comply with any of the terms contained in the
draft contract, shown in Section Two, all deviations to the terms must be
spelled out in this section, i.e. Tab 6.
6.7 The Proposer has an opportunity to gain positive points by providing
signed letters of funding support from potential sponsors. Please note that
all potential sponsors are subject to the approval of the SE FL Compacts
Summit Planning Team
Tab 7-Project Location and Local Preference
Include in this section the location of the main office, the location of the office
proposed to work on this project, and a discussion of the following as it pertains
to your proposal:
The evaluation criteria includes evaluation points which recognize a preference
for "local businesses" including, but not limited to, response time, experience in
complying with or applying local regulations, local references, employment of
local residents, and familiarity with the local market. A local preference may be
assigned as follows:
Individuals or firms which meet all of the criteria for a local business as set
forth in this section, may be given a preference by awarding additional
points in the overall scoring system as part of the overall evaluation
factors of the selection committee.
Any proposer claiming a local preference as defined in Monroe County
Ordinance 023-2009 must complete the Local Preference Form and attach to the
Proposal.
Tab 8 Litigation
In accordance with Section 2-347(h) of the Monroe County Code, please provide the
following information:
(1) A list of the person's or entity's shareholders with five (5) percent or more of the
stock or, if a general partnership, a list of the general partners; or, if a limited
liability company, a list of its members; or, if a solely owned proprietorship,
names(s) of owner(s);
(2) A list of the officers and directors of the entity;
101Pagc
(3) The number of years the person or entity has been operating and, if different, the
number of years it has been providing the services, goods, or construction
services called for in the bid specifications (include a list of similar projects);
(4) The number of years the person or entity has operated under its present name
and any prior names;
(5) Answers to the following questions regarding claims and suits:
a. Has the person, principals, entity, or any entity previously owned,
operated or directed by any of its officers, major shareholders or directors,
ever failed to complete work or provide the goods for which it has
contracted? If yes, provide details;
b. Are there any judgments, claims, arbitration proceeding or suits pending
or outstanding against the person, principal of the entity, or entity, or any
entity previously owned, operated or directed by any of its officers,
directors, or general partners? If yes, provide details;
c. Has the person, principal of the entity, entity, or any entity previously
owned, operated or directed by any of its officers, major shareholders or
directors, within the last five (5) years, been a party to any lawsuit,
arbitration, or mediation with regard to a contract for services, goods or
construction services similar to those requested in the specifications with
private or public entities? If yes, provide details;
d. Has the person, principal of the entity, or any entity previously owned,
operated or directed by any of its officers, owners, partners, major
shareholders or directors, ever initiated litigation against the county or
been sued by the county in connection with a contract to provide services,
goods or construction services? If yes, provide details;
e. Whether, within the last five (5) years, the owner, an officer, general
partner, principal, controlling shareholder or major creditor of the person or
entity was an officer, director, general partner, principal, controlling
shareholder or major creditor of any other entity that failed to perform
services or furnish goods similar to those sought in the request for
competitive solicitation;
f. Customer references (minimum of three), including name, current address
and current telephone number;
g. Credit References (minimum of three), including name, current address
and current telephone number; and
h. Financial statements for the prior three years for the responding entity or
for any entity that is a subsidiary to the responding entity.
Tab 9.County Forms
111Page
Proposer shall complete and execute the forms specified below and located in
Section 2 in this RFP, as well as copies of all business licenses and receipts
for business tax and shall include them in this section:
Forms
■ Submission Response Form
■ Lobbying and Conflict of Interest Ethics Clause
■ Non-Collusion Affidavit
■ Drug Free Workplace Form
■ Public Entity Crime Statement
■ Local Preference Form
■ Indemnification and Hold Harmless form
■ Appendix A— Price Submittal Form
1.8 Copies of RFP Documents
A. Only complete sets of RFP 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 RFP Documents may be obtained in the manner and at
the locations stated in the Notice of Request for Proposals.
1.9 Statement of Proposal Requirements
See also Notice of Request for Competitive Solicitation.
Interested firms or individuals are requested to indicate their interest by submitting a
total of four (4), [one (1) signed original and three (3) complete copies], of the proposal,
in a sealed envelope clearly marked on the outside, with the Proposer's name and
"Climate Summit Event Planning," addressed to Monroe County Purchasing
Department, 1100 Simonton Street, Room 2-213, Key West, FL 33040, which must be
received on or before 3:00 P.M. local time on December XX, 2014. Hand delivered
Proposals may request a receipt. No proposals will be accepted after 3:00 P.M. Faxed
or e-mailed proposals shall be automatically rejected. It is the sole responsibility of each
Proposer to ensure its proposal is received in a timely fashion.
1.10 Disqualification of Proposer
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 proposals
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
121Pagc,
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 contractor 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. Category Two: $25,000.00
C. Drug-Free Workplace Form: Any person submitting a bid or proposal in
response to this invitation must execute the enclosed DRUG-FREE
WORKPLACE FORM and submit it with his/her proposal. Failure to
complete this form in every detail and submit it with the bid or proposal
may result in immediate disqualification of the bid or proposal.
D. Lobbying And Conflict Of Interest Ethics Clause: Any person submitting a
bid or proposal in response to this invitation must execute the enclosed
LOBBYING AND CONFLICT OF INTEREST CLAUSE and submit it with
his/her bid or proposal. Failure to complete this form in every detail and
submit it with the Ibid or proposal may result in immediate disqualification
of the bid or proposal.
1.11 Examination of RFP Documents
A. Each Proposer shall carefully examine the RFP and other contract .
documents, and inform himself/herself 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 shall in no way relieve him/her 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.
1.12 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, professional license requirements
and regulations that in any manner affect the work. Knowledge of business tax
requirements for Monroe County and municipalities within Monroe County are the
responsibility of the Proposer.
1.13 Preparation of Responses
131Pai e
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 Response on behalf of the
corporation must be stated along with the Corporation Seal Stamp and evidence of his
authority to sign the Response must be submitted. The Proposer shall state in the
response the name and address of each person having an interest in the submitting
entity.
1.14 Modification of Responses
Written modifications will be accepted from Proposers if addressed to the entity and
address indicated in the Notice of Request for Competitive Solicitation and received
prior to Proposal due date and time. Modifications must be submitted in a sealed
envelope clearly marked on the outside, with the Proposers name and "Modification to
Proposal — Climate Summit Event Planning Services." If sent by mail or by courier,
the above-mentioned envelope shall be enclosed in another envelope addressed to the
entity and address stated in the Notice of Request for Proposals. Faked or e-mailed
modifications shall be automatically rejected.
1.15 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.
1.16 Receipt and Opening of Responses
Responses will be received until the designated time and will be publicly opened.
Proposers names shall be read aloud at the appointed time and place stated in Section
1.9. 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. Proposers or their authorized agents are invited to be
present.
The County reserves the right to reject any and all responses and to waive technical
error and irregularities as may be deemed best for the interests of the County.
