Item N10 N10
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5
Michelle Lincoln,District 2
James K.Scholl,District 3
m' David Rice,District 4
Board of County Commissioners Meeting
September 20, 2023
Agenda Item Number: N10
2023-1264
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval to advertise a Request for Proposals
to seek conference planning services in support of the 16th Annual Climate Summit to be hosted by
Monroe County in December 2024.
ITEM BACKGROUND:
This item is to approve issuing a Request for Proposals for conference planning and implementation
services for the 16th Annual Southeast Florida Regional Climate Change Summit to be held in Monroe
County, scheduled for December 16-18, 2024. The Summit is being hosted by Monroe County on
behalf of the Southeast Florida Regional Climate Change Compact, a four-county partnership created
for the purpose of collaborative planning and implementation of adaptation and mitigation strategies
related to climate change.
The intent of this Request for Proposals is to identify an experienced planning consultant, firm, or team
that will be responsible for Summit event planning, execution, event support, and coordination of all
aspects of a two-day conference event. For purposes of this request, the terms conference and Summit
shall have the same meaning.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approve
DOCUMENTATION:
R-FP—for—Summit—Planning_2024.docx
3451
FINANCIAL IMPACT:
Effective Date: N/A
Expiration Date: N/A
Total Dollar Value of Contract: TBD
Total Cost to County:
Current Year Portion:
Budgeted: Yes
Source of Funds: Sustainability Budgeted Funds
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: N/A
County Match: N/A
Insurance Required: Requirements included in RFP
Additional Details:
3452
MONROE COUNTY
REQUEST FOR PROPOSALS
FOR
Conference Planning, Implementation and Marketing Services
for the
16th Annual Southeast Florida Regional Climate Change Summit
in Monroe County, Florida
r �waC r`h
r 1
�dy
BOARD OF COUNTY COMMISSIONERS
Mayor Craig Cates, District 1
Commissioner Michelle Lincoln, District 3
Commissioner Jim Scholl, District 2
Commissioner David Rice, District 4
Mayor Pro Tem Holly Merrill Raschein, District 5
COUNTY ADMINISTRATOR
Roman Gastesi
CLERK OF THE CIRCUIT COURT CHIEF RESILIENCE OFFICER
Kevin Madok, CPA Rhonda Haag
September 2023
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NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on��iscn (',i c,at 3:00 P.M.,the Monroe County Purchasing Office
will receive and open sealed responses for the following:
Conference Planning, Implementation and Marketing Services for
16th Annual Southeast Florida Regional Climate Change Summit
Monroe County, Florida
Pursuant to F.S. 50.0211(3) (a), all published competitive solicitation notices can be viewed at:
www.floridapublicnotices.com, a searchable statewide repository for all published legal notices.
Requirements for submission and the selection criteria may be requested from DemandStar at
www.demandstar.com OR www.monroecounty-fl.gov/bids. The Public Record is available upon
request.
Monroe County Purchasing Department receives bids electronically. Please do not mail or attempt to
deliver in person any sealed bids. Mailed/physically delivered bids/proposals/responses WILL NOT
be accepted.
The Monroe County Purchasing Department hereby directs that bids be submitted via email to:
OMB-BIDS(&-monroecounty-fl.gov,no later than 3:OOP.M.,on itise wt data,2023.Please submit your
confidential financial information in a SEPARATE EMAIL from your bid and required documents.
Your subject line on both emails must read as follows:
Climate Summit Conference Planning itise wt date
Files that do not contain this subject line WILL BE REJECTED. Please note that the maximum file
size that will be accepted by email is 25MB. Please plan accordingly to ensure that your bid is not
rejected due to the file size. Should your bid documents exceed 25MB, in advance of the bid
opening, please email: omb-purchasin &monroecouniy fl.gov so accommodations for delivery of
your bid can be made prior to the bid opening. Please be advised that it is the bidder's sole
responsibility to ensure delivery of their bid and waiting until the bid opening to address or confirm
your bid submission delivery will result in your bid being rejected.
