Item D2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: JANUARY 16, 20ctl
Division:
TDC
Bulk Item: Yes -L No
Department:
Staff Contact Person/Phone #: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval to advertise a Notice of Request for Proposals for a Visitor Profile Survey Agency for
Monroe County Tourist Development Council.
ITEM BACKGROUND:
TDC approved same at their meeting of December 11,2007
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
N/A
BUDGETED: Yes ~ No
COST TO COUNTY:
N/A
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING: Yes -L No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty ~ OMBlPurchasing N/A
Risk Management X
DOCUMENTATION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 11/06
NOTICE OF REQUEST FOR PROPOSALS
NOTICE IS HEREBY GIVEN TO PROSPECTIVE PROPOSERS that on February 27, 2008 at 3:00
P.M. at the Monroe County Purchasing Office, the Board of County Commissioners of Monroe County,
Florida, will open sealed proposals for the following:
VISITOR PROFILE SURVEY AGENCY FOR
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
RFP- TDC- -PUR/CV
Requirements for submission and the selection criteria may be requested from DemandStar by Onvia at
www.demandstar.com OR http://\\'ww.co.monroecountv-fl.2ov/pa2es/msd/bids.htm or call toll-free at 1-
800-711-1712. The Public Record is available at the Purchasing Office located at the Gato Building, 1100
Simonton Street, Key West, FL 33040. All questions should be directed to the Administrative Office of the
Tourist Development Council by phoning (305) 296-1552. Any addenda to this Request for Proposals (RFP)
shall be distributed to vendors on the list of Demandstar distributees for this RFP.
Respondents must submit two (2) signed originals and thirteen (13) complete copies of the proposal in a
sealed envelope clearly marked on the outside, with the Proposer's name and "Sealed Proposal for Request
for Proposals for Visitor Profile Survey Agency for Monroe County Tourist Development Council"
addressed to:
Monroe County Purchasing Office
1100 Simonton Street, Room 1-213
Key West, FL 33040
Phone: (305) 292-4466
Fax: (305) 292-4465
All proposals must be received by the County Purchasing Office before 3:00 P.M. on February 27, 2008.
Any proposals received after this date and time will be automatically rejected. Materials may be delivered
by Certified Mail, Return Receipt Requested, hand-delivered or couriered. Faxed or e-mailed proposals will
be automatically rejected. Hand delivered Proposals may request a receipt. If sent by mail or by courier, the
above-mentioned envelope shall be enclosed in another envelope addressed to the entity and address stated
above. Proposers should be aware that certain "express mail" services will not guarantee specific time
delivery to Key West, Florida. It is the sole responsibility of each Proposer to ensure its proposal is received
in a timely fashion.
Monroe County's perfonnance and obligation to pay under this contract is contingent upon an annual
appropriation by the Board of County Commissioners.
All submissions must remain valid for a period of ninety (90) days from the date of the deadline for
submission stated above. The Board will automatically reject the response of any person or affiliate who
appears on the convicted vendor list prepared by the Department of General Services, State of Florida, under
Sec. 287.133(3)(d), Florida Statute (1997). Monroe County declares that all or portions of the documents
and work papers and other fonns of deliverables pursuant to this request shall be subject to reuse by the
County.
The recommendation, including a contract, will be presented to the Board of County Commissioners
of Monroe County, Florida, for final awarding or otherwise in the best interest of the County. The Board
reserves the right to reject any and all proposals, to waive infonnalities in any or all proposals, to re-advertise
for proposals; and to separately accept or reject any item or items and to award and/or negotiate a contract in
the best interest of the County.
Dated at Key West this _day of January, 2008.