Responses that contain modifications that are incomplete, unbalanced, conditional,
obscure, or that contain additions not requested or irregularities of any kind, or that do
not comply in every respect with the Instruction to Proposer, may be rejected' at the
option of the County.
1.17 Award of Contract
141I' uge
A. The County reserves the right to award separate contracts for the services
based on -geographic area or other criteria, and to waive any informality in any
response, or to re-advertise for all or part of the work contemplated.
B. 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.
C. The recommendation of staff shall be presented to the Board of County
Commissioners of Monroe County, Florida, for final selection and award of contract.
1.18 Certificate of Insurance and Insurance Requirements
The Proposer shall be responsible for all necessary insurance coverage as indicated
below. Certificates of Insurance must be provided to Monroe County within fifteen (15)
days after award of contract, with Monroe County BOCC listed as additional insured as
indicated. If the proper insurance forms are not received within the fifteen (15) day
period, the contract may be awarded to the next selected Proposer. Policies shall be
written by companies licensed to do business in the State of Florida and having an
agent for service of process in the State of Florida. Companies shall have an A.M. Best
rating of VI or better, The required insurance shall be maintained at all times while
Proposer is providing service to County.
A. Worker's Compensation
Statutory Limits
Employers' Liability Insurance
Bodily Injury by Accident $500,000
Bodily Injury by Disease, policy limits $500,000
Bodily Injury by Disease, each employee $500,000
B. General Liability, including
Premises Operation
Products and Completed Operations
Blanket Contractual Liability
Personal Injury Liability
Expanded Definition of Property Damage
$500,000 Combined Single Limit
If split limits are provided, the minimum limits acceptable shall be:
$250,000 per person
$500,000 per occurrence
$50,000 property damage
151P:lge
C. 'Vehicle Liability
(Owned, non-owned and hired vehicles) $300,000 Combined Single Limit
If split limits are provided, the minimum limits acceptable shall be:
$100,000 per person
$300,000 per occurrence
$50,000 property damage
D. Professional Liability $500,000 per Occurrence
$1,000,000 Aggregate
E. Additional Insured
Monroe County shall be named as an Additional Insured on the General Liability
and Vehicle Liability policies.
1.19. Indemnification
The Proposer to whom a contract is awarded shall defend, indemnify and hold harmless
the County as outlined 'below.
The Proposer covenants and agrees to indemnify, hold harmless and,defend Monroe
County, its commissioners, officers, employees, agents and servants from any and all
claims for bodily injury, including death; personal injury, and property damage,
including damage to property owned by Monroe County, and any other losses,
damages, and expenses of any kind, including attorney's fees, court costs and
expenses, which arise out of, in connection with, or by reason of services provided by
the Proposer or any of its Subcontractor(s), occasioned by the negligence, errors, or
other wrongful act or omission of the Proposer, its Subcontractor(s), their officers,
employees, servants or, agents.
In the event that the service is delayed or suspended as a result of the
ProposerNendor's failure to purchase or maintain the required insurance, the Vendor
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 Proposer is
consideration 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 agreement.
1.20 Execution of Contract
The Proposer will be required to execute a contract with the County for the services
provided for in this RFP. The Proposer with whom a contract is negotiated shall be
required to return to the County four ( 4) executed originals of the prescribed Contract
together with the required certificates of insurance. If the Proposer cannot fully comply
with any of the terms contained in the draft contract, shown in Section Two, all
161Pagc
deviations to the terms must be spelled out in Tab 6, Other Information.
17 Ya c
SECTION TWO: SAMPLE AGREEMENT
MONROE COUNTY
CONTRACT FOR
CONFERENCE PLANNING AND IMPLEMENTATION SERVICES
FOR THE 7TH ANNUAL SE FLORIDA
REGIONAL CLIMATE CHANGE SUMMIT
{Note: Contract Subject to Negotiations with County}
THIS AGREEMENT is made and entered into this day of ,
2015 by MONROE COUNTY ("COUNTY"), a political subdivision of the State of Florida,
whose address is 1100 Simonton Street, Key West, Florida 33040 and
("CONSULTANT'), whose address is
WfTNESSETH
WHEREAS, the COUNTY issued its Request for Proposals RFP ("RFP") pursuant to
state and local law to solicit proposals to plan and implement the r Annual SE Florida
Regional Climate Summit and related services; and
WHEREAS, Consultant is a professional firm qualified to render said services and has
responded to the RFP1 by submitting its proposal in response to the RFP ("Proposal");
and
WHEREAS, the COUNTY desires to engage Consultant to provide such services to the
COUNTY according to the terms and subject to the conditions set forth herein.
NOW, THEREFORE, for and in consideration of the mutual covenants and promises as
hereinafter set forth and of the faithful performance of such covenants and conditions,
the COUNTY and CONSULTANT do hereby agree as folllows:
Section 1. SCOPE OF SERVICES
CONSULTANT shall perform and carry out in a professional and proper manner certain
duties as described in the Section 4 Scope of Services which is attached hereto and
made a part of this agreement.
CONSULTANT shall provide the scope of services in Exhibit A for the COUNTY.
CONSULTANT warrants that it is authorized by law to engage in the performance of the
activities herein described, subject to the terms and conditions set forth in these
CONTRACT documents. The CONSULTANT shall at all times exercise independent,
professional judgment and shall assume professional responsibility for the services to
be provided. CONSULTANT shall provide services using the following standards, as a
minimum requirement:
A. The CONSULTANT shall maintain adequate staffing levels to provide the
services required under the CONTRACT resulting from this RFP process.
181Pagc
B. The personnel shall not be employees of or have any contractual
relationship with the County. To the extent that CONSULTANT uses
subcontractors or independent contractors, this CONTRACT specifically
requires that subcontractors and independent contractors shall not be an
employee of or have any contractual relationship with County.
C. All personnel engaged in performing services under this CONTRACT shall
be fully qualified, and, if required, to be authorized or permitted under
State and local law to perform such services.
Section 2. COUNTY'S RESPONSIBILITIES
2.1 The County will provide such data as is requested by the CONSULTANT and is
mutually agreed upon between County and CONSULTANT.
2.2 The County will make payments as outlined in Section 4 of this CONTRACT.
Section 3. TERM OF AGREEMENT
Except as noted below, this CONTRACT shall begin on the day of
2014 and will conclude with delivery of the deliverables outlined in Section 1 of this
CONTRACT, which shall not be later than November 30�, 2015
Section 4. PAYMENT TO CONSULTANT
4.1 Payment will be made in percentage of completion of the lump sum amounts per
task according to the Deliverable Schedule attached as Exhibit B, and
according to the Florida Local Government Prompt Payment Act, Section 218.70,
Florida Statutes. The Provider shall submit to the COUNTY an invoice with
supporting documentation in a form acceptable to the Clerk. Acceptability to the
Clerk is based on generally accepted accounting principles and such laws, rules
and regulations as may govern the Clerk's disbursal of funds. The Sustainability
Manager will review the request, note her approval on the request and forward it
to the Clerk for payment.