The bid opening for this solicitation will be held virtually, via the internet, at 3:00 P.M., on April
5, 2023. You may call in by phone or internet using the following:
Join Zoom Meeting
his:Hmcbocc.zoom.us/j/4509326156
Meeting ID: 4509326156
One tap mobile:
+16465189805„4509326156#US (New York)
+16699006833„4509326156#US (San Jose)
Dial by your location:
+1 646 518 9805 (New York)
+1 669 900 6833 (San Jose)
Publication dates:
Keys Weekly:
News Barometer:
Citizen: Wed.,
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TABLE OF CONTENTS
SECTION I INSTRUCTIONS TO PROPOSERS
1.1 Purpose
1.2 Background Information on the Project
1.3 Requirements
1.4 Evaluation Criteria
1.5 Requests for Additional Information
1.6 Content of Submission
1.7 Format: Cover Letter
Tabbed Sections
1.8 Copies of RFP Documents
1.9 Statement of Proposal Requirements
1.10 Disqualification of Proposers
1.11 Examination of RFP Documents
1.12 Governing Laws and Requirements
1.13 Preparation of Responses
1.14 Modification of Responses
1.15 Responsibility of Respondent
1.16 Receipt and Opening of Responses
1.17 Award of Contract
1.18 Certificate of Insurance and Insurance Requirements
1.19 Indemnification
1.10 Execution of Contract
SECTION 2 SAMPLE AGREEMENT AND EXHIBITS
Appendix A—Price Submittal Form
SECTION 3 COUNTY FORMS
• Proposal Form
• Non-Collusion Affidavit
• Lobbying and Conflict of Interest Clause
• Drug-Free Workplace Form
• Public Entity Crime Statement
• Vendor Certification Regarding Scrutinized Companies
• Insurance Checklist
• Insurance Agent's Statements
SECTION 4—SCOPE OF SERVICES
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SECTION ONE: INSTRUCTIONS TO PROPOSERS
1.1 Purpose
The purpose of this Request for Proposals ("RFP") is to solicit sealed proposals from qualified firms to provide
conference planning, implementation and marketing services for the Sixteenth Annual Southeast Florida Regional
Climate Change Summit(Summit). The Monroe County Board of County Commissioners is hosting the Summit on
behalf of the Southeast Florida Regional Climate Change Compact (Compact). The Compact is a four-county
partnership created to collaboratively plan and implement climate change adaptation and mitigation strategies.
The intent of this Request for Proposals is to identify an experienced planning consultant, firm, or team that will be
responsible for Summit planning, marketing, execution, event support and coordination of a two — 2.5-day
conference event as outlined in the Scope of Work/Services. For purposes of this request, the terms "conference"
and "Summit" shall have the same meaning.
This RFP is issued by the County to provide potential firms with information, guidelines and riles to prepare and
submit a proposal. Any written proposals, other submissions, correspondence and all records made thereof, shall be
opened in public in compliance with Florida law governing public records and meetings.
1.2 Background Information about the Project
The annual Climate Leadership Summit is a major regional event hosted by the Southeast Florida Regional Climate
Change Compact to share knowledge, showcase climate action, engage leadership across sectors, and mobilize the
collaboration needed to tackle this significant challenge at scale. The summit attracts innovative thinkers and leaders
from the business, government, academic, and nonprofit community to exchange dialogue and ideas on expanding
the region's capacity to respond to climate challenges and build climate resilience.
The Southeast Florida Regional Climate Change Compact is a partnership between Broward,Miami-Dade,Monroe,
and Palm Beach Counties, to work collaboratively to reduce regional greenhouse gas emissions, implement
adaptation strategies, and build climate resilience across the Southeast Florida region.
