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Item G24 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: NOVEMBER 20, 2012 Division: TDC Bulk Item: Yes X No Department: Staff Contact Person/Phone#: Maxine Pacini 296-1552 AGENDA ITEM WORDING: Approval to advertise a Competitive Solicitation for Visitor Profile Survey Services for the Monroe County Tourist Development Council. ITEM BACKGROUND: Our current agreement with Insights, Inc. to provide Visitor Profile Survey Services for the Monroe County Tourist Development Council (TDC) expires on May 31, 2013. Specific details described on page 4, Section One under 1.01 of the attached document. We are required by County policy to advertise a notice of Request for Competitive Solicitation. Attached is a copy of the proposed Request for Competitive Solicitation for a Visitor Profile Survey Agency for Monroe County Tourist Development Council. This has been reviewed and approved by Assistant County Attorney Cynthia Hall. The TDC at their meeting of October 30, 2012 approved the attached document for advertising with a deadline of January 8, 2013. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: $ BUDGETED: Yes X No COST TO COUNTY: $ SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year APPROVED BY: County Atty X OMB/Purchasing N/A Risk Management N/A DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # Revised 11/06 I' FOR ,p a 4 `4 4 IIIII NOTICE IS HEREBY GIVEN TO PROSPECTIVE PROPOSERS that no later than 3:00 P.M. on January 8, 2013 the Monroe County Purchasing Office will receive sealed proposals for the following: Visitor Profile Survey Agency for Monroe County Tourist Development Council Requirements for submission, the application, and the selection criteria must be downloaded from DemandStar by Onvia at www.demandstar.com or call toll-free at 1-800-711-1712. Dated at Key West this day of 2012. Monroe County Purchasing Department Competitive Solicitation for Visitor Profile Survey Services 1 MOlNROlE COUN"I"Y BOlARD OlF COUN"I"Y COMMISSIONERS S I"REQUE' " ' FOR COMPE1111111111"IVE d S0111 C I'll"1"All"1`101N vi&ilor 1roflle Sua-vey Agency for Monroe Coumty 'ro Milli riNt 1),eve1qpnient Coumcil MONROE. COUNTY 111)(" Ms, Rita Irwin, Chairperson Mr. Harry Appel Mr. James Bernardin Mayor Craig Cates Mr. George Fernandez Ms, Ronnie Harris Mr, Lou Hernandez Mayor David Rice Mr, Douglas Wright Marketing Director Harold Wheeler All responses submitted to, this sollicitatioln should be addressed to, and received no, later than 13 at: Monrole Colunty Purchasing Ot t ice 1100 Simointoin Street, Rololm 1- 1 y Key West, FL 3301401 Attention: REQUEST FOR COM PEl I'll H E. SOLICITATION: Visitor Prolt He Survey Agency for Monrole Colunty Tolurist I)evelopment Coluncil Competitive Solicitation for Visitor Profile Survey Services 2 TABLE OF CONTENTS Page SECTION ONE Instruction to Proposers 4 SECTIONTWO General Terms and Conditions 13 SECTION 'fl4REIE Terms and Conditions Specific to: Visitor Profile Survey Agency for Monroe County Tourist Development Council 15 SECTION111E,'(AJR Draft Agreement 17 SECTION IIII,'IVE Insurance Requirements and Response Forms Required By Monroe County, Florida 29 SECTION SIX Request for Competitive Solicitation Checklist 36 Competitive Solicitation for Visitor Profile Survey Services 3 SEk"TION ONE, INSTRUCTION TO PROPOSERS Requirements for submission, the Competitive Solicitation Documents, and the selection criteria must be downloaded from DemandStar by Onvia at www.demandstar.com or call toll-free at 1-800-711-1712. All respondents must use the current Competitive Solicitation Documents downloaded from the website www,demandstar.com, Use of any other document will result in your submission being rejected, 1.01 DESCRIPTION The Monroe County Tourist Development Council (TDC) sets the overall direction for the Florida Keys & Key West tourism marketing effort in a manner that will assure long-term sustained growth in tourism revenues. The Proposer awarded an agreement shall provide Visitor Profile Survey Services for the TDC. The agreement will provide for the Visitor Profile Surveys that develop a profile of our overnight visitors, by season and district of the Florida Keys, in terms of demographics, psychographics, tripographics and type of visitor; tracking changes over time. Cruise ship visitors, and other daytrip visitors, are not included in the scope of this survey. The five districts of the Florida Keys are as follows: District 1: Key West, within the City limits District 11: Big Pine Key & the Lower Keys (Key West City limits to Seven Mile Bridge) District III: Marathon(Seven Mile Bridge to Long Key/MM64) District IV: Islamorada (Mile Markers 64.0-90.7/Tavernier) District V: Upper Keys (Mile Markers 90.7/Tavemier to County line) The strategic implications of this information will be to direct the marketing, advertising and sales efforts of the TDC. The TDC has procured this project since 1996. The project is subject to Request for Competitive Solicitation every five (5) years. The agreement will provide for the agency to act as a Provider to the TDC, and shall provide services as outlined within specifications in Section III of this Request for Competitive Solicitation. 1.02 COPIES OF DOCUMENTS A. Only complete sets of Competitive Solicitation 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 Documents may be obtained in the manner and at the location stated in the Notice of Request for Competitive Solicitations. 1.03 RESPONSE REQUIREMENTS One (1) signed original, PLUS one (1) disc OR (1) flash drive with complete copy of Proposal as a .pdf, and three (3) complete paper copies of the Response/Proposal must be received. 1.04 DISQUALIFICATION OF PROPOSERS A. NON-COLLUSION AFFIDAVIT: Any person submitting a Proposal in response to this invitation must execute the enclosed NON-COLLUSION AFFIDAVIT. If it is discovered that collusion exists among the Proposers, the Proposal of all participants in such collusion shall be Competitive Solicitation for Visitor Profile Survey Services 4 rejected, and no participants in such collusion will be considered in future Proposals for the same work. B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on an agreement to provide any goods or services to a public entity, may not submit a Proposal on a agreement with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases or perform work as a contractor, supplier, subcontractor, or consultant under an agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. C. DRUG-FREE WORKPLACE FORM: Any person submitting a Proposal in response to this invitation must execute the enclosed DRUG-FREE WORKPLACE FORM and submit it with the Proposal. Failure to complete this form in every detail and submit it with your Proposal may result in immediate disqualification of your Proposal. D. PROPOSALS RECEIVED AFTER DEADLINE: Any Proposal submitted after the Request for Competitive Solicitation deadline of 3:00 p.m. on January 8, 2013 will automatically be disqualified. E. Proposer claiming a local preference must complete the enclosed Local Preference Form. 1.05 EXAMINATION OF REQUEST FOR COMPETITIVE SOLICITATION DOCUMENTS A. Each Proposer shall carefully examine the Request for Competitive Solicitation (Request for Competitive Solicitation) and other agreement documents, and inform himself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress or performance of the work to be performed under the agreement. Ignorance on the part of the Proposer will in no way relieve him of the obligations and responsibilities assumed under the agreement. B. Should a Proposer find discrepancies or ambiguities in, or omissions from, the specifications, or should he be in doubt as to their meaning, he shall at once notify the County. 1.06 INTERPRETATIONS, CLARIFICATIONS,AND ADDENDA No oral interpretations will be made to any Proposer as to the meaning of the agreement documents. Any inquiry or request for interpretation received seven (7) or more days prior to the date fixed for opening of responses will be answered. All such answers will be made in writing in the form of an addendum and, if issued, will be mailed or sent by available means to all known prospective Proposers prior to the established Proposal opening date. Each Proposer shall acknowledge receipt of such addenda in the space provided in the response form attached to the Proposal document. In case any Proposer fails to acknowledge receipt of such addenda or addendum, his response will nevertheless be construed as though it had been received and acknowledged and the submission of his response will constitute acknowledgment of the receipt of same. All addenda are a part of the Proposal documents and each Proposer will be bound by such addenda, whether or not received by him. It is the responsibility of each Proposer to verify that he has received all addenda issued before responses are opened. Competitive Solicitation for Visitor Profile Survey Services 5 Written portions of all Proposals become the property of the Monroe County TDC upon receipt and will not be returned to Proposer. The Monroe County TDC shall have the right to use all ideas or adaptations of the ideas contained in any Proposal received in response to this Request for Competitive Solicitation. Selection or rejection of the Proposal will not affect this right. All Proposals received will be reviewed by the Monroe County TDC Marketing Director and Director of Research (Staff). The Staff will recommend an agency to the Monroe County TDC Board of Directors at their first meeting of 2013. Contract negotiations shall be entered into after TDC approval of agency, and the final contract will be presented to TDC and the Monroe County Board of County Commissioners for approval. No contact regarding this Request for Competitive Solicitation will be allowed between the applicant and individual members of the TDC Board. The applicant shall not lobby, solicit, or act to influence the TDC Board in any way that may have an effect on the outcome of the competition, discussion or negotiations leading to the award of an agreement. 