4.2 Any extension of this CONTRACT beyond the term noted in Section 3 is
contingent upon annual appropriation by Monroe County.
Section 5. CONTRACT TERMINATION
Either party may terminate this CONTRACT because of the failure of the other party to
perform its obligations under the CONTRACT. COUNTY may terminate this
CONTRACT with or without cause upon thirty (30) days' notice to the CONSULTANT.
COUNTY shall pay CONSULTANT for work performed through the date of termination.
Section 6. CONSULTANT'S ACCEPTANCE OF CONDITIONS,
191f,
A. CONSULTANT hereby agrees that he has carefully examined the RFP, his
response, and this CONTRACT and has made a determination that he/she has
the personnel, equipment, and other requirements suitable to perform this work
and assumes full responsibility therefore. The provisions of the CONTRACT
shall control any inconsistent provisions contained in the specifications. All
specifications have been read and carefully considered by CONSULTANT, who
understands the same and agrees to their sufficiency for the work to be done.
Under no circumstances, conditions, or situations shall this CONTRACT be more
strongly construed against COUNTY than against CONSULTANT.
B. Any ambiguity or uncertainty in the specifications shall not be construed against
the COUNTY.
C. The passing, approval, and/or acceptance by COUNTY of any of the services
furnished by CONSULTANT shall not operate as a waiver by COUNTY of strict
compliance with the terms of this CONTRACT, and specifications covering the
services.
D. CONSULTANT agrees that County Administrator or his designated
representatives may visit CONSULTANT'S facility (ies) periodically to conduct
random evaluations of services during CONSULTANT'S normal business hours.
E. CONSULTANT has, and shall maintain throughout the term of this CONTRACT,
appropriate licenses and approvals required to conduct its business, and will at
all times conduct its business activities in a reputable manner. Proof of such
licenses and approvals shall be submitted to COUNTY upon request.
Section 7. NOTICES
Any notice required or permitted under this agreement shall be in writing and hand
delivered or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested, to the following:
To the COUNTY: County Administrator, Mr. Roman Gastesi
1100 Simonton Street, Suite 205
Key West, Florida 33040
To the CONSULTANT:
Section 8. RECORDS
CONSULTANT shall maintain all books, records, and documents directly pertinent to
201Pagc
performance under this CONTRACT in accordance with generally accepted accounting
principles consistently applied. Each party to this CONTRACT or their authorized
representatives shall have reasonable and timely access to such records of each other
party to this CONTRACT for public records purposes during the term of the agreement
and for five (5) years following the termination of this CONTRACT. If an auditor
employed by the COUNTY or Clerk determines that monies paid to CONSULTANT
pursuant to this CONTRACT were spent for purposes not authorized by this
CONTRACT, the CONSULTANT shall repay the monies together with interest
calculated pursuant to Section 55.03 of the F.S., running from the date the monies were
paid to CONSULTANT.
Section 9. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NOS. 010 AND 020-
1990
The CONSULTANT warrants that it has not employed, retained or otherwise had act on
its behalf any former County officer or employee subject to the prohibition of Section 2
of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3
of Ordinance No. 020-1990. For breach or violation of this provision the COUNTY may,
in its discretion, terminate this agreement without liability and may also, in 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 County officer
or employee.
Section 10. CONVICTED VENDOR
By signing this agreement, CONSULTANT represents that the execution of this
CONTRACT will not violate the Public Entities Crime Act (Section 287.133, Florida
Statutes). Violation of this section shall result in termination of this CONTRACT and
recovery of all monies paid hereto, and may result in debarment from County's
competitive procurement activities.
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 CONTRACT with a public
entity for the construction or repair of a public building or public work, may not perform
work as a CONSULTANT, supplier, subcontractor, or CONSULTANT under
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 of the Florida Statutes,
for the Category Two for a period of 36 months from the date of being placed on the
convicted vendor list.
Section 11. GOVERNING LAW, VENUE, INTERPRETATION, COSTS AND FEES
This CONTRACT shall be governed by and construed in accordance with the laws of
the State of Florida applicable to Agreements made and to be performed entirely in the
State.
2111" a g c
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this CONTRACT, the COUNTY and CONSULTANT
agree that venue shall lie in the appropriate court or before the appropriate
administrative body in Monroe County, Florida.
Section 12. SEVERABILITY
If any term, covenant, condition or provision of this CONTRACT (or the application
thereof to any circumstance or person) shall be declared invalid or unenforceable to any
extent by a court of competent jurisdiction, the remaining terms, covenants, conditions
and provisions of this CONTRACT, shall not be affected thereby; and each remaining
term, covenant, condition and provision of this CONTRACT shall be valid and shall be
enforceable to the fullest extent permitted by law unless the enforcement of the
remaining terms, covenants, conditions and provisions of this CONTRACT would
prevent the accomplishment of the original intent of this CONTRACT. The COUNTY
and CONSULTANT agree to reform the CONTRACT to replace any stricken provision
with a valid provision that comes as close as possible to the intent of the stricken
provision.
Section 13. ATTORNiEY'S FEES AND COSTS
The COUNTY and CONSULTANT agree that in the event any cause of action or
administrative proceeding is initiated or defended by any party relative to the
enforcement or interpretation of this CONTRACT, the prevailing party shall be entitled to
reasonable attorney's fees, and court costs, as an award against the non-prevailing
party. Mediation proceedings initiated and conducted pursuant to this CONTRACT shall
be in accordance with the Florida Rules of Civil Procedure and usual and customary
procedures required by the Circuit Court of Monroe County.
Section 14. BINDING EFFECT
The terms, covenants, conditions, and provisions of this CONTRACT shall bind and
inure to the benefit of the COUNTY and CONSULTANT and their respective legal
representatives, successors, and assigns.
Section 15. AUTHORITY
Each party represents and warrants to the other that the execution, delivery and
performance of this CONTRACT have been dully authorized by all necessary County
and corporate action, as required by law.
Section 16. ADJUDICATION OF DISPUTES OR DISAGREEMENTS
COUNTY and CONSULTANT agree that all disputes and disagreements shall be
attempted to be resolved by meet and confer sessions between representatives of each
221Pagc
of the parties. If no resolution can be agreed upon within 30 days after the first meet
and confer session, then any party shall) have the right to seek such relief or remedy as
may be provided by this CONTRACT or by Florida law. This CONTRACT shall' not be
subject to arbitration.
Section 17. COOPERATION
In the event any administrative or legal proceeding is instituted against either party
relating to the formation, execution, performance, or breach of this CONTRACT,
COUNTY and CONSULTANT agree to participate, to the extent required by the other
party, in all proceedings, hearings, processes, meetings, and other activities related to
the substance of this CONTRACT or provision of the services under this CONTRACT.
COUNTY and CONSULTANT specifically agree that no party to this CONTRACT shall
be required to enter into any arbitration proceedings related to this CONTRACT.