Monroe County last hosted this event in 2019 at the Casa Marina resort in Key West, and in 2015. For the 2024
event, we are seeking an event planner to coordinate all aspects (excluding presentations). The event will be held
December 16 —18, 2024 at the Casa Marina Resort in Key West. The County expects up to three hundred fifty (350)
people will attend the Summit. Attendance is limited to room capacity of the facility. The budget for Summit
expenses is $200,000. It is anticipated that a significant source of additional funds will be raised through event
sponsorships and registration fees to fully fund the event.
By hosting this Summit,the County hopes to continue to educate various agency staff, stakeholders, elected officials
and media representatives about potential climate change impacts and adaptation strategies and share regional
innovation in climate mitigation and adaptation. County will also use the Summit to continue to advance Compact
goals and projects.
The Firm shall also provide graphic design to brand Monroe County's Summit efforts and initiatives and assist in
the development of web tools and pages to effectively notify potential registrants in an interactive, engaging,
transparent, and useful manner.
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The services do not include an event management software solution for the Summit. The SE FL Climate Compact is
funding and performing that work through Institute for Sustainable Communities (ISC),which is contracted with the
four counties to provide administrative support for the Compact. ISC will also develop a summit website on the
Compact's site to host all information related to Summit. The website shall allow for on-line registration and
payment of registration fees and promote the event's sponsors in a prominent fashion. However,the Consultant shall
help design the look, manage the registration, serve as the fiscal agent or locate a fiscal agent, manage payment
process, etc.
1.3 Requirements
The qualified firm will offer qualifications and experience in the realms of event planning services. The County
reserves the right to award the work to one or more firms and/or to split the work among firms. The firm(s)will
work collectively with the Sustainability staff and other representatives of the County to complete the scope of
work.
1.4 Evaluation Criteria
Areas of consideration include but are not limited to:
1 Letter and Executive Summary 5
2 Relevant Experience 35
3 Quality of Past Performance on Similar Projects—including 10
written references on ability to meet schedule and budgets on
former projects.
4 Project Approach 25
5 Qualifications of Consultant, Sub consultants, and project 40
manager
6 Other: Familiarity with Monroe County; clients in USA, FL, SE 10
FL, and Monroe County;
Value added options;
Other information
7 Cost 25
8 Litigation 0
9 County Forms 0
TOTAL Points 150
1.5 Requests for Additional Information or Clarification
Requests for additional information or clarification relating to the specifications of this Request for Proposals shall
be submitted by email only directly to:
Rhonda Haag, Chief Resilience Officer haag-rhonda(ra7,monroecounty-fl.gov
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All requests for additional information must be received no later than ®0i101 PNI ltise „t T` iit 2023. Any requests
received after that date and time will not be answered. If an answer is issued, an addendum to the RF P will be issued
shortly thereafter and distributed to all interested proposers, responding with the County's best ability to answer all
questions. Verbal requests will not be answered.
All addenda are a part of the contract documents and each Proposer will be bound by such addenda, whether or not
received by him/her. It is the responsibility of each Proposer to verify that he/she has received all addenda issued
before responses are opened.
1.6 Content of Submission
Proposals must be submitted by email to the Purchasing Office, and are limited to 50 pages, inclusive of Forms.
Please note that the maximum file size that will be accepted by email is 25MB. Please plan accordingly to ensure
that your proposal is not rejected due to the file size. Should your proposal documents exceed 25MB, in advance of
the proposal opening,please email: omb-purchasing@monroecounty-fl.gov so accommodations for delivery of your
proposal can be made prior to the bid opening. Please be advised that it is the proposer's sole responsibility to ensure
delivery of their proposal and waiting until the proposal opening to address or confirm your proposal submission
delivery will result in your proposal being rejected.
Responses shall be organized as indicated below. The Proposer should not withhold any information from the written
response in anticipation of presenting the information orally or in a demonstration, since oral presentations or
demonstrations may not be solicited. Each Proposer must submit adequate documentation to certify the Proposer's
compliance with the County's requirements. Proposer should focus specifically on the information requested.