1.07 GOVERNING LAWS AND REGULATIONS The Proposer is required to be familiar with and shall be responsible for complying with all federal, state and local laws, ordinances, rules and regulations that in any manner affect the work. 1.08 PREPARATION OF RESPONSES Signature of the Proposer: The Proposer must sign the response forms in the space provided for the signature. If the Proposer is an individual, the words "doing business as ", or "Sole Owner" must appear beneath such signature. In the case of a partnership, the signature of at least one of the partners must follow the Agency name and the words "Member of the Agency" should be written beneath such signature. If the Proposer is a corporation, the title of the officer signing the Proposal on behalf of the corporation must be stated along with the Corporation Seal Stamp and evidence of his authority to sign the Proposal must be submitted. The Proposer shall state in the response the name and address of each person interested therein. 1.08.1 SUBMISSION OF RESPONSES A. Proposers must submit one (1) signed original, PLUS one (1) disc OR (1) flash drive containing a complete copy of proposal as a .pdf, plus three (3) complete paper copies of the Proposal.No waivers shall be allowed for responses which have not been submitted to the County Purchasing Department by 3:00 p.m. on the deadline date. B. The response shall be submitted in one (1) sealed envelope/box, which shall be marked so as to clearly indicate its contents and the name of the Proposer. If forwarded by mail, the above- mentioned envelope shall be enclosed in another envelope addressed to the entity and address stated in the Notice of Request for Competitive Solicitation, and preferably by special delivery, registered mail; if forwarded otherwise than by mail, it shall be delivered to the same address. Responses will be received until the date and hour stated in the Notice of Request for Competitive Solicitations. C. Each Proposer shall submit with their Proposal the required evidence of their qualifications and experience. D. Finalist shall be notified in writing after the TDC staff review proposals and make a recommendation to the TDC Board for approval. No contact regarding this Request for Competitive Solicitation will be allowed between the applicant and the TDC Board. Competitive Solicitation for Visitor Profile Survey Services 6 1.09 DETERMINATION OF SUCCESSFUL PROPOSER Award shall be made to the responsible Proposer whose proposal is determined to be the most advantageous to the TDC and County, taking into consideration the evaluation criteria set forth below: Experience, Technical Skills and 30 points Qualifications Written Presentation 30 points Financial Ability to Provide Services 10 points Value of Services Provided for Fee 10 points Service Capability to Monroe County 10 points *If Agency is located in Monroe County (local 10 points reference) Total points earned are on a scale of 1 — 100 points (1 = lowest 100 = highest) *To be entitled to the local preference, the Proposer must submit with their proposal a copy of a valid receipt for business tax, issued by the Monroe County Tax Collector within the past year. In addition, the Proposer must certify that the Proposer maintains a physical business address located within Monroe County, from which the Proposer does business on a day-to-day basis. Post office boxes are not acceptable. The TDC and County reserve the right to reject any and all responses and to waive technical errors and irregularities as may be deemed best for the interests of the TDC and County. Responses 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 and the contract documents, may be rejected at the option of the TDC and County. 1.10 CONTENT OF SUBMISSION The proposal submitted in response to this Request for Competitive Solicitation shall be typed on 8-1/2" x 11" white paper; shall be clear and concise and provide the information requested herein. Statements submitted without the required information will not be considered. Responses shall be organized and sections noted at top of page. Since oral presentations or demonstrations may not be solicited, the Proposer should not withhold any information from the written response. Each Proposer must submit adequate documentation to certify the Proposer's compliance with the County's requirements. Proposer should focus specifically on the information requested. Additional information, unless specifically relevant, may distract rather than add to the Proposer's overall evaluation. e advise fliat prior to cmminl� mllletkig the prmmp osmmll�, the IIII�1roposer shot llld review the "Ferias acid �'mmmidituimmmm�s Specific to isuitor 111f �of ll�e qurve Request for `oinpetit�iise ddllocitatimmmt ou lllkied aunt gectuioii 'Fli gee to emi ure the t�mm�rmm�tl[) llloity to liai dllle the Scope of"�Ser Services requiredIll°m time 1 ollroe `ot met 'FD :'. 'Flee pt°oposmtlll sliottllld be .set up as 1mmlllllko s: A. COVER PAGE A cover page that states "REQUEST FOR COMPETITIVE SOLICITATION- Visitor Profile Survey Agency for Monroe County Tourist Development Council." The cover page should contain name, address, telephone number of Proposer, and the name of the Proposer's contact individual or corporate officer authorized to execute agreements. Competitive Solicitation for Visitor Profile Survey Services 7 B. SECTIONS Section 1. Narrative Self-Analysis The Proposer should provide a brief description of the Proposer's agency, date of establishment, ownership, organizational structure and mission statement. Information regarding ownership must include a list of shareholders holding 5% or more of stock, or, if the entity is a partnership, a list of general partners; if the entity is a limited liability company, provide a list of members. List all officers and directors of the entity; number of years the business has been operating, including number of years under current name. The Proposer should provide a summary of market research services provided by Proposer's agency, including areas of specialty. The Proposer should provide a summary of any industry awards or recognition given to the agency, preferably for tourism research. Section 2. References Each Proposer shall provide references for which the Proposer has provided the same or similar services. Each reference shall include, at a minimum: • Name and full address (including website address) of reference organization • Name of contact person for agreement/contract • Telephone number(s) and e-mail addresses • Date of initiation of agreement/contract with reference • Brief summary comparing the referenced services to these proposed services Section 3. Client Information Proposer shall provide the following information: • List the largest private sector clients. Briefly describe the types of services rendered for each account. • List and briefly describe clients relative to the travel and tourism industry. • List and briefly describe any clients relative to the geographic area of Monroe County, Florida. Section 4: Technical Skill Set Proposer shall provide the following information: • Describe experience conducting quantitative research. • Describe experience conducting intercept interviews; including but not limited to: I. Cite examples of projects in which Proposer's agency has utilized this methodology 2. Specify which aspects of intercept interviews Proposer's agency executed on past projects; such as questionnaire design, data collection, data input, analysis of results Competitive Solicitation for Visitor Profile Survey Services 8 Section 5. Financial Statements,Accounting and Bookkeeping Procedures Proposer shall submit a financial statement and company account for all revenues and expenses related to the provision of services under this agreement pursuant to generally accepted accounting principles. Proposer shall provide the following: a) A set of financial statements (Cash Flow, Income and