Section 18. NONDISCRIMINATION
COUNTY and CONSULTANT agree that there will be no discrimination against any
person, and it is expressly understood that upon a determination by a court of
competent jurisdiction that discrimination has occurred, this CONTRACT automatically
terminates without any further action on the part of any party, effective the date of the
court order. COUNTY or CONSULTANT agree to comply with all Federal and Florida
statutes, and all local ordinances, as applicable, relating to nondiscrimination. These
include but are not limited to: Title VII of the Civil Rights Act of 1964 (PL 88-352) which
prohibits discrimination on the basis of race, color or national origin; Title IX of the
Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686),
which prohibits discrimination on the basis of sex; Section 504 of the Rehabilitation Act
of 1973, as amended (20 USC s. 794), which prohibits discrimination on the Ibasis of
handicaps; The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107)
which prohibits discrimination on the basis of age; The Drug Abuse Office and
Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the
basis of drug abuse; The Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism; The Public Health
Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended,
relating to confidentiality of alcohol and drug abuse patent records; Title Vlll of the Civil
Rights Act of 1968 (42 USC s. et seq.), as amended, relating to nondiscrimination in the
sale, rental or financing of housing; The Americans with Disabilities Act of 1990 (42
USC s. 1201 Note), as may be amended from time to time, relating to nondiscrimination
on the basis of disability; Any other nondiscrimination provisions in any Federal or state
statutes which may apply to the parties to, or the subject matter of, this CONTRACT..
Section 19. COVENANT OF NO INTEREST
COUNTY and CONSULTANT covenant that neither presently has any interest, and
shall not acquire any interest, which would conflict in any manner or degree with its
2311" agc
performance under this CONTRACT, and that only interest of each is to perform and
receive benefits as recited in this CONTRACT.
Section 20. CODE OF ETHICS
The parties understand that officers and employees of the COUNTY are requiired to
comply with the standards of conduct for public officers and employees as delineated in
Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or
acceptance of gifts; doing business with one"s agency; unauthorized compensation;
misuse of public position, conflicting employment or contractual relationship; and
disclosure or use of certain information.
Section 21. NO SOLICITATIOWPAYMENT
The COUNTY and CONSULTANT warrant that, in respect to itself, it has neither
employed nor retained any company or person, other than a bona fide employee
working solely for it, to solicit or secure this CONTRACT and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona
fide employee working solely for it, any fee, commission, percentage, gift, or other
consideration contingent upon or resulting from the award or making of this
CONTRACT. For the breach or violation of the provision, the CONSULTANT agrees
that the COUNTY shall have the right to terminate this CONTRACT without liability and,
at its discretion, to offset from monies owed, or otherwise_recover, the full amount of
such fee, commission, percentage, gift, or consideration.
Section 22. PUBLIC ACCESS
The COUNTY and CONSULTANT shall allow and permit reasonable access to, and
inspection of, all documents, papers, letters or other materials in its possession or under
its control subject to the provisions of Chapter 119, Florida Statutes, and made or
received by the COUNTY and CONSULTANT in conjunction with this CONTRACT; and
the COUNTY shall have the right to unilaterally cancel this CONTRACT' upon violation
of this provision by CONSULTANT.
COUNTY and CONSULTANT shall allow and permit reasonable access to, and
inspection of, all documents, papers, letters or other materials subject to the provisions
of Chapter 119, Florida Statutes, and made or received by COUNTY and
CONSULTANT in conjunction with this Agreement. Pursuant to F.S. 119.0701,
CONSULTANT and its subcontractors shall comply with all public records laws of the
State of Florida, including but not limited to:
(a) Keep and maintain public records that ordinarily and necessarily would be required
by Monroe County in order to perform the service.
(b) Provide the public with access to public records on the terms and conditions that
Monroe County would provide the records and at a cost that does not exceed the cost
241Page;
provided in Florida Statutes, Chapter 119 or as otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
(d) Meet all requirements for retaining public records and transfer, at no cost, to
Monroe County all public records in possession of the CONSULTANT upon termination
of the contract and destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. All records stored
electronically must be provided to Monroe County in a format that is compatible with the
information technology systems of Monroe County.
Violation of this subsection is considered a default under this Agreement and shall be
addressed as set forth herein.
Section 23. NON-WAIVER OF IMMUNITY
Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of the
COUNTY and the CONSULTANT in this CONTRACT and the acquisition of any
commercial liability insurance coverage, self-insurance coverage, or local government
liability insurance pool coverage shall not be deemed a waiver of immunity to the extent
of liability coverage, nor shall any CONTRACT entered into by the COUNTY be required
to contain any provision for waiver.
Section 24. PRIVILEGES AND IMMUNITIES
All of the privileges and immunities from liability, exemptions from laws, ordinances, and
rules and pensions and relief, disability, workers' compensation, and other benefits
which apply to the activity of officers, agents, or employees of any public agents or
employees of the COUNTY, when performing their respective functions under this
CONTRACT within the territorial limits of the COUNTY shall apply to the same degree
and extent to the performance of such functions and duties of such officers, agents,
volunteers, or employees outside the territorial limits of the COUNTY.
Section 25. LEGAL OBLIGATIONS AND RESPONSIBILITIES
Non-Delegation of Constitutional or Statutory Duties. This CONTRACT is not intended
to, nor shall it be construed as, relieving any participating entity from any obligation or
responsibility imposed upon the entity by law except to the extent of actual and timely
performance thereof by any participating entity, in which case the performance may
offered in satisfaction of the obligation or responsibility. Further, this CONTRACT is not
intended to, nor shall it be construed as, authorizing the delegation of the constitutional
or statutory duties of the COUNTY, except to the extent permitted by the Florida
constitution, state statute, and case law.
Section 26. NON-RELIANCE BY NON-PARTIES
251Pagc
No person or entity shall be entitled to rely upon the terms, or any of them, of this
CONTRACT to enforce or attempt to enforce any third-party claim or entitlement to or
benefit of any service or program contemplated hereunder, and the COUNTY and the
CONSULTANT agree that neither the COUNTY nor the CONSULTANT or any agent,
officer, or employee of either shall have the authority to inform, counsel, or otherwise
indicate that any particular individual or group of individuals, entity or entities, have
entitlements or benefits under this CONTRACT separate and apart, inferior to, or
superior to the community in general or for the purposes contemplated in this
CONTRACT.
Section 27. ATTESTATIONS
CONSULTANT agrees to execute such documents as the COUNTY may reasonably
require, including, but not being limited to, a Public Entity Crime Statement, an Ethics
Statement, and a Drug-Free Workplace Statement, Lobbying and Conflict of Interest
Clause, and Non-Collusion CONTRACT.
Section 28. NO PERSONAL LIABILITY
No covenant or agreement contained herein shall be deemed to be a covenant or
agreement of any member, officer, agent or employee of Monroe County in his or her
individual capacity, and no member, officer, agent or employee of Monroe County shall
be liable personally on this CONTRACT or be subject to, any personal liability or
accountability by reason of the execution of this CONTRACT.