1.7 Format
The response, at a minimum, shall include the following:
7A. Cover Letter,
The cover letter shall contain the Proposer's name, address,telephone number, and the name of the Proposer's
contact person(s). It shall introduce the company including a brief overview of the firm's history, the
corporate name, address and telephone number of corporate headquarters and the local office, number of
years in business, names of principals and number of employees.
Indicate the State in which Proposer is incorporated or organized. If other than Florida, include evidence of
authorization to do business in Florida. Include a reproduction of Corporate Charter Registration, if
applicable. Include a list of any subcontractors proposed for work.
Identify the primary person responsible for this proposal. Briefly state the Proposer's understanding of the
work to be done, and make a positive commitment to perform and complete the services meeting strict time
and budget requirements. This letter must be signed by an individual authorized to bind the firm.
7B.-Tabbed Sections
Tab 1. Letter and Executive Summary
The Proposer shall provide a narrative of the firm's qualities and capabilities that demonstrates how the
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firm will work with the County to fulfill the requirements of this Service and meet the various schedule and
budget constraints.
Tab 2. Relevant Experience
The Proposer shall provide a project history of the firm or organization demonstrating experience with
services that are similar in scope and size to the requested services. The proposal shall include information
regarding combined team experience and past performance.
Identify members of the project team and their anticipated roles for this project, and provide a summary of
their previous experience. Include staff, as well as sub-consultants that will have key roles in the team
organization chart. Provide concise, yet detailed, resumes for key team members. Make a statement of
commitment that the team will remain committed to the project until completion.
Proposer shall provide references for projects completed which collectively are sufficient to evidence that
combined team experience meets the minimum requirements stated.
Provide information regarding areas of specialization, and any other pertinent information in such a way to
reasonably evaluate the firm's stability, strengths, and experience level.
Reference information must describe the projects and include project budget (limit to one (1) page per
project). Provide also the name, address, position, e-mail address and telephone number of the project
coordinator. A reference contact person must be someone who has personal knowledge of the Proposer's
performance for the specific requirement listed. The contact person must have been informed that they are
being used as a reference and that the County may check references.
Tab 3. Quality of Past Performance on Similar Projects
The Proposer shall provide a list of past projects indicating the following:
■ Name and full address of the referenced project client
■ Name and telephone number of client contact for referenced project
■ Date of initiation and completion of contract
■ Summary of the project and services
In this section,please include at least two (copied) letters of reference from a former client, which describes
the services performed, and the client's satisfaction with the services provided. Letters of reference are
preferred,however, if the client desires to include firm surveys completed by clients,they will be considered.
Letters of reference from a government(public entity) client are preferred.
Tab 4. Project Approach
Describe the firm's capabilities and approach toward this Project, including your proposed work program,
schedule, and any other activities that will be necessary to complete the scope of work. Include a proposed
activity schedule and any innovative methods or concepts that might be particularly helpful to accomplish
this Project.
Discuss how coordination will occur with the County; if the entity is able to conduct financial transactions,
i.e. registration fees, sponsorship donations, etc.
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Provide a statement of acknowledgement that the consultant understands this Project and its scope of work
and goals. Affirm that you can meet the stated project schedule for the services outlined. Total project
closeout must be completed by January 31, 2025.
Tab 5. Qualifications and Accomplishments of Consultant, Sub consultants, and
Project Manager
The Proposer shall describe the composition and structure of the firm (sole proprietorship, corporation,
partnership,joint venture) and include names of persons with an interest in the firm.
If the Proposer is anything other than an individual or sole proprietorship, the Proposer shall include a list of
the proposed staff that will perform the work required and identify all sub-Consultants that will be used, if
awarded this contract(s). The Proposer shall also describe the qualifications for each employee on the project
team and identify his/her role on the team.
Respondents may strengthen their submittal by providing additional supporting information such as the
following:
■ A list of clients within the last three (3) years to whom they have provided conference planning,
implementation and marketing services.