Expenditure, Balance Sheet), preferably with an audit opinion, for each of the two most recent fiscal years. b) A statement as to whether accounting for billing purposes is performed in-house or by a contracted accountant. c) A statement regarding the Proposer's ability to respond to government purchase orders; and d) A statement outlining the procedures that will be used to issue invoices in the billing of services for the TDC. Section 6. Staff Information a) Proposer shall include a list of the proposed staff positions, and describe each of their qualifications and experience that will be dedicated to the account if awarded this agreement. b) List the total number of staff with qualifications and experience, and list the number and type of minorities, using the federal definitions, included in the staff. Section 7. Service Capability to Monroe County a) Describe agency administrative facilities; b) Provide agency website address for review; c) Provide information of location of the closest office available to Monroe County TDC administrative office. If outside the State of Florida, state if the agency would be willing to locate a sufficiently staffed office in Monroe County or otherwise propose an anticipated method of servicing the account; d) Provide copies of documentation showing authorization to do business in the State of Florida. You must be registered at www,sunbiz.org. Section 8. Compensation a) Agency Fee: The annual fee will be the administrative cost for all staff and contract services by the provider in fulfillment of Scope of Services. Any expenses for travel, equipment, software or hardware, or office supplies (excluding printing and mailing) must be included in this agency fee and will not be reimbursed separately. b) Reimbursable Expenditures: The Agency will be reimbursed for actual expenses incurred for mailing,printing, shipping and couriers; not to exceed $500 annually. c) Incentives — TDC may provide incentives for respondents, or reimburse agency for incentive expenditures if use of incentives is mutually agreed upon by TDC and Agency; not to exceed $6,000 annually. TDC will not provide for a sweepstakes incentive. Incentives are not currently used in this project. Proposer shall submit: • Agency Fee for Scope of Services • Terms of payment desired, including set up fee (not to exceed 50%), frequency of payments, net payment, etc. Competitive Solicitation for Visitor Profile Survey Services 9 Section 9. Written Presentation Proposer shall describe how Scope of Services will be executed should Agency be selected. Written presentation should address each aspect of the Scope individually; detailing how Proposer would execute. Areas to address include: Survey Design, Field Set Up, Data Collection, Data Cleaning & Input, Quality Control and Reporting & Analysis. Written presentation should also include how Proposer will manage project, including staffing. Proposer should also stipulate any use of subcontractor(s) to fulfill Scope. No contact regarding this presentation or Request for Competitive Solicitation will be allowed between the bidder and individual members of the TDC Board. Section 10. Litigation The Proposer must provide 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 law suit, arbitration, or mediation with regard to a contract for 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; Section 11. County Forms Proposer shall complete and execute the forms specified below and found at the designated pages in this Request for Competitive Solicitation, and shall include them in Section Five: Pages Response Form 31 Non-Collusion Affidavit 32 Ethics Clause 33 Drug Free Workplace 34 Local Preference Form 35 Copies of all current professional licenses and copies of business tax receipts shall be included in this Section. Competitive Solicitation for Visitor Profile Survey Services 10 Section 12. Other Information Provide any additional information which will present evaluators with insight about the qualifications, fitness and abilities of Proposer. Section 13. Request for Competitive Solicitation Checklist Please review and complete the Request for Competitive Solicitation Checklist (page 36) included in this Request for Competitive Solicitation. Those applicants not submitting all items requested will automatically be disqualified. 1.11 MODIFICATION OF RESPONSES Written modifications of Proposals after the initial submission will be accepted from Proposer only if addressed to the entity and address indicated in the Notice of Request for Competitive Solicitations and received prior to proposal due date and time. 1.12 RESPONSIBILITY FOR RESPONSE The Proposer is solely responsible for all costs of preparing and submitting the response, regardless of whether an agreement/contract award is made by the County. 1.13 RECEIPT AND OPENING OF RESPONSES Responses will be received until the designated time and will be publicly opened and read aloud at the appointed time and place stated in the Notice of Request for Competitive Solicitations. Monroe County's representative authorized to open the responses will decide when the specified time has arrived and no responses received thereafter will be considered. No responsibility will be attached to anyone for the premature opening of a response not properly addressed and identified. Proposer or their authorized agents are invited to be present. 1.14 DETERMINATION OF SUCCESSFUL PROPOSER The County reserves the right to reject any and all responses and to waive technical errors and irregularities as may be deemed best for the interests of the County. Responses that are incomplete, unbalanced, conditional, obscure or which contain additions not requested or irregularities of any kind, or which do not comply in every respect with the instruction to Proposers and the agreement documents, may be rejected at the option of the County. 1.15 AWARD OF AGREEMENT/CONTRACT a) If the award of an agreement is annulled, the County may award the agreement to another Proposer or the work may be re-advertised or may be performed by other qualified personnel as the County decides. b) An agreement/contract will be awarded to the Proposer deemed to provide the services which are in the best interest of the County. c) The County also reserves the right to reject the response of a Proposer who has previously failed to perform properly or to complete contracts of a similar nature on time. Competitive Solicitation for Visitor Profile Survey Services 11 d) The recommendations of the TDC will be presented to the Board of County Commissioners of Monroe County (BOCC), Florida, for final approval of agreement/contract. 1.16 EXECUTION OF AGREEMENT/CONTRACT The Proposer to whom an agreement is awarded will be required to return to the County one (1) signed original agreement together with the required certificates of insurance. 1.17 INSURANCE The Proposer shall defend, indemnify and hold harmless the County as outlined on the attached form on page 30. Competitive Solicitation for Visitor Profile Survey Services 12 Ek+T I . d 'W T... . GENERAL TERMS AND CONDITIONS 2.01 DEFINITIONS Wherever used in these General Conditions or in the other agreement/contract documents the terms below have the meanings indicated which are applicable to both the singular and plural thereof. The use of the terms "he," "him," "himself," or "his" shall refer to male and female persons alike and should not be construed as derogatory or discriminatory to female persons. Request for Competitive Solicitation: Abbreviation for Request for Competitive Solicitation. Addenda: Written or graphic instruments issued prior to the opening of proposals which clarify, correct, or change the proposal documents or the agreement/contract documents. Proposal Documents: The advertisement or invitation calling for proposals, instructions and forms contained in this Request for Competitive Solicitations (Response Form, Non-Collusion Affidavit, Lobbying and Conflict of Interest Clause, Drug Free Workplace) and the proposed agreement/contract documents (including all addenda issued prior to receipt of responses). Agreement/Contract Documents: The proposal documents, agreement, addenda (which pertain to the contract documents), the Proposer's proposal or response (including documentation accompanying the response and any post-response documentation submitted prior to the notice of award) when attached as an exhibit to the contract, these General Conditions, together with all amendments, modifications, and supplements. Compensation: Compensation will be discussed during finalist presentations and final decision made during agreement/contract negotiations. Agreement/Contract Time: The agreement shall be in force and binding on the County and the Agency for a period of three (3) years with an option for the County to extend for additional two (2) year period from the effective date of the contract. TDC: Abbreviation for the Monroe County Tourist Development Council. Agency: Entity with whom the County enters into an