Section 29. EXECUTION IN COUNTERPARTS
This CONTRACT may be executed in any number of counterparts, each of which shall
be regarded as an original, all of which taken together shall constitute one and the same
instrument and any of the parties hereto may execute this CONTRACT by signing any
such counterpart.
Section 30. SECTION HEADINGS
Section headings have been inserted in this CONTRACT as a matter of convenience of
reference only, and it is agreed that such section headings are not a part of this
CONTRACT and will not be used in the interpretation of any provision of this
CONTRACT.
Section 31. INSURANCE POLICIES
31.1 General Insurance Requirements for Other Contractors and
Subcontractors.
As a pre-requisite of the work governed, the CONSULTANT shall obtain, at his/her own
261Page
expense, insurance as specified in any attached schedules, which are made part of this
contract. The CONSULTANT will ensure that the insurance obtained will extend
protection to all Subcontractors engaged by the CONSULTANT. As an alternative, the
CONSULTANT may require all Subcontractors to obtain insurance consistent with the
attached schedules; however CONSULTANT is solely responsible to ensure that said
insurance is obtained and shall submit proof of insurance to COUNTY. Failure to
provide proof of insurance shall be grounds for termination of this CONTRACT.
The CONSULTANT will not be permitted to commence work governed by this contract
until satisfactory evidence of the required insurance has been furnished to the COUNTY
as specified below. Delays in the commencement of work, resulting from the failure of
the CONSULTANT to provide satisfactory evidence of the required insurance, shall not
extend deadlines specified in this contract and any penalties and failure to perform
assessments shall be imposed as if the work commenced on the specified date and
time, except for the CONSULTANT's failure to provide satisfactory evidence.
The CONSULTANT shall maintain the required insurance throughout the entire term of
this contract and any extensions specified herein. Failure to comply with this provision
may result in the immediate suspension of alll work until the required insurance has
been reinstated or replaced and/or termination of this CONTRACT and for damages to
the COUNTY. Delays in the completion of: work resulting from the failure of the
CONSULTANT to maintain the required insurance shall not extend deadlines specified
in this contract and any penalties and failure to perform assessments shall be imposed
as if the work had not been suspended, except for the CONSULTANT's failure to
maintain the required insurance.
The CONSULTANT 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 contract. All insurance policies must specify that they
are not subject to cancellation, non-renewal, material change, or reduction in coverage
unless a minimum of thiirty (30), days prior notification is given to the COUNTY by the
insurer.
The acceptance and/or,approval of the CONSULTANT's insurance shall not be
construed as relieving the CONSULTANT from any liability or obligation assumed under
this contract or imposed by law.
The Monroe Coun Board of C ounty Commissioners its employees and officials will be
included as "Additional Insured'I on all policies, except for Workers' Compensation.
31.2 Insurance Requirements (Note: amounts of coverage are subject to
change in final contract)
Prior to the commencement of work governed by this contract, the CONSULTANT shall
obtain General Liability Insurance. Coverage shall be maintained throughout the life of
the contract and include, as a minimum:
27 11-1 a g e
• Premises Operations
• Bodily Injury Liability
• Expanded Definition of Property Damage
The minimum limits acceptable shall be $500,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$250,000 per Person
$500,000 per Occurrence
$ 50,000 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 contract. 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.
31.3 Vehicle Liability Insurance requirements
Recognizing that the work governed by this contract requires,the use of vehicles, the
CONSULTANT, prior to the commencement of work, shall obtain 'Vehicle Liability
Insurance. Coverage shall ;be maintained throughout the life of the contract and
include, as a minimum, liability coverage for:
• Owned, Non-Owned, and Hired Vehicles
The minimum limits acceptable shall be:
$300,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$100,0010 per Person
$300,0010 per Occurrence
$ 50,000 Property Damage
The Monroe County Board of County Commissioners shall be named as Additional
Insured on all policies issued to satisfy the above requirements.
31.4 Workers' Compensation Insurance Requirements
Prior to commencement of work governed by this contract, the CONSULTANT shall
obtain Workers' Compensation Insurance with limits sufficient to respond to the
applicable state statutes.
281Pagc
In addition, the CONSULTANT shall obtain Employers' Liability Insurance with limits of
not less than:
$500,000 Bodily Injury by Accident
$500,000 Bodily Injury by Disease, policy limits
$500,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the contract. Coverage shall
be provided by a company or companies authorized to transact business in the state of
Florida.
31.5 Professional Liability Requirements
Recognizing that the work governed by this contract involves the furnishing of advice or
services of a professional nature, the CONSULTANT 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 CONSULTANT arising out of work governed by
this contract.
The minimum limits of liability shall be $500,000 per occiurrence/$1,000,1000 Aggregate
Section 32. INDEMNIFICATION
The CONSULTANT does hereby consent and agree to indemnify and hold harmless the
COUNTY, its Mayor, the Board of County Commissioners, appointed Boards and
Commissions, Officers, and the Employees, and any other agents, individually and
collectively, from all fines, suits, claims, demands, actions, costs, obligations, attorney's
fees, or liability of any kind arising out of the sole negligent actions of the
CONSULTANT or substantial and unnecessary delay caused by the willful
nonperformance of the CONSULTANT and shall be solely responsible and answerable
for any and all accidents or injuries to persons or property arising out of its performance
of this contract. The amount and type of insurance coverage requirements set forth
hereunder shall in no way be construed as limiting the scope of indemnity set forth in
this paragraph. Further the CONSULTANT agrees to defend and pay all legal costs
attendant to acts attributable to the sole negligent act of the CONSULTANT.
Section 34 INDEPENDENT CONTRACTOR.
At all times and for all purposes hereunder, the CONSULTANT is an independent
contractor and not an employee of the Board of County Commissioners. No statement
contained in thiis agreement shall be construed so as to find the CONSULTANT or any
of his/her employees, contractors, servants or agents to be employees of the Board of
County Commissioners for Monroe County. As an independent contractor the
CONSULTANT shall provide independent, professional judgment and comply with all
federal, state, and local statutes, ordinances, rules and regulations applicable to the
services to be provided.
29 1 Pct go
Section 35 COMPLETENESS OF WORK.
The CONSULTANT shall be responsible for the completeness and accuracy of its work,
plan, supporting data, and other documents prepared or compiled under its obligation
for this project, and shall correct at its expense all significant errors or omissions therein
which may be disclosed. The cost of the work necessary to correct those errors
attributable to the CONSULTANT and any damage incurred by the COUNTY as a result
of additional costs caused by such errors shall be chargeable to the CONSULTANT.
This provision shall not apply to any maps, official records, contracts, or other data that
may be provided by the COUNTY or other public or semi-public agencies.