Visitor Profile Survey RFP - 2008
TABLE OF CONTENTS
Page
SECTION ONE
Instruction to Respondents
3
SECTION TWO
General Terms and Conditions
10
SECTION THREE
Terms and Conditions Specific to Visitor Profile Survey RFP
12
SECTION FOUR
Sample Contract
13
SECTION FIVE
Insurance Requirements
18
SECTION SIX
Response Proposal Forms
20
Request for Proposal Checklist
25
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Visitor Profile Survey RFP - 2008
SECTION ONE
INSTRUCTION TO RESPONDENTS
1.01 DESCRIPTION
The Respondent awarded a Contract shall provide Visitor Profile Survey Services for the Monroe County Tourist
Development Council (TDC). The Contract will provide for the Visitor Profile Surveys that develop a profile of our
visitors, by season, in terms of demographics, visitor origin, and type of visitor to Monroe County. The agency
selected shall provide services as outlined within Specifications in section III of this Request for Proposal (RFP).
1.02 COPIES OF PROPOSAL DOCUMENTS
A. Only complete sets of Proposal Documents will be issued and shall be used in preparing
responses. The COUNTY does not assume any responsibility for errors or misinterpretations
resulting from the use of incomplete sets.
B. Complete sets of Proposal Documents may be obtained in the manner and at the location stated
in the Notice of Calling for Pro/Josals.
1.03 PROPOSAL REQUIREMENTS
The two (2) original responses, marked "Original" and thirteen (13) copies marked "Copy" [fifteen
(15) complete packages] of the Proposal must be received.
1.04 DISQUALIFICATION OF RESPONDENTS
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 Respondents, the Proposal of all participants in such collusion shall be rejected, and
no participants in such collusion will be considered in future Proposals for the same work.
B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a Proposal on a Contract to provide
any goods or services to a public entity, may not submit a Proposal on a Contract with a public
entity for the construction or repair of a public building or public work, may not submit Proposals
on leases or perform work as a contractor, supplier, subcontractor, or consultant under a Contract
with any publiC entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months
from the date of being placed on the convicted vendor list.
C. DRUG-FREE WORKPLACE FORM: Any person submitting a Proposal in response to this
invitation must execute the enclosed DRUG-FREE WORKPLACE FORM and submit it with his
Proposal. Failure to complete this form in every detail and submit it with your Proposal may result
in immediate disqualification of your Proposal.
D. PROPOSALS RECEIVED AFTER DEADLINE: Any Proposal submitted after the RFP deadline of
February 27, 2008 at 3:00 p.m. will automatically be disqualified.
1.05 EXAMINATION OF RFP DOCUMENTS
A. Each Respondent shall carefully examine the RFP and other Contract documents, and inform
himself thoroughly regarding any and all conditions and requirements that may in any manner
affect cost, progress, or performance of the work to be performed under the Contract. Ignorance
on the part of the Respondent will in no way relieve him of the obligations and responsibilities
assumed under the Contract.
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Visitor Profile Survey RFP - 2008
B. Should a Respondent 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 Respondent as to the meaning of the Contract documents. Any inquiry
or request for interpretation received seven (7) or more days prior to the date fixed for opening of responses will
be given consideration. All answers, changes or interpretation will be made in writing in the form of an addendum
and, if issued, will be mailed or sent by available means to all known prospective Respondents prior to the
established Proposal opening date. Each Respondent shall acknowledge receipt of such addenda in the space
provided in the response form attached to the Proposal document. In case any Respondent 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 Respondent will be bound by such addenda,
whether or not received by him. It is the responsibility of each Respondent to verify that he has received all
addenda issued before responses are opened.
Written portions of all Proposals become the property of the Monroe County TDC upon receipt and will not be
returned to Respondent. The Monroe County TDC shall have the right to use all ideas or adaptations of the ideas
contained in any Proposal received in response to this RFP. Selection or rejection of the Proposal will not affect
this right.
All Proposals received will be reviewed by the Monroe County TDC Administrative Staff. The recommendation
of the TDC Marketing Director will be presented to the TDC Board at a regularlv scheduled meeting.
1.07 GOVERNING LAWS AND REGULATIONS
The Respondent 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 Respondent: The Respondent must sign the response forms in the space provided for the
signature. If the Respondent 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 Respondent 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 Respondent shall state in the response the name and address of each person interested therein.