agreement/contract. Contractor: The person, agency or corporation with whom the County has entered into the agreement. Effective Date of the Agreement: The date indicated in the agreement on which it becomes effective, but if no such date is indicated it means the date on which the agreement is signed and delivered by the last of the two parties to sign and deliver. Laws and Regulations; Laws or Regulations: Federal, state and local laws, rules, regulations, ordinances, codes and/or orders. Notice of Award: The written notice to the apparent successful Proposer stating that upon compliance by the apparent successful Proposer with the conditions precedent enumerated therein, within the time specified, the County will sign and deliver the agreement. Competitive Solicitation for Visitor Profile Survey Services 13 County: The Monroe County Board of Commissioners with whom the Agency has entered into the agreement and for whom the work is to be provided. Specifications: Those portions of the agreement documents consisting of written technical descriptions of materials and services required under the agreement. Written Amendment: A written amendment of the agreement documents, signed by the County and the Agency on or after the effective date of the agreement. Failure to Execute Required Forms: Failure to execute the required forms shall result in entity being disqualified and the response will be rejected. 2.02 PROPOSER'S RESPONSIBILITIES 2.02.1 Supervision and Personnel The Proposer shall supervise and direct the work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the work in accordance with the agreement documents. 2.02.2 Parts, Materials, and Equipment Unless otherwise specified in the agreement, the Proposer shall furnish and assume full responsibility for all services, materials, equipment, labor, transportation, machinery, tools and all other incidentals necessary for the completion of the work. 2.02.3 Taxes The Proposer shall pay all sales, consumer, use and other similar taxes required to be paid by the Proposer in accordance with the laws and regulations of the place of the project which are applicable during the performance of the work. The County is not liable for sales or use taxes. 2.02.4 Compliance with Laws The Proposer shall comply with all applicable laws and regulations of federal, state and local governments. Competitive Solicitation for Visitor Profile Survey Services 14 TERMS AND CONDITIONS EC,I IC, TO VISITOR PROFILE SURVEY AGENCY The Visitor Profile Survey agency services shall include the following: 1. Survey Design — Develop survey instrument according to TDC requirements, restricting the number of questions so that the interview can be completed in a 5-10 minute timeframe. Pretest questionnaire to ensure validity of response and timing requirements. Said instrument may have up to five variations to include District specific questions. At present, only the Key West District has a questionnaire with District specific questions.. The TDC reserves the right to request revisions of the survey instrument on a per annum basis. A copy of the current survey instrument is attached as Exhibit A. 2. Field Set Up — Identify key locations for interview sites. Negotiate site permissions, where applicable, with business. Develop a rotation plan for the locations selected, to provide alternates to unproductive sites as well as to broaden the reach of the field interviewing crew. Locations selected must be varied and rotated sufficiently to guard against sample bias. Locations should include a mix of tourist-related businesses, parks, transportation points and infrastructure frequently traversed by tourists (e.g. marinas, roads, beaches, etc). Recruit interviewers from local labor pool from various locations in the Keys. Instruct interviewers in respondent selection techniques to be used, qualification criteria, and survey instrument administration. Supervise interviewers in the field. A list of current field locations is attached as Exhibit B. 3. Data Collection — Develop project schedule to provide a guide for interview completion. Conduct intercept interviews with visitors at selected locations throughout the five TDC Districts of Monroe County (Key Largo, Islamorada, Marathon, Lower Keys and Key West). Achieve a minimum quota of 300 completed interviews per month as follows: 100 minimum completed interviews in Key West (District I) and 50 minimum completed interviews in each of the four remaining Districts of the Keys (Districts 11 - V) per month, for a total minimum interview base of 3,600 per year. Rotate schedule and locations so that all days of the week are covered and a variety of visitors are interviewed. 4. Data Cleaning and Input —Review each questionnaire for completeness and legibility. Input survey responses in a spreadsheet, or otherwise negotiated format and deliver to TDC monthly survey data via flash drive, CD-ROM or e-mailed file, in a format compatible with TDC's computer software. Data must be delivered within 60 days following the collection month. 5. Quality Control — Establish and maintain written procedures for assuring quality of survey data; include ensuring validity of interviewers in executing project; qualifying respondents; following rotation of interview days and locations; properly recording responses on survey instrument and inputting of data. 6. Reporting & Analysis —Analyze data and provide 10 written reports of aggregate results per year as follows: 1) Four (4) quarterly County-wide reports, with data weighted according to TDC specification, including an executive summary and data tables for each question tracking changes over time. The fourth quarterly report for the year shall also include annual results. 2) Two (2) semi-annual reports for Key West with an executive summary and data tables for each question tracking changes over time. Competitive Solicitation for Visitor Profile Survey Services 15 3) One (1) annual report for each remaining District of the county (Districts 11-V) with an executive summary and data tables for each question tracking changes over time, for a total of four (4) District reports. A current quarterly County-wide report is provided as Exhibit C as an example 7. Deliverables — The Agency shall provide to TDC Administrative Office, 1201 White Street, Suite 102, Key West, Florida, reports and documentation of results of services. Reports shall show, at a minimum: 1. A monthly file of survey data within 60 days following the collection month 2. A quarterly report of aggregate results for Monroe County, as stipulated in Scope of Services ##6, 3. A semi-annual report of aggregate results for Key West as stipulated in Scope of Services##6 4. An annual report of aggregate results for each of the remaining Districts of the Keys (Districts 11- V) as stipulated in Scope of Service##6 Deliverables shall be sent by Proposer to TDC via flash drive, CD-ROM or e-mailed file, in a format compatible with TDC's computer software. Deliverables, including data and reports, shall remain property of the TDC. The TDC reserves the right to redistribute said data and reports as they see fit; including, but not limited to, posting reports on the Monroe County website www.monroecounty-fl.gov The Scope of Services may change before negotiating the final contract between the parties. A draft agreement has been furnished in Section Four. The Scope of Services may change before negotiating the final agreement between the parties. Competitive Solicitation for Visitor Profile Survey Services 16 DRAFTSE.CTION FOUR AGREEMENT THIS AGREEMENT is entered into this day of , 2013, by and between the MONROE COUNTY BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, hereinafter referred to as the County, and (name of organization), hereinafter referred to as Agency. WITNESSETH WHEREAS, Agency is qualified to provide Visitor Profile Survey Services; and WHEREAS, the Monroe County Tourist Development Council (TDC) has recommended this contract be entered into to provide services, and; WHEREAS, the County wishes to enter into this Agreement for services with the Agency, NOW THEREFORE, the parties hereto agree to the following terms and conditions: 1. TERM: The initial term of this Agreement is for a period of three years commencing June 1, 2013 and terminating on May 31, 2016 subject to Section 9 herein. The County and Agency shall have the option of renewing this Agreement for two (2) additional years under the same conditions subject to negotiation of monetary terms. 