The CONSULTANT agrees that no charges or claims for damages shall be made by it
for any delays or hindrances attributable to the COUNTY during the progress of any
portion of the services specified in this contract. Such delays or hindrances, if any, shall
be compensated for by the COUNTY by an extension of time for a reasonable period for
the CONSULTANT to complete the work schedule. Such an agreement shall be made
between the parties.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be
executed on the day of 2014. Signing of this contract is conclusive
proof that the person signing on behalf of the CONSULTANT has legal authority to bind
the corporation.
BOARD OF COUNTY
COMMISSIONERS
Attest: Amy Heavilin, CLERK
OF MONROE COUNTY, FLORIDA
By By:
Deputy Clerk Mayor
CONSULTANT
By:
Print Name:
Date:
Title:
STATE OF FLORIDA
COUNTY OF
On this_day of_, 20—,before me the undersigned notary public,
Personally appeared known to me to be the
30 P a g c
Person whose name is subscribed above or who produced
As identification, and acknowledged that he/she is the person who executed the
above contract with Monroe County for the
Project for the purposes therein contained.
By:
Notary Public
Print Name
My commission expires: Seal
SECTION THREE:
COUNTY FORMS AND INSURANCE FORMS
[This page intentionally left blank, with forms following.]
31 Pagc
3.1 RESPONSE FORM
RESPOND TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Purchasing Department
Gato Building, Room 2-213
1100 Simonton Street
Key West, Florida 33040
Ell acknowledge receipt of Addenda No.(s)
I have included:
• Response Form ❑
• Lobbying and Conflict of Interest Clause ❑
• Non-Collusion Affidavit ❑
• Drug Free Workplace Form ❑
• Public Entity Crime Statement ❑
• Monroe County occupational license and relevant
County occupational licenses are required to be
obtained within ten days of award of the contract ❑
• Local Preference Form (if applicable) ❑
• Appendix A--Price Form ❑
❑I have included a current copy of the following professional and occupational licenses:
If the applicant Is not an individual(sole proprietor), please supply the follgwing information:
APPLICANT ORGANIZATION:
(Registered business name must appear exactly as it appears on www.sunbiz.ure).
Any applicant other than an individual(sole proprietor)must submit a printout of the"Detail by
Entity Name"screen from Sunbiz,and a copy of the most recent annual report filed with the
Florida Department of State, Division of Corporations.
Mailing Address:
Telephone: Fax: Date
Signed: Witness:
(Print Name) (Print Name)
(Title)
STATE OF:
COUNTY OF:
Subscribed and sworn to(or affirmed)before me on (date) by
(name of affiant). He/She is personally known to me or has produced
(type of identification)as identification.
321Pagc
NOTARY PUBLIC My Commission Expires:
3.2 LOBBYING AND CONFLICT OF INTEREST CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
({ it
(Company)
"...warrants that he/it has not employed, retained or otherwise had act on his/her behalf
any former County officer or employee in violation of Section 2 of Ordinance No. 010-
1990 or any County officer or employee in violation of Section 3 of Ordinance No. 010-
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:
Subscribed and sworn to (or affirmed) before me on
(date) by (name of aff!ant). He/She is
personally known to me or has produced
(type of identification) as identification
NOTARY PUBLIC
331Page
My Commission Expires:
341Pagc
3.3 NON-COLLUSION AFFIDAVIT
1, of the County of according
to law on my oath, and under penalty of perjury, depose and say that
1. 1 am of the firm
Of the bidder
making the Proposal for the project described in the Request for Proposals
for and that I executed
the said proposal with full authority to do so;
2. The prices in this bid have been arrived at independently without collusion,
consultation, communication or agreement for the purpose of restricting
competition, as to any matter relating to such prices with any other bidder or
with any competitor;
3. Unless otherwise required by law, the prices which have been quoted in this
bid have not been knowingly disclosed by the bidder and will not knowingly
be disclosed by the bidder prior to bid opening, directly or indirectly, to any
other bidder or to any competitor; and
4. No attempt has been made or will be made by the bidder to induce any
other person, partnership or corporation to submit, or not to submit, a bid for
the purpose of restricting competition;
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)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me on
(date) by (name of affiant). He/She is personally
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
351Pagc
My Commission Expires:
3.4 DRUG-FREE WORKPLACE 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' policy 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 bid a copy 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
bid, the employee will abide by the terms of the statement and will notify the
employer of any conviction of, or plea of guilty or nollo contenderre to, any
violation of Chapter 893 (Florida Statutes) 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. 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.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me on (date) by
(name of affiant). He/She is personally known
to me or has produced (type of identification) as
361Pagc
identification.
NOTARY PUBLIC
My Commission Expires:
37 P a g c
3.5 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 a contract to provide any
goods or services to a public entity, may not submit a bid on a contract 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 CONTRACTOR 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."
I have read the above and state that neither (Proposer's
name) nor any Affiliate has been placed on the convicted vendor list within the last 36
months.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me on
(date) by (name of affiant). He/She is personally
known to me or has produced
(type of identification) as identification.
NOTARY PUBLIC
My Commission Expires:
381Pagc
3.6 LOCAL PREFERENCE FORM
A. Vendors claiming a focal preference according to Ordinance 023-2009 must complete this
form.
Name of Bidder/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 copy.)
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°10 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. Copy 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:
Telephone Number
By 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.
391Pagc
Notary Public
Print Name
My commission expires: Sea[
40 1 Pi g c
3.7
MONROE COUNTY, FLORIDA
RISK MANAGEMENT
POLICY AND PROCEDURES
CONTRACT ADMINISTRATION MANUAL
Indemnification and Hold Harmless
For
Other Contractors and Subcontractors
The CONSULTANT 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
CONSULTANT or any of its Subcontractor(s) in any tier, occasioned by negligence,
errors, or other wrongful act of omission of the CONSULTANT 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 CONSULTANT's failure to purchase or maintain the
required insurance, the CONSULTANT 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 CONSULTANT 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 agreement.
411Pagc
MONROE COUNTY, FLORIDA
RISK MANAGEMENT
POLICY AND PROCEDURES
CONTRACT ADMINISTRATION MANUAL
WAIVER OF INSURANCE REQUIREMENTS
There will be times when it will be necessary, or in the best interest of the County, to
deviate from the standard insurance requirements specified within this manual.
Recognizing this potential and acting on the advice of the County Attorney, the Board of
County Commissioners has granted authorization to Risk Management to waive and
modify various insurance provisions.
Specifically excluded from this authorization is the right to waive:
• The County as being named as an Additional Insured — If a letter from the
Insurance Company (not the Agent) is presented, stating that they are unable or
unwilling to name the County as an Additional Insured, Risk Management has
not been granted the authority to waive this provision.
and
• The Indemnification and Hold Harmless provisions
Waiving of insurance Provisions could expose the County to economic loss. For this
reason, every attempt should be made to obtain the standard insurance requirements.
If a waiver or a modification is desired, a Request for Waiver of Insurance
Requirement form should be completed and submitted for consideration with the
proposal.