1.09 SUBMISSION OF RESPONSES
A. Two (2) signed originals and thirteen (13) copies of each response shall be submitted. No
waivers shall be allowed for responses that 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 a sealed envelope, which shall be marked Proposal for TDC
Visitor Profile Survey Agency and the name of the Respondent. If forwarded by mail or courier,
the above-mentioned envelope shall be enclosed in another envelope addressed to the entity and
address stated in the Notice of Calling for Proposals, and preferably by certified mail, receipt
requested; if forwarded otherwise than by mail, it shall be delivered to the same address.
Responses will be received until the date and hour stated in the Notice of Calling for Proposals.
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Visitor Profile Survey RFP - 2008
C. Each Respondent shall submit with its Proposal the required evidence of their qualifications and
experience.
O. Upon selection by the TOC, negotiations will proceed with the first selected applicant. If no
contract can be agreed upon, county and TOC may negotiate with the second or the third
selected firm.
1.10 CONTENT OF SUBMISSION
The bid submitted in response to this RFP shall be printed on 8-1/2" x 11" white paper; shall be clear and concise
and provide the information requested herein. The proposal shall be bound and tabbed. Statements submitted
without the required information will not be considered. Proposals shall be organized as indicated below. The
bidder should not withhold any information from the written response in anticipation of presenting the information
orally or in a demonstration. Each Respondent must submit adequate documentation to certify the Respondent's
compliance with the County's requirements. Respondent should focus specifically on the information requested.
We advise that prior to completing the Proposal, the Respondent should review the Specifications and
Specific Conditions referred to in Section III of this RFP to ensure the capability to handle the Scope of
Services required by the Monroe County TDC.
The Proposal should be set up as follows:
A. Cover Paae
A cover page that states "REQUEST FOR PROPOSALS FOR VISITOR PROFILE SURVEY SERVICES." The
cover page should contain name, address, telephone number of Respondent that is authorized to do business in
the State of Florida, and the name of the Respondent's contact individual or corporate officer authorized to
execute Contracts.
B. Tabbed Sections
Tab 1. Narrative Self-Analysis
The Respondent should provide a brief description of the Respondent's agency, date of establishment,
ownership, organizational structure, and mission statement.
Respondent should provide a brief narrative self-analysis of its strengths and how each will impact the
performance of the Contract based on the scope of services.
Also include the following information:
1. A list of the 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; if unincorporated and not a partnership, the name(s) of owners.
2. A list of the officers and directors ofthe entity;
3. The number of years the entity has been operating and, if different, the number of years
it has been providing the services, goods, or survey services called for in the RFP;
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Visitor Profile Survey RFP - 2008
4. The number of years the entity has operated under its present name and any pnor
names;
5. Whether, within the last five (5) years, an officer, general partner, controlling
shareholder or major creditor of the Respondent was an officer, general partner,
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 bids.
Tab 2. References
Each Respondent shall provide references for which the Respondent has provided the same or similar services
during the past three (3) years. Each reference shall include, at a minimum:
Name and full address of reference organization
Name of contact person for reference
Telephone number(s)
Term of contract with organization
Brief summary comparing the referenced services to these proposed services
Tab 3. Account Information
Respondent shall provide the following information:
a) List the largest private sector current accounts. Briefly describe the types of services rendered for each
account.
b) For any current governmental accounts, list and describe the services rendered.
c) List and briefly describe accounts relative to the travel and tourism industry.
Tab 4. Financial Statements, Accounting and Bookkeeping Procedures
Respondent shall submit a financial statement and company account for all revenues and expenses related to the
provision of services under this Contract pursuant to generally accepted accounting principles. Respondent 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 Respondent's ability to respond to government purchase orders; and
d) A statement outlining the procedures normally used to issue invoices in the billing of services for the TDC.
Tab 5. Staff Information
a) Respondent shall include a list of the proposed staff positions, and describe each of their qualifications
and experience, that will be dedicated to the account if awarded this contract. The listing shall include
any staff who shall provide services that are included in the scope of services. List the number and type
of minorities, using the Federal definitions, included in the staff.