2. SERVICES: In consideration of the base monthly contractual amount, the Agency shall provide the following services on behalf of the Florida Keys & Key West: A. Survey Design — Develop survey instrument according to TDC requirements, restricting the number of questions so that the interview can be completed in a 5-10 minute timeframe. Pretest questionnaire to ensure validity of response and timing requirements. Said instrument may have up to five variations to include District specific questions. At present, only the Key West District has a questionnaire with District specific questions.. The TDC reserves the right to request revisions of the survey instrument on a per annum basis. B. Field Set Up — Identify key locations for interview sites. Negotiate site permissions, where applicable, with business. Develop a rotation plan for the locations selected, to provide alternates to unproductive sites as well as to broaden the reach of the field interviewing crew. Locations selected must be varied and rotated sufficiently to guard against sample bias. Locations should include a mix of tourist-related businesses, parks, transportation points and infrastructure frequently traversed by tourists (e.g. marinas, roads, beaches, etc). Recruit interviewers from local labor pool from various locations in the Keys. Instruct interviewers in respondent selection techniques to be used, qualification criteria, and survey instrument administration. Supervise interviewers in the field. C. Data Collection—Develop project schedule to provide a guide for interview completion. Conduct intercept interviews with visitors at selected locations throughout the five Districts of Monroe County (Key Largo, Islamorada, Marathon, Lower Keys and Key West). Achieve a minimum quota of 300 completed interviews per month as follows: 100 minimum completed interviews in Key West (District I) and 50 minimum completed interviews in each of the four remaining Districts of the Keys (Districts II-V) per month for a total minimum interview base of 3,600 per year. Rotate schedule and locations so that all days of the week are covered and a variety of visitors are interviewed. Competitive Solicitation for Visitor Profile Survey Services 17 D. Data Cleaning and Input — Review each questionnaire for completeness and legibility. Input survey responses in a spreadsheet, or otherwise negotiated, format and deliver to TDC monthly survey data via flash drive, CD-ROM or e-mailed file, in a format compatible with TDC's computer software. Data must be delivered within 60 days following the collection month. E. Quality Control — Establish and maintain written procedures for assuring quality of survey data; including ensuring validity of interviewers in executing project; qualifying respondents; following rotation of interview days and locations; properly recording responses on survey instrument and inputting of data. F. Reporting & Analysis —Analyze data and provide 10 written reports of aggregate results per year as follows: I. Four (4) quarterly County-wide reports, with data weighted according to TDC specification, including an executive summary and data tables for each question tracking changes over time. The fourth quarterly report for the year shall also include annual results. 2. Two (2) semi-annual reports for Key West with an executive summary and data tables for each question tracking changes over time. 3. One (1) annual report for each remaining District of the County (Districts II-V) with an executive summary and data tables for each question tracking changes over time, for a total of four (4) District reports. G. Deliverables —The Agency shall provide to TDC Administrative Office, 1201 White Street, Suite 102, Key West, Florida, reports and documentation of results of services. Reports shall show, at a minimum: 1. A monthly file of survey data within 60 days following the collection month; 2. A quarterly report of aggregate results for Monroe County, as stipulated in Scope of Services #6; 3. A semi-annual report of aggregate results for Key West as stipulated in Scope of Services #6; 4. An annual report of aggregate results for each of the remaining Districts of the Keys (Districts 2-5) as stipulated in Scope of Service#6 Deliverables shall be sent by Proposer to TDC via flash drive, CD-ROM or e-mailed file, in a format compatible with TDC's computer software. Deliverables, including data and reports, shall remain property of the TDC. The TDC reserves the right to redistribute said data and reports as they see fit; including, but not limited to, posting reports on the Monroe County website. 3. COMPENSATION: The Agency's annual fee shall be $ , with an additional amount of no more than $500 per year for approved miscellaneous expenses and $6,000 per year for approved respondent incentives (if required). Miscellaneous expenses may include printing, mailing, couriers, postage. Miscellaneous expenses, including approved respondent incentives, must be approved in advance and billed separately. Monroe County's performance and obligation to pay under this contract is contingent upon an annual appropriation by the BOCC. Reimbursement for miscellaneous expenses will be made only upon presentation of original receipts showing actual amounts expended, and will be paid only in accordance with section 112.061, Florida Statutes. Competitive Solicitation for Visitor Profile Survey Services 18 4. BILLINGS: The Agency shall submit to the TDC Administrative Office an initial billing for 25% ($ ) each contract year, due upon receipt of the project design document and survey instrument, followed by 12 equal monthly billings of $ for contract services, and up to $ per month for all other approved charges incurred during the previous month for which payment is due from the County as authorized under this Agreement. The County shall be responsible for payment of all authorized fees and costs due to the Agency while this Agreement is in force which fees and costs are described and limited in paragraph 4. Said payments shall be sent by mail by County directly to: (Insert Address). 5. LICENSES AND QUALIFICATION: The Agency warrants that it is qualified to perform the services under this agreement and holds any licenses necessary for same. 6. INDEMNIFICATION AND HOLD HARMLESS: The Contractor 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 Contractor or any of its Subcontractor(s) in any tier, occasioned by the negligence, errors, or other wrongful act or omission of the Contractor 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 Contractor's failure to purchase or maintain the required insurance, the Contractor 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 Contractor 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. 7. INSURANCE: The agency shall maintain the following required insurance throughout the entire term of the contract and any extensions. Failure to comply with this provision may result in the immediate suspension of all work until the required insurance has been reinstated or replaced. Delays in the completion of work resulting from the failure of the agency to maintain the required insurance shall not extend any 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 agency's failure to maintain the required insurance. The agency shall provide to the County, as satisfactory evidence of the required insurance, either: • Original 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 thirty (30) days prior notification is given to the County by the insurer. The acceptance and/or approval of the agency's insurance shall not be construed as relieving the agency from any liability or obligation assumed under this contract or imposed by law. Competitive Solicitation for Visitor Profile Survey Services 19 The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional Insured" on all policies, except for Workers' Compensation. Any deviations from these General Insurance Requirements must be requested in writing on the County prepared from entitled "Request for Waiver of Insurance Requirements" and approved by Monroe County Risk Management. a) Prior to the commencement of work governed by this contract the agency shall obtain Workers' Compensation Insurance with limits sufficient to respond to Florida Statute 440. In addition, the agency shall obtain Employers' Liability Insurance with limits of not less than: $100,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease $100,000 Bodily Injury by Disease, each employee Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company or companies authorized to transact business in the state of Florida and the company or companies must maintain a minimum rating of A-VI, as assigned by the A.M. Best Company. b) Prior to the commencement of work governed by this contract, the agency shall obtain General Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum: *Premises Operations *Products and Completed Operations *Blanket Contractual Liability *Personal Injury Liability *Expanded Definition of Property Damage The minimum limits acceptable shall be: $1,000,000 Combined Single Limit(CSL) If split limits are provided, the minimum limits acceptable shall be: $ 500,000 per person $1,000,000 per occurrence $ 100,000 Property Damage An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its provisions should include coverage for claims filed on or after the effective date of this 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. 