After consideration by Risk Management and if approved, the form will be returned, to
the County Attorney who will submit the Waiver with the other contract documents for
execution by the Clerk of the Courts.
Should Risk Management deny this Waiver Request, the other party may file an appeal
with the County Administrator or the Board of County Commissioners, who retains the
final decision-making authority.
42 11) a g
APPENDIX A
PRICE SUBMITTAL PAGES
The following pricing is submitted as the all-inclusive pricing to provide County Administration
with Conference Planning and Implementation Services for the Seventh Annual
Southeast Florida Regional Climate Change Summit in accordance with the
Requirements/Scope of Work/Services set forth in this RFS document. Note: Alternative
formats may be used other than that provided in the Schedules below; however, the
information specified in these Schedules must be addressed and Appendix A must be
signed.
TASKS TO BE COMPLETED:
"Deliverables" shall be defined as progress reports, bid documents, completed web pages,
specific reports, work plans, documentation of meetings attended, agendas, programs,
summary reports, recommendation reports and related draft reports and verifiable
deliverables.
1) Assume primary responsibility for all elements of Summit planning,execution,support and
Summit coordination. Lump Sum Fee$0. Included in other
Tasks.
2) Organize, perform and manage tasks necessary to support the COUNTY and its partners to meet
the conference/Summit requirements and objectives. Lump Sum Fee$
3) Develop work plan and task listing for addressing all conference planning and implementation
activities. Lump Sum Fee$
4) Finalize conference dates with Monroe County(COUNTY) project leader. Lump Sum Fee
S) Secure and evaluate Summit location proposals and summarize all proposals and provide
recommendation to project leader. Lump Sum Fee$
6) Negotiate contract terms with selected venue subject to approval by COUNTY.
Lump Sum Fee$
7) Develop suggested registration fees,exhibit charges and sponsorship levels with COUNTY and
Summit Planning Committee. Lump Sum Fee$
8) Develop ideas for "greening" of Summit such as car-pooling, carbon offset,recycling of
materials, use of renewal or recyclable products,etc. Lump Sum Fee$
9) Design and produce sponsorship/exhibitor/vendor packages. Lump Sum Fee$
431Pagc
10) Solicit potential sponsors,exhibitors,vendors,and advertisers in close communication with
the COUNTY and in accordance with criteria supplied by COUNTY. Lump Sum Fee$
11) Make contact with speakers identified by the Summit Planning committee,obtain commitments
and required information from speakers such as bios,etc.,and assist with travel arrangements as
necessary. Provide confirmations and serve as primary contact for speakers.
Lump Sum Fee$
12) Request and arrange for Compact County support staff to serve as speakers,session moderators,
technicians,and/or administrative assistants. Lump Sum Fee$
13) Design Summit web page for inclusion in COUNTY Sustainability web site. Web page must be
suitable for the posting of conference information and publications, and contain a link to an on-
lline registration system meeting industry standards. Payment methods for attendees must be
identified.This task must be coordinated with the COUNTY"s IT Department. IT will provide
technical support for this task. Lump Sum Fee$
14) Prepare and distribute a "save the date" postcard or flyer. Lump Sum Fee$
15) Prepare pre-and post-Summit press releases for COUNTY review and issuance .Distribute to
County after approval by County. Lump Sum Fee$
16) Manage and oversee Summit registration process and provide regular updates to project leader.
Lump Sum Fee$
17) Manage and oversee the sponsor registrations,payments,booth coordination, booth set up,
etc.County shall provide the manner in which the Consultant shall manage payments and proofs
of payments by registrants,vendors and sponsors. Lump Sum Fee$
18) Create master data base for registration information and sponsor information. Lump Sum Fee
$
19) prepare and distribute meeting invitations to prior year's attendees and to all county and
municipal governments within seven-county Southeast Florida/Treasure Coast region. Lump Sum
Fee$
20) Ensure that all mailings, invitations and registration materials are distributed in a timely manner.
Lump Sum Fee$
21) Maintain regular communication with project leader via telephone and email and be available
for in-person meetings with project leader no more frequently than once per week prior to the
Summit. Lump Sum Fee$
22) Prepare, post, and print a conference agenda. Printed copies shall be in sufficient quantity
to supply all conference attendees and sponsors. Lump Sum Fee$
441Pagc
23) Oversee setup of meeting space, registration area, booth space for vendors, media support
room,and business support area. Lump Sum Fee$
24) Respond to vendor requests and assist vendors and assist vendors to the greatest extent
possible in setup, conference period,and breakdown. Lump Sum Fee$
25) Arrange,coordinate and schedule all meals including refreshment services and breaks. Plan and
implement an evening luau,with keynote speaker during the event. Lump Sum Fee$
26) Determine AV needs for each session and arrange for the necessary equipment in all designated
conference rooms. Lump Sum Fee$
27) Design,edit, produce and print all conference materials that may include, but not be limited to:
programs,speaker bios, handouts, name badges,signs,sponsor identification and information
packets for attendees and media. Lump Sum Fee$
28) Prepare and distribute a conference evaluation form and provide summary of results to project
leader. Lump Sum Fee$
29) Provide on-site supervision during the conference and support personnel to staff registration
desk during conference. Lump Sum Fee$
30) Arrange for AV tech support available throughout conference. The COUNTY may assist with this
task. Lump Sum Fee$
31) Prepare a list of individuals/organizations/sponsors to receive thank you notes following the
conference. Lump Sum Fee$
■ Sunset boat cruise—potentially obtain vendor for 1-2 large boats for a sunset cruise. 1 hour
only. [include as Optional Fee]
■ Music—obtain a band for music during evening event, before and after dinner. [Include as
Optional Fee]
451Pagc
SCHEDULE 2`- Additional or,Qptiomal Costs: identify additional cost items to the fixed,,"
fee, if any, to be paid by the CO
Estimated
Type of Cost Unit Rate Quantity Units Extended Cost
1.
3.
4.
5.
6.
8.
ITotal Proposed Additional Costs
SCHEDULE 3- REVENUE ESTIMATES:, Ide ratify below any,revenue esfirnates for various;.
conference fees including,sponsor', exhibitor, vendor end re` istration fees, I Proposed.-
Estimated Amount
Source of Revenue of Revenue
Sponsors
Vendor Exhibitors
Registration Fees
Other: (specify):
In-kind Services Values:
Total Estimated Revenue;
461 P a c
The Consultant certifies by signature below the following:
a. This pricing is current, accurate, complete, and is presented as the Total
Pricing, including out-of-pocket expenses (if any), for the performance of this
Contract in accordance with the Requirements/Scope of Work/Services of this, RFP.
b. This Submittal is current, accurate, complete, and is presented to the
COUNTY for the performance of this contract in accordance with all the
requirements as stated in this Request for Submittals.