Tab 6. Service Capability to Monroe County
a) Describe agency administrative facilities;
b) Provide agency website address for review;
c) Provide information of location of the closest office available to Monroe County TDC administrative office. If
outside the State of Florida, state if the agency would be willing to locate a sufficiently staffed office in
Monroe County or otherwise propose an anticipated method of servicing the account;
d) Provide copies of documentation showing authorization to do business in the State of Florida.
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Visitor Profile Survey RFP - 2008
Tab 7. Compensation
a) List the amount of compensation fee to perform the scope of services on an annual basis:
Annual Fee: $
Tab 9. Pending Litigation
Answer to the following questions regarding claims and suits:
a. Has the Respondent 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 bidder, or its officers or general partners? (If yes, provide details.)
c. Has the Respondent, within the last five (5) years, been a party to any lawsuit or arbitration with
regard to a contract for services, goods, or construction services similar to those requested in the RFP?
(If yes, the Respondent shall provide a history of any past or pending claims and litigation in which the
Respondent is involved as a result of the provision of the same or similar services which are requested or
described herein.)
d. Has the bidder 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.)
Tab 10. COUNTY Proposal forms
Respondent shall complete and execute the Proposal forms specified below and found at the designated pages in
this RFP, and shall include them in the section tabbed 10:
Response Form
Non-Collusion Affidavit
Ethics Clause
Drug Free Workplace
Pages
21
22
23
24
Copies of all professional and occupational licenses shall be included in this section.
Tab 11. Other Information
Provide any additional information that will present evaluators with insight about the qualifications, fitness and
abilities of Respondent.
Tab 12. Request for Proposal Checklist
Please review and complete the Request for Proposal Checklist (page 25) included in this RFP. Those applicants
not submitting all items requested will automatically be disqualified.
1.11 MODIFICATION OF RESPONSES
A. Written Modification will be accepted from Respondent only if addressed to the entity and address
indicated in the notice of calling for Proposals and received prior to Proposal due date and time,
and marked "Modification to Visitor Profile Survey RFP".
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Visitor Profile Survey RFP - 2008
1.12 RESPONSIBILITY FOR RESPONSE
The Respondent is solely responsible for all costs of preparing and submitting the response, regardless of
whether a 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 entities names read aloud at
the appointed time and place stated in the Notice of Calling for Proposals. Monroe County's representative
authorized to open the responses will decide when the specified time has arrived and no responses received
thereafter will be considered. No responsibility will be attached to anyone for the premature opening of a
response not properly addressed and identified. Respondent or their authorized agents are invited to be present.
1.14 DETERMINATION OF SUCCESSFUL RESPONDENT
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 contain Modifications, 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 Respondents, and the Contract documents, may be rejected
at the option of the COUNTY.
1.15 AWARD OF CONTRACT
A. If the award of a Contract is annulled, the COUNTY may award the Contract to another
Respondent or the work may be re-advertised or may be performed by other qualified personnel
as the COUNTY decides.
B. A Contract will be awarded to the Respondent deemed to provide the services that are in the best
interest of the COUNTY.
C. The COUNTY also reserves the right to reject the response of a Respondent who has previously
failed to perform properly or to complete Contracts of a similar nature on time.
D. The recommendations of the TDC, will be presented to the Board of County Commissioners of
Monroe County, Florida, for final approval of Contract.
1.16 EXECUTION OF CONTRACT
The Respondent to whom a Contract is awarded will be required to return to the COUNTY five (5) executed
counterparts of the prescribed Contract together with the required certificates of insurance.
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Visitor Profile Survey RFP - 2008
1.17 INSURANCE
The Respondent shall defend, indemnify and hold harmless the COUNTY as outlined on the attached form
identified as TCS1. Other insurance specific to contract services may be required and a draft outline of insurance
requirements are written within the sample contract in section IV of this RFP.