8. APPROVALS AND CHANGES OF SPECIFICATIONS OF SERVICES: The TDC shall have the sole and exclusive right to approve, modify, reject, or cancel any and all plans, proposals, submissions and other work in process, in which event the TDC's directions shall be immediately implemented. However, nothing in this Agreement shall be construed as requiring the Agency to violate any contractual commitments to vendors contracted on TDC's behalf. All contractual commitments to contracted sub-vendors require the TDC's prior written approval. The County shall only be liable for charges approved in writing prior to the Agency's entering into such contractual commitment. Within ten (10) days following award of a contract pursuant to this Request for Competitive Solicitation, the Agency may elect to re-negotiate the cost of deliverables under the revised specifications. Competitive Solicitation for Visitor Profile Survey Services 20 The performance of all services between Agency as described and otherwise provided under this Agreement will be in full cooperation with and under the direct supervision of the TDC. Whenever approval is required from the TDC, said approval shall be in writing from the TDC Administrative Director or a designee, according to TDC policy. 9. TERMINATION; RENEWAL: Either party shall have the right to cancel this Agreement at its sole discretion upon sixty (60) days written notice to the other party. Agency shall deliver to TDC and County all papers and other materials related to the work performed under this Agreement upon termination thereof. County shall pay Agency only for such reimbursable expenses authorized prior to termination. If, for any reason, funds are not appropriated in any fiscal year, Agency will be given fifteen (15) days' notice of termination and Agency will not be required to continue services or produce deliverables after the termination date. The County and Agency shall have the option of renewing this Agreement for two (2) additional years under the same conditions subject to negotiation of monetary terms, and provided the County provides Agency prior written notice of its election of this option no later than thirty days before this agreement expires. 10. DISCLOSURE OF FINANCIAL INTERESTS: The Agency agrees to disclose any existing financial interest in business by its suppliers or providers utilized in fulfillment of this Agreement and shall disclose said interests as they may arise from time to time. 11. APPLICABLE LAW; VENUE: This Agreement shall be governed by and construed according to the laws of the State of Florida and all actions brought under or pursuant to this Agreement shall be brought in a court of competent jurisdiction in Monroe County, Florida. 12. ENTIRE AGREEMENT AMENDMENT: This writing embodies the entire Agreement and understanding between the parties hereto, and there are no other agreements or understandings, oral or written, with reference to the subject matter hereof that are not merged herein and superseded hereby. Any amendment to this Agreement shall be in writing and signed by both the County and Agency. 13. LAWS AND REGULATIONS: It shall be understood and agreed that any and all services, materials and equipment shall comply fully with all Local, State and Federal laws and regulations. 14. TAXES: The Board of County Commissioners and TDC are exempt from Federal Excise and State of Florida Sales Tax and use taxes. State Sales Tax and Use Tax Certificate Number is 03000 210354. 15. FINANCE CHARGES: The County and TDC shall not be responsible for any finance charges. 16. ASSIGNMENT: The Agency shall not assign, transfer, convey, sublet or otherwise dispose of this Agreement or of any or all of its right, title or interest therein, of his or its power to execute such contract to any person, company or corporation without prior consent of the County. 17. OWNERSHIP: All work performed under the Agreement shall be the property of the TDC and County, for whatever use and/or disposition the TDC and County may deem appropriate. Such property shall include: a) all plans, documents and recommendations; b) All manuscripts, copy, graphics, and videotapes. The TDC and County shall have the full right to reproduce and/or use any products derived from the contractor's work under the Agreement without payment of any royalties, or fees. No reproduction of said property shall be made by Agency or any other entity for purposes of resale. Competitive Solicitation for Visitor Profile Survey Services 21 18. COMPLIANCE WITH LAWS -NONDISCRIMINATION: The Agency shall comply with all federal, state and local laws and ordinances applicable to the work or payment for work thereof, and shall not discriminate on the grounds or race, color, religion, sex, age or national origin in the performance of work under this Agreement. This Agreement shall be subject to all federal, state, and local laws and ordinances. 19. NOTICE: Whenever notice is required by this Agreement to be give to either party, said notice shall be delivered to: For County: Ms. Lynda Stuart For Agency: Monroe County TDC 1201 White Street, Suite 102 Key West, FL 33040 20. SEVERABILITY: If any provision of this Agreement shall be held by a Court of competent jurisdiction to be invalid or unenforceable, the remainder of this Agreement, or the application of such provision other than those as to which it is invalid or unenforceable, shall not be affected thereby; and each provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law. 21. THE AGENCY agrees to furnish the TDC with copies of bids of subcontractors. 22. ETHICS CLAUSE: The Agency warrants that no person has been employed or retained to solicit or secure this contract upon an Agreement or understanding for a commission, percentage, brokerage, or contingent fee and that no member of the Monroe County government or the TDC has any interest, financially or otherwise, in the Agency or its subcontractors. 23. PUBLIC ENTITY CRIME STATEMENT: A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on an agreement to provide any goods or services to a public entity, may not submit a bid on an agreement with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. Competitive Solicitation for Visitor Profile Survey Services 22 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. (SEAL) Board of County Commissioners Attest: Danny L. Kolhage, Clerk of Monroe County Deputy Clerk Mayor/Chairman (CORPORATE SEAL) AGENCY Attest By By Secretary President Print Name Print Name Date: Date: OR TWO WITNESSES (only necessary when the President of Agency does not sign) (1) (2) (1) (2) Print Name Print Name Date: Date: Competitive Solicitation for Visitor Profile Survey Services 23 EXHIBIT A Interviewer Florida Keys/Key West Visitor Survey Date:Mo Day Yr Hello, my name is We are conducting a survey of Florida Keys visitors about Location: their Keys experience, for the Monroe County Tourist Development Council who wish to ensure that future visitors have a wonderful holiday. A. Are you a resident of the Florida Keys or are Live in the Keys 1 --TERMINATE you here visiting or on vacation? Visiting 2 -- CONTINUE B. How many days have you been visiting in the Keys? Just arrived (1 day or less) 1 --TERMINATE 2 or more days 2 --CONTINUE C. On this trip, are you paying for your own expenses, sharing expenses with someone else or is Paying own/sharing 1 someone else paying your expenses? Someone else paying 2 ---TERMINATE D1. Is the primary purpose of your visit to the Keys No 1 for business only? Yes 2 ----SKIP TO E D2. Which one of the following best describes A recreation or vacation trip 1 the trip you are on right now? Visiting family or friends 2 Business/Pleasure Combined 3 Convention or meeting 4 Other 5 E. How did you get to the Florida Keys for this trip? Did you [READ LIST]? Drive a private/personal vehicle or RV .........................................................................................................1 Drive a rental Vehicle or RV you rented outside Florida...............................................................................2 Comeby Tour bus.........................................................................................................................................3 Flyinto Marathon .........................................................................................................................................4 Flyinto Key West ........................................................................................................................................5 Fly into Miami &then drive a rental car to the Keys......................................................................................6 Fly into another Florida airport and then drive a rental car to the Keys (Airport? ) .....7 Arrive by Cruise ship ---TERMINATE .....................................................................................................8 Other (Specify) ..............................................9 F. Before this trip to the Keys, have you visited the Keys before in the past 3 years? Yes 1 No 2 1. Which of the following best describes