C. The Submittal is submitted without prior understanding, agreement, or
connection with any corporation, firm, or person submitting a Submittal for the
same materials, services, and supplies and is, in all respects, fair and without
collusion or fraud.
d. The financial stability to fully perform the terms and conditions as specified
herein. The COUNTY reserves the right to request financial information from the
respondent at any time during the solicitation process and in any form deemed
necessary by the COUNTY.
Name (Print):
Title:
Company:
Address:
Telephone No.
Signature:
Please affix corporate seal or have proposal notarized.
Notary-Full Name (Notary Expiration & Seal)
Date:
Or:
(Corporation seal)
47 Page
SECTION FOUR - SCOPE OF SERVICES
4.1 Purpose of the Project:
Monroe County (COUNTY) is issuing a Request for Proposals for conference
planning and implementation services for the Seventh Annual Southeast Florida
Regional Climate Change Summit to be held in the Upper, Middle or Lower Keys
area in Monroe County, tentatively scheduled for October — November 2015. The
Summit is being hosted by the Monroe County Board of County Commissioners on
behalf of the Southeast Florida Regional Climate Change Compact, a four-county
partnership created for the purpose of collaborative planning and implementation of
adaptation and mitigation strategies related to climate change. It is expected that
400—600 persons will attend the Summit.
The intent of this Request for Proposals is to identify an experienced planning
consultant, firm, or team that will be responsible for Summit planning, execution,
event support, and coordination of all aspects of a two-day conference event. For
purposes of this request, the terms conference and Summit shall have the same
meaning.
4.2 Scope of Work:
Following is the anticipated scope of services required under this solicitation. The
scope of services in any contract that may result from this solicitation may vary from
that listed herein. Responses to this Request for Proposals shall include an
identification of any additional tasks believed to be necessary to accomplish the
general intent of this solicitation and an identification of any listed tasks which are felt
to be unnecessary and tasks which the respondent is unwilling or unable to perform.
32)Assume primary responsibility for all elements of Summit planning,
execution, support and Summit coordination.
33)Organize, perform and manage tasks necessary to support the COUNTY
and its partners to meet the conference/Summit requirements and objectives.
34)Qevelop work plan and task Misting for addressing all conference planning
and implementation activities.
35)Finalize conference dates with Monroe County(COUNTY) project leader.
36)Secure and evaluate Summit location proposals and summarize all
proposals and provide recommendation to project leader.
37)Negotiate contract terms with selected venue subject to approval by COUNTY.
481Pagc
38)Develop suggested registration fees, exhibit charges and sponsorship levels
with COUNTY and Summit Planning Committee.
39)D�evelop ideas for "greening" of Summit such as car-pooling, carbon
offset, recycling of materials, use of renewal or recyclable products, etc.
40)Design and produce sponsorship/exhibitor/vendor packages.
41) Solicit potential sponsors, exhibitors, vendors, and advertisers in
close communication with the COUNTY and in accordance with
criteria supplied by COUNTY.
42) Make contact with speakers identified by the Summit Planning committee,
obtain commitments and required information from speakers such as bios ,etc.,
and assist with travel arrangements as necessary. Provide confirmations and
sere as primary contact for speakers.
43}Request and arrange for Compact County support staff to sere as
speakers, session moderators, technicians, and/or administrative assistants.
44)Design Summit web page for inclusion in COUNTY Sustainability, web
site. Web page must be suitable for the posting of conference information and
publications, and contain a link to an on-line registration system meeting industry
standards. Payment methods for attendees must be identified. This task must
be coordinated with the COUNTY's IT Department. IT will provide technical
support for this task.
45)Prepare and distribute a "save the date" postcard or flyer.
46)Prepare pre- and post- Summit press releases for COUNTY review and
issuance .Distribute to County after approval by County.
47)M'anage and oversee Summit registration process and provide regular
updates to project leader.
48)Manage and oversee the sponsor registrations, payments, booth coordination,
booth set up, etc. County shall provide the manner in which the Consultant shall
manage payments and proofs of payments by registrants, vendors and sponsors.
49)Create master data base for registration information and sponsor information,
50)Prepare and distribute meeting invitations to prior year's attendees and
to all county and municipal governments within seven-county Southeast
Florida/Treasure Coast region.
491Page
51) Ensure that all mailings, invitations and registration materials are distributed
in a timely manner.
52)Maintain regular communication with project leader via telephone and
email and be available for in-person meetings with project leader no more
frequently than once per week prior to the Summit.
53)Prepare, post, and print a conference agenda. Printed copies shall be
in sufficient quantity to supply all conference attendees and sponsors.
54)Oversee setup of meeting space, registration area, booth space for vendors,
media support room, and business support area.
55)Respond to vendor requests and assist vendors and assist vendors to
the greatest extent possible in setup, conference period, and breakdown.
56)Arrange, coordinate and schedule all meals including refreshment
services and breaks. Plan and implement an evening luau, with keynote
speaker during the event.
57)Determine AV needs for each session and arrange for the necessary
equipment in all designated conference rooms.
58)Design, edit, produce and print all conference materials that. may include, but
not be limited to: programs, speaker bios, handouts, name badges, signs,
sponsor identification and information packets for attendees and media.
59) Sunset boat cruise — potentially obtain vendor for 1 -2 large boats for a sunset
cruise. 1 hour only. [include as Optional Fee]
60) Music — obtain a band for music during evening event, before and after dinner.
[include as Optional Fee]
61)Prepare and distribute a conference evaluation form and provide
summary of results to project leader.
62)Provide on-site supervision during the conference and support personnel to
staff regiistration desk during conference.
63)Arrange for AV tech support available throughout conference. The
COUNTY may assist with this task.
64)Prepare a list of individuals/organizations/ sponsors to receive thank you
notes following the conference.
501Page
4.3 Division Of Expenses
The following services are not to be included in the Planning Services of the
Consultant.
• Venue and related expenses
• Food, Drinks, Refreshments
• Tent (If Applicable)
• Booth Tables, Chairs And Piping
• Audio, Video Recording
• Luau themed decorations, sunset boat tour, music
• Program Expenses
CONSULTANT planning fees shall not include the aforementioned expenses as part
of the CONSULTANT's Lump sum expenses specified in Appendix A. However
CONSULTANT shall include a listing of the anticipated expenses associated with
these items and services in the proposal, to be paid for by the COUNTY directly to the
vendors.
The CONSULTANT'S planning expenses, labor and all other expenses, including
travel and web development, shall be included in the lump sum expenses outlined in
Appendix A, unless otherwise specified in the proposal. No additional reimbursements
for travel or other expenses shall be paid by the County.
4.4 Minimum Qualif!cations:Respondents to this solicitation must have
the following qualifications and experience:
■ Capability to perform the desired services at the required level on schedule.
■ Demonstrated experience in conference/meeting planning and management.
■ Demonstrated experience in vendor solicitation and management.
■ Documented evidence of schedule availability of the firm and personnel who will
be providing support, availability of backup staff to cover vacations, sick leave
and unexpected leave,
■ Evidence of insurance coverage in limits provided herein.
511 pa g C