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Visitor Profile Survey RFP - 2008
SECTION TWO
GENERAL TERMS AND CONDITIONS
2.01 DEFINITIONS
Wherever used in these General Conditions or in the other Contract documents the terms below have the
meanings indicated which are applicable to both the singular and plural thereof. The use of the terms "he," "him,"
"himself," or "his" shall refer to male and female persons alike and should not be construed as derogatory or
discriminatory to female persons.
RFP - Abbreviation for Request for Proposal.
Addenda - Written or graphic instruments issued prior to the opening of proposals which clarify, correct, or
change the Proposal documents or the Contract documents.
Proposal Documents - The advertisement or invitation calling for Proposals, instructions, and forms contained in
this Request for Proposals (Response Form, Non-Collusion Affidavit, Lobbying and Conflict of Interest Clause,
Drug Free Workplace) and the proposed Contract documents (including all addenda issued prior to receipt of
responses).
Contract Documents - The proposal documents, agreement, addenda (which pertain to the Contract
documents), the Respondent'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 and finalized during Contract negotiations.
Contract Time - The Contract shall be in force and binding on the COUNTY and the FIRM for a period of three
(3) years with an option extend for additional two (2) year period from the effective date of the Contract.
TDC - Abbreviation for the Monroe County Tourist Development Council.
FIRM - Entity with whom the COUNTY enters into a Contract.
Contractor - The person, FIRM, or corporation with whom the COUNTY has entered into the Contract.
Effective Date of the Contract - The date indicated in the Contract on which it becomes effective, but if no such
date is indicated it means the date on which the Contract is signed and delivered by the last of the two parties to
sign and deliver.
Laws and Regulations; Laws or Regulations - Federal, State and local laws, rules, regulations, ordinances,
codes and/or orders.
Notice of Award - The written notice to the apparent successful Respondent stating that upon compliance by the
apparent successful Respondent with the conditions precedent enumerated therein, within the time specified, the
COUNTY will sign and deliver the Contract.
COUNTY - The Monroe County Board of Commissioners with whom the FIRM has entered into the Contract and
for whom the work is to be provided.
Specifications - Those portions of the Contract documents consisting of written technical descriptions of
materials and services required under the Contract.
Written Amendment - A written amendment of the Contract documents, signed by the COUNTY and the FIRM
on or after the effective date of the Contract.
Failure to Execute Required Forms - Failure to execute the required forms shall result in entity being
disqualified and the response will be rejected.
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Visitor Profile Survey RFP - 2008
2.02 RESPONDENT'S RESPONSIBILITIES
2.02.1 Supervision and Personnel
The Respondent shall supervise and direct the work competently and efficiently, devoting such attention thereto
and applying such skills and expertise as may be necessary to perform the work in accordance with the Contract
documents.
2.02.2 Parts. Materials. and Equipment
Unless otherwise specified in the Contract, the Respondent 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 Respondent shall pay all sales, consumer, use and other similar taxes required to be paid by the Respondent
in accordance with the laws and regulations of the place of the project which are applicable during the
performance of the work.
2.02.4 Compliance with Laws
The Respondent shall comply with all applicable laws and regulations of Federal, State and local governments.
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Visitor Profile Survey RFP - 2008
SECTION THREE
SPECIFICATIONS, SPECIFIC CONDITIONS
VISITOR PROFILE SURVEY SERVICES
The Visitor Profile Survey agency services shall include, but not be limited to, 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 3-5 minute time frame. Said instrument may have up to five
variations to include district specific questions. Pretest questionnaire to ensure validity of response and timing
requirements.
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. 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.
3. Data Collection - Develop project schedule to provide a guide for interview completion. Conduct
intercept interviews with visitors at selected locations throughout the five regions of Monroe county (Key Largo,
Islamorada, Marathon, Lower Keys, and Key West). Achieve a quota of 250 completed interviews (approximately
50 per month) in each region during each season, for a total interview base of 3,000 per year. Rotate schedule
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 diskette
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. REPORTS: 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:
Monthly survey data via diskette or e-mailed file, in a format compatible with TDC's computer software.
All completed questionnaires and other hard copy from field work.