your accommodations Hotel/motel/resort 1 while staying in the Keys? B&B/Guest house/Inn 2 Seasonal/vacation rental 3 Campground/RV Park 4 Other 5 2. How far in advance of your trip did you make your 1 week 1 decision to visit the Florida Keys? 2-4 weeks 2 1-3 months 3 4-6 months 4 More than 6 months 5 3. When making your reservations for your accommodations, did you... Use a travel agent 1 Make it on-line through the property's web site 5 Use a reservation service by phone 2 Booked during last visit to the Keys 6 Make a direct call to the property 3 Made no advance reservation 7 Make your reservation on-line through Other (specify) 8 a travel site (like Expedia, Travelocity) 4 4. While on this trip, how many nights will you spend in the Florida Keys? ENTER#Nights, If NONE, Enter'0' (Include all nights being spent in the Florida Keys) 4a) Key West 4b) Marathon/Duck Key/KCB area 4c) Key Largo area Competitive Solicitation for Visitor Profile Survey Services 24 4d) Lower Keys/Big Pine area 4e) Islamorada area 4f) Tally Total Nights 5. How many other people are traveling with you? Total in party Number under 17 5.a What best describes the people you are traveling with? (select all that apply) a. Spouse/partner/girlfriend/boyfriend 1 e. Friend(s)all the same gender(all girls/all guys) 5 b. Children/step-children 2 f. Friend(s)of mixed/different genders 6 c. Parents/grandparents 3 g. Other family besides those already named 7 d. Grandchildren 4 h. Pet(s) 8 i. Other(please specify) 9 6. On a scale of 1-5, where 1 is "Not at all satisfied" and 5 is"Very Satisfied", how satisfied have you been with your Keys vacation so far? [NA or DK= 9] 7. For this trip, did you use any of the following internet tools to help you plan the trip? [NA or DK= 9] a. Traveler online review site like Trip Advisor/IgoUgo 1 c. A blog about travel 3 b. Social internet site like Facebook, Twitter, YouTube 2 d. Florida Keys official website-fla-keys.com 4 7.b. For this trip, did you look for a special deal, like an added value offer, discount for longer stay or coupon, when planning or booking your vacation? Yes 1 No 2 NA/DK 9 8. On a scale of 1-5, where 1 is "Not at all Likely" and 5 is "Very Likely", how likely are you to recommend to a friend or family member that they visit the Florida Keys [NA or DK= 9] 9. Have you seen or heard any No 1 Yes, Television 2 advertising for The Florida Keys Yes, Radio 3 and Key West, in the past 3 months? Yes, Magazine 4 If yes: Where did you see the advertisements: Yes, Newspaper 5 (DO NOT READ, CIRCLE ALL THAT APPLY) Yes, Internet/email newsletter 6 Yes, but don't remember where 7 Yes No 10. When planning this trip, did a travel agent ... Help you with airline reservations 1 2 Help you with hotel reservations 1 2 Help you with a rental car 1 2 Recommend the FL Keys/Key West 1 2 Other (Specify): 1 2 11. Next, I am going to ask you about some of the recreational activities available in the Florida Keys. For each one, please tell me if you or any member of your group participated in the activity during this trip to the Florida Keys. Have you or anyone from your group gone [READ LIST BELOW]while visiting the Florida Keys or Key West? YES = 1; NO= 0 Participated Participated A. Scuba Diving H. Visit Museums/Historic Areas B. Snorkeling I. Sightseeing &Attractions C. Fishing J. Cultural Events (Festivals, Art shows, D. Viewing Wildlife Theatre, Plays, Concerts) E. Boating K. Wedding/commitment ceremony F. Beach Activities L. Go out to bar/nightlife G. Dine out M. Spa or health club/gym 12. Thinking only about the part of your a. Lodging in the Keys PER NIGHT $ trip that will be in The Florida Keys/Key West, b. Transportation in the Keys how much do you estimate you will have spent (local car rental, gas, taxi) $ on each of the following during your stay in c. Water oriented activities (boating, The Florida Keys/Key West? fishing, scuba diving, snorkeling) $ d. Land oriented activities (sightseeing, rentals for recreation equip, theater) $ e. Food/beverages PER DAY $ f. Other (film, souvenirs, gifts, clothing) $ 13. Which of the following experiences were you seeking for this trip? [ROTATE LIST,Yes =1, No=2, DK=9] a. To relax and escape, get away from stress, pressure, have fun, reconnect with friends or family ...........1 ... 2 9 b. To go Scuba Diving....................................................................................................................................1 ... 2 9 c. To go Fishing..............................................................................................................................................1 ... 2 9 d. To experience adventure, things like kayaking, snorkeling, beaching going, seeing wildlife ....................1 ... 2 9 e. To experience culture & history, things like museums, historic places &architecture, cultural cuisine.....1 ... 2 9 f. To experience fine arts and performing arts, things like theatre, art, music, crafts, writing &film..............1 ... 2 9 Competitive Solicitation for Visitor Profile Survey Services 25 g. To experience a better climate, I wanted warm, sunny, mild weather.......................................................1 ... 2 9 h. To go somewhere new, have new experiences.........................................................................................1 ... 2 9 i. To go somewhere with high quality accommodations, quality tourism services, clean and prestigious.....1 ... 2 9 j. To go somewhere that was safe and convenient to travel to......................................................................1 ... 2 9 k. To go somewhere that was a good value for the cost of the trip or was a special deal or bargain ...........1 ... 2 9 I. To go somewhere that was family friendly, lots of things for the kids to do................................................1 ... 2 9 m. To experience romance, romantic locations, with a loved one or to find new romance.......................1 .... 2 9 n. To have a green vacation, the availability of green, environmentally friendly travel products&options 1....2 9 SHOW CARD 14. Which ONE of the experiences BEST describes why you decided to come to the Florida Keys? a. To relax and escape......................... 1 i. To go somewhere with high quality accommodations .. 9 b. To go Scuba Diving........................... 2 j. To go somewhere that was safe and convenient....... 10 c. To go fishing................................... 3 k. To go somewhere that was a good value................. 11 d. To experience adventure................... 4 I. To go somewhere that was family friendly............... 12 e. To experience culture and history........ 5 m. To experience romance.................................... 13 f. To experience the arts ....................... 6 n. Green vacation...................................................14 g. To experience a better climate............ 7 o. Other ............................................................. 15 h. To go somewhere new..................... 8 p. Don't know/No answer........................................ 16 15a. If the U.S. lifted its travel restrictions to Cuba and US citizens were allowed to visit Cuba, how likely is it you would plan to visit Cuba in the near future? Use a scale 1-5 where 1 is"Not at all Likely" and 5 is "Very Likely" [NA or DK= 9] Comment (if given): 15.b. IF Q15=3, 4 or 5 only: Would you likely visit Cuba a. Instead of the Keys 1 b. In Addition to the Keys 2 16a. What country do you currently live in? USA-ASK Q.16b 01 Central America 09 Japan 18 Sweden 25 Africa 02 Chile 10 Luxembourg 19 Switzerland 26 Argentina 03 Denmark 11 Mexico 20 United Kingdom 27 Australia/Oceana 04 Finland 12 Middle East 21 Venezuela 28 Austria 05 France 13 Netherlands/ Other Asian/Far East 29 Belgium 06 Germany 14 Holland 22 Other Europe 30 Brazil 07 Ireland 16 Norway 23 Other South America 31 Canada 08 Italy 17 Peru 24 Other 32 IF FROM THE UNITED STATES,ASK: 16b. Where in the US do you live? City (nearest to home) State Zip Code I have just a few more questions to be used for classification purposes only. 17. What is your age? 18. Is the total annual income of your household: Under$75,000 1 Refused 3 $75,000 or more 2 19. Do you consider yourself to be: Non-Hispanic white 1 Asian or Pacific Islander 4 African American/Black 2 American Indian or Alaska Native 5 Hispanic/Spanish/Latino 3 Other 6 20. Orientation RECORD NUMBER FROM CARD Interviewer complete: Male 1 Female 2 PAGE 1 FOR KEY WEST ONLY Project#08-734—REVISED 5101109 Interviewer Florida Keys/Key West Visitor Survey— 2009 Hello, my name is . We are Date:Mo Day Yr conducting a survey of Florida Keys visitors about their Keys experience, for the Monroe County Tourist Location: Development Council who wish to ensure that future visitors have a wonderful holiday. B. Are you a resident of the Florida Keys or are Live in the Keys 1 --TERMINATE you here visiting or on vacation? Visiting 2 -- CONTINUE C. How many days have you been visiting in the Keys? Just arrived (1 days or less) 1 --TERMINATE