6. The TDC reserves the right to request revisions of the survey instrument on a per annum basis.
The Scope of Services may change before negotiating the final contract between the parties.
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Visitor Profile Survey RFP - 2008
SECTION FOUR
SAMPLE CONTRACT
THIS AGREEMENT is entered into this day of , 2008, by and between the
BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, hereinafter referred to as the COUNTY and
, hereinafter referred to as FIRM.
WITNESSETH
WHEREAS, FIRM is qualified to provide Visitor Profile Survey Services; and
WHEREAS, the Monroe County Tourist Development Council (TDC) has recommended this contract be
entered into provide services, and;
WHEREAS, the COUNTY wishes to enter into this Agreement for services with the FIRM,
NOW THEREFORE, the parties hereto agree to the following terms and conditions:
1. TERM: The term of this Agreement is for a period of three years commencing June 1, 2008 and
terminating on May 31, 2011 subject to Section 10 herein.
2. SERVICES: In consideration of the base monthly contractual amount, the FIRM 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 3-5 minute time frame. Said instrument may have up to five
variations to include district specific questions. Pretest questionnaire to ensure validity of response and timing
requirements.
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. 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 regions of Monroe county (Key Largo,
Islamorada, Marathon, Lower Keys, and Key West). Achieve a quota of 250 completed interviews (approximately
50 per month) in each region during each season, for a total interview base of 3,000 per year. Rotate schedule
so that all days of the week are covered and a variety of visitors are interviewed.
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 diskette
or e-mailed file, in a format compatible with TDC's computer software. Data must be delivered within 60 days
following the collection month.
3. REPORTS: The FIRM 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:
Monthly survey data via diskette or e-mailed file, in a format compatible with TDC's computer software.
All completed questionnaires and other hard copy from field work.
The TDC reserves the right to request revisions of the survey instrument on a per annum basis.
4.
more than $
COMPENSATION: The FIRM's annual fee shall be $ , with an additional amount of no
per year for approved expenses. Miscellaneous expenses may include travel, lodging,
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Visitor Profile Survey RFP - 2008
printing, mailing, couriers, postage, Respondent incentives (if required), etc. Miscellaneous expenses 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 travel, lodging, or other
expenses will be made only upon presentation of photocopies showing actual amounts expended, and will be
paid only in accordance with section 112.061, Florida Statutes.
5. BILLINGS: The FIRM 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 FIRM 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 name and address of aqencv)
6. LICENSES AND QUALIFICATION: The FIRM warrants that it is qualified to perform the
services under this agreement and holds any licenses necessary for same.
7. 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
em ployees, 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.
8. 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.
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.
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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-V 1 , 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.
9. 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 FIRM to violate any contractual commitments to vendors
contracted on TDC's behalf. All contractual commitments to contracted vendors require the TDC's prior written
approval. The COUNTY shall only be liable for charges approved in writing prior to the FIRM's entering into such
contractual commitment. Within ten (10) days following award of a contract pursuant to this RFP, the FIRM may
elect to re-negotiate the cost of deliverables under the revised specifications.
The performance of all services between FIRM 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.
10. 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. FIRM 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 FIRM only for such reimbursable expenses authorized prior to termination. If, for any reason, funds are
not appropriated in any fiscal year, FIRM will be given fifteen (15) days notice of termination, and FIRM will not be
required to continue services or produce deliverables after the termination date.
This agreement may be extended for an additional two (2) years under the same terms and
conditions, upon the mutual consent of the parties, and provided the COUNTY provides FIRM prior written notice
of its election of this option no later than thirty days before this agreement expires.
11. DISCLOSURE OF FINANCIAL INTERESTS: The FIRM agrees to disclose any existing financial
interest in its 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.
12. 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.
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13. 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 FIRM.
14. 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.
15. TAXES: The Board of County Commissioners and TOC are exempt from Federal Excise and
State of Florida Sales Tax. State Sales Tax and Use Tax Certificate Number is 03000 210354.
16. FINANCE CHARGES: The COUNTY and TOC, shall not be responsible for any finance charges.
17. ASSIGNMENT: The FIRM 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.
18. OWNERSHIP: All work performed under the Agreement shall be the property of the TOC and
COUNTY, for whatever use and/or disposition the TOC and COUNTY may deem appropriate. Such property
shall include: a) all plans, documents and recommendations; b) All manuscripts, copy, graphics, and videotapes.
The TOC 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 FIRM or any other entity for purposes of resale.
19. COMPLIANCE WITH LAWS - NONDISCRIMINATION: The firm 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.
20 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
Monroe County TOC
1201 White Street, Suite 102
Key West, FL 33040
For FIRM:
21. 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.
22. The FIRM agrees to furnish the TOC with copies of bids of subcontractors.
23. ETHICS CLAUSE: The FIRM 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 TOC has any interest, financially or
otherwise, in the FI RM or its subcontractors.
24. 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, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first
above written.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
Attest
(Insert name of Agency)
By.
By
Secretary
President
Print Name Print Name
Date: Date:
OR TWO WITNESSES
(1) (2)
(1) (2)
Print Name Print Name
Date: Date:
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SECTION FIVE
INSURANCE REQUIREMENTS MONROE COUNTY, FLORIDA
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RISK MANAGEMENT
POLICY AND PROCEDURES
CONTRACT ADMINISTRATION MANUAL
Indemnification and Hold Harmless
for
Other Contractors and Subcontractors
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 of 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 Contract.
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SECTION SIX
RESPONS8PROPOSALFORMS
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RESPONSE FORM
RESPONSE TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
clo PURCHASING DEPARTMENT
GATO BUILDING, ROOM 1-213
1100 SIMONTON STREET
KEY WEST, FLORIDA 33040
I acknowledge receipt of Addenda No.(s)
I have included:
the Proposal
the Non-Collusion Affidavit
Ethics Clause
Drug Free Workplace Form _
In addition, I have included a current copy of the following professional and occupational
licenses:
(Check mark items above. as a reminder that they are included.)
Mailing Address:
Telephone:
Fax:
Date:
Signed:
Witness:
(Seal)
(Name)
(Title)
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NON-COLLUSION AFFIDAVIT
I, of the city of
law on my oath, and under penalty of perjury, depose and say that:
1. I am
according to
of the FIRM of
the Respondent making the Proposal for the project described in the Notice for
Calling for Proposals for:
and that I executed the said Proposal with full authority t do so:
2. 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 Respondent or with any
competitor;
3. Unless otherwise required by law, the prices which have been quoted in this
Respondent have not been knowingly disclosed by the Respondent and will not
knowingly be disclosed by the Respondent prior to Proposal opening, directly or
indirectly, to any other Respondent or to any competitor; and
4. No attempt has been made or will be made by the Respondent to induce any other
person, partnership or corporation to submit, or not to submit, a Proposal 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 of Respondent)
(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:
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SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former COUNTY officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any COUNTY officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the COUNTY
may, in its discretion, terminate this Contract without liability and may also, in its discretion,
deduct from the Contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former COUNTY officer or
employee.
(Signature)
(Date)
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her signature
(name of individual signing) in the space provided above on this day of
,20_.
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
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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 FIRM complies fully with the
above requirements.
Respondent's Signature
Date
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REQUEST FOR PROPOSAL CHECKLIST
Please ensure that all items have been checked before submitting request for Proposal.
Submit this checklist as the last page of your proposal.
c:J Cover Page
Tabbed Sections:
c:J
c:J
c:J
c:J
c:J
c:J
c:J
c:J
c:J
c:J
Tab 1. Narrative Self-Analysis
Tab 2. References
Tab 3. Account Information
Tab 4. Financial Statements, Accounting and bookkeeping procedures
Tab 5. Staff Information
Tab 6. Service capability to Monroe County
Tab 8. Compensation
Tab 9. Pending Litigation
Tab 10. COUNTY Proposal Forms
Tab 11. Other Information
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