Competitive Solicitation for Visitor Profile Survey Services 26 2 or more days 2 -- CONTINUE C. On this trip, are you paying for your own expenses, Paying own/sharing 1 sharing expenses with someone else or is Someone else paying 2 ---TERMINATE someone else paying your expenses? D1. Is the primary purpose of your visit to the Keys No 1 for business only? Yes 2 ---TERMINATE & TALLY D2. Which one of the following best describes A recreation or vacation trip 1 the trip you are on right now? Visiting family or friends 2 Business/Pleasure Combined 3 Convention or meeting 4 Other 5 E. How did you get to the Florida Keys for this trip? Did you [READ LIST]? Drive a private/personal vehicle or RV .........................................................................................................1 Drive a rental Vehicle or RV you rented outside Florida...............................................................................2 Comeby Tour bus.........................................................................................................................................3 Flyinto Marathon .........................................................................................................................................4 Flyinto Key West ........................................................................................................................................5 Fly into Miami &then drive a rental car to the Keys......................................................................................6 Fly into another Florida airport and then drive a rental car to the Keys (Airport? ) .....7 Arrive by Cruise ship ---TERMINATE .....................................................................................................8 Other (Specify) ..............................................9 F. Before this trip to the Keys, have you visited the Yes 1 Keys before in the past 3 years? No 2 F-KW1. Have you ever visited Key West by cruise ship? Yes 1 ---ASK Q. F-KW2 No 2 --- SKIP TOQ. 1 F-KW2. How long has it been since you visited Past 2 years 1 Key West by cruise ship? 3-5 years ago 2 More than 5 years ago 3 Don't remember 9 F-KW3. Did coming here by cruise ship in the Yes 1 past influence your decision to be here now? No 2 G-KW1. Are you aware that the U.S. Navy ship, the USS Vandenberg, was recently sunk off Key West to form a new artificial reef? Yes 1 No 2 Don't know 9 G-KW2. Did the creation of the new reef have a positive influence on you or your party members' decision ... To visit Key West this time 1 To visit Key West in the future 2 No influence 3 Don't know 9 CONTINUE WITH QUESTION 1 Competitive Solicitation for Visitor Profile Survey Services 27 EXHIBIT B— SITE LOCATIONS CAROLINE ST BAYSIDE INN RESORT DUVAL ST. BIG CHILL RESTAURANT - JIMMY FERRY TERMINAL JOHNSON GOLF COURSE - KEY WEST GOLF CLUB BUZZ ROSST RESTAURANT HIGGS BEACH CARIBBEAN CLUB KEY WEST HARBOR COCONUTS RESTAURANT & LOUNGE SMATHERS BEACH COURTYARD INN SOUTH ROOSEVELT BLVD FISH HOUSE WHITEHEAD ST. FLORIDA KEYS DIVE CENTER BIG PINE KEY SHOPPING CENTER HARRY HARRIS COUNTY PARK LITTLE DUCK KEY BEACH HILTON AT KEY LARGO PUBLIC BOAT RAMPS HOBO'S RESTAURANT 7 MILE BRIDGE /BEACH HOLIDAY INN --- BAR/DOCKS AND BURGER KING - MARATHON MARINA CAPTAIN SLATE'S ATLANTIC DIVE ISLAND MARKET CENTER ISLAND STYLE WATERSPORTS COCO PLUM BEACH JOHN PENNEKAMP PARK CURRY HAMMOCK STATE PARK KL SEAFOOD FESTIVAL SOMBRERO BEACH KONA KAI RESORT TOM'S HARBOR CHANNEL MANDALAY GRILL& TIKI BAR BAYSIDE MARINA AND BOARDWALK MARRIOT RESORT AT KEY LARGO HOLIDAY ISLE BEACH RESORT AND PILOT HOUSE MARINA MARINA PILOT HOUSE RESTAURANT INDIAN KEY CHANNEL AND BEACH POPPS MOTEL INDIAN KEY FILL PUBLIX SHOPPING PLAZA LONG KEY STATE PARK ROCK REEF RESORT ANCHORAGE RESORT & YACHT CLUB THE FISH HOUSE RESTAURANT BAY COVE MOTEL TRADWIND PLAZA BAY COVE RESTAURANT Competitive Solicitation for Visitor Profile Survey Services 28 SE.CTION FIVE. INSURANCE E E UI E ENT'S AND RESPONSE FORMS REQUIREDE COUNTY,Y, L I A Competitive Solicitation for Visitor Profile Survey Services 29 RISK MANAGEMENT POLICY AND PROCEDURES AGREEMENT ADMINISTRATION MA UAL Indemnification and Hold Harmless for Other Contractors and Subcontractors The Agency 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 Agency or any of its Subcontractor(s) in any tier, occasioned by the negligence, errors, or other wrongful act of omission of the Agency 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 Agency's failure to purchase or maintain the required insurance, the Agency 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 Agency 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. Competitive Solicitation for Visitor Profile Survey Services 30 RESPONSE FORM RESPONSE TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS c/o PURCHASING DEPARTMENT GATO BUILDING, ROOM 1-213 1100 SIMONTON STREET KEY WEST, FLORIDA 33040 I acknowledge receipt of Addenda No. (s) I have included: Proposal Ethics Clause Non-Collusion Affidavit Drug Free Workplace Form Local Preference Form In addition, I have included a current copy of the following professional licenses and business tax receipts: (Check mark items above, as a reminder that they are included.) Mailing Address: Telephone: Fax: Date: Signed: Witness: (Seal) (Name) (Title) Competitive Solicitation for Visitor Profile Survey Services 31 NON-COLLUSION AFFIDAVIT I, of the city of according to law on my oath, and under penalty of perjury, depose and say that: I am of the Agency of the Proposer making the Proposal for the project described in the Notice of Request for Competitive Solicitations for: and that I executed the said Proposal with full authority to do so; and I. The prices in this Proposal 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 Proposer or with any competitor; 2. Unless otherwise required by law, the prices which have been quoted in this Proposal have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to Proposal opening, directly or indirectly, to any other Proposer or to any competitor; 3. No attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit, or not to submit, a Proposal for the purpose of restricting competition; and 4. 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 agreements for said project. (Signature of Proposer) (Date) STATE OF: COUNTY OF: PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, (name of individual signing) affixed his/her signature in the space provided above on this day of 20 NOTARY PUBLIC My Commission Expires: Competitive Solicitation for Visitor Profile Survey Services 32 ETHICS CLAUSE SWORN STATEMENT UNDER INANC;E NO. 10-1990 MONROE COUNTY, FI. R I A warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate this 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. (Signature) (Date) STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of , 20 NOTARY PUBLIC My commission expires: OMB -MCP FORM#4 Competitive Solicitation for Visitor Profile Survey Services 33 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's 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 Proposal 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 Proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of 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 Agency complies fully with the above requirements. Proposer's Signature Date Competitive Solicitation for Visitor Profile Survey Services 34 LOCAL PREFERENCE FORM A. Vendors claiming a local preference according to Ordinance 023-2009 must complete this form. Name of Proposer/Responder Date: 1. Does the vendor have a valid receipt for the business tax paid to the Monroe County Tax Collector dated at least one year prior to the notice or request for bid or proposal? (Please furnish 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% 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: Tel. Number Print Name: Signature and Title of Authorized Signatory for Bidder/Responder STATE OF COUNTY OF On this day of , 20 , before me, the undersigned notary public, personally appeared known to me to be the person whose name is subscribed above or who produced as identification, and acknowledged that he/she is the person who executed the above Local Preference Form for the purposes therein contained. Notary Public Print Name My commission expires: Seal Competitive Solicitation for Visitor Profile Survey Services 35 SE.CTION SIX REQUEST FOR PROPOSAL CHECKLIST LIST Please ensure that all items have been checked before submitting request for Proposal. Submit this checklist as the last page of your proposal. ❑ 1. Cover Page ❑ 2. Narrative Self-Analysis ❑ 3. References ❑ 4. Client Information ❑ 5. Technical Skill Set ❑ 6. Financial Statements, Accounting and Bookkeeping Procedures ❑ 7. Staff Information ❑ 8. Service Capability to Monroe County ❑ 9. Compensation ❑ 10. Written Presentation ❑ 11. Pending Litigation ❑ 12. County Proposal Forms ❑ 13. Other Information ❑ 14. Completed Proposal Checklist Competitive Solicitation for Visitor Profile Survey Services 36