■ Describe their experience with and/or credentials in sustainable and/or "green" event management, if
applicable.
■ A statement of any applicable subcontractors experience, qualifications, background and examples of
similar projects.
Tab 6. Other Information
a) Describe your firm's familiarity with Monroe County and the SE FL Climate Compact.
b) Provide a description of your firm's understanding of conference management and implementation of
tasks.
c) Describe the firm's completed events for clients in the United States, Florida, in the Southeast region of
the United States and for state and local government clients,particularly in SE Florida and Monroe County.
d) Describe any additional value added benefits your firm/ organization can offer not enumerated in the
scope of work, submittal requirement responses or evaluation criteria.
e) Proposer shall provide any additional project experience that will give an indication of the Proposer's
overall abilities.
f)If the Proposer will require any other information from the County not included in this Request for Proposal
or require from the County any information in a particular computerized format in order to carry out the
Scope of Services in Section 4, the Proposer shall also include such requirement in this section, i.e. Tab 6.
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g)If the Proposer cannot fully comply with any of the terms contained in the draft contract, shown in Section
Two, all deviations to the terms must be spelled out in this section, i.e. Tab 6.
Tab 7- Cost and Schedule Proposal
A. The respondent shall submit the attached 11rice i�ba to Nigc(s( (A[,)i')cn(1u A(. The respondent shall
indicate the proposed amount of fees to be paid by the County during the Contract term.
B. Pricing will receive up to the maximum points listed in 1.4 above, based upon the reasonableness of the
total price and competitiveness of this amount with other offers received.
C. Provide a detailed budget & cost proposal, inclusive of reimbursable expenses. The Proposer shall set
forth a schedule for project completion that includes a work plan and scope of work for each phase of the
project, clearly identifying the tasks to be completed, the amount of time to complete, and approach to
work. The schedules must meet the requirements set forth in the grant. The Quote Sheet shall include
a total, which shall be an all-inclusive fee to be paid to the proposer.
All costs to be paid to the Proposer shall be included. No additional costs or fees will be paid, including
but not limited to travel costs, per diems, telephone charges, facsimile charges, and postage charges. In
addition to the proposed price submitted for the Scope of Services outlined in this RFP,the Proposer may
choose to suggest additional services and submit a price for those services. Such additional services can
be explained in the Price Sheet. The County may or may not choose to hire the Proposer for the additional
services.
D. Other Services: Provide a Table of the hourly rates and titles of staff available for optional additional
services.
Tab 8 Litigation
In accordance with Section 2-347(h) of the Monroe County Code,please provide the following information:
(1) A list of the person's or entity's shareholders with five (5) percent or more of the stock or, if a general
partnership, a list of the general partners; or, if a limited liability company, a list of its members; or, if a
solely owned proprietorship, names(s) of owner(s);
(2) A list of the officers and directors of the entity;
(3) The number of years the person or entity has been operating and, if different, the number of years it has
been providing the services, goods, or construction services called for in the bid specifications (include a
list of similar projects);
(4) The number of years the person or entity has operated under its present name and any prior names;
(5) Answers to the following questions regarding claims and suits:
a. Has the person,principals, entity, or any entity previously owned, operated or directed by any of
its officers,major shareholders or directors, ever failed to complete work or provide the goods for
which it has contracted? If yes,provide details;
b. Are there any judgments, claims, arbitration proceeding or suits pending or outstanding against
the person,principal of the entity, or entity, or any entity previously owned, operated or directed
by any of its officers, directors, or general partners? If yes,provide details;
c. Has the person,principal of the entity,entity, or any entity previously owned, operated or directed
by any of its officers, major shareholders or directors, within the last five (5) years, been a party
to any lawsuit, arbitration, or mediation with regard to a contract for services, goods or
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construction services similar to those requested in the specifications with private or public
entities? If yes,provide details;
d. Has the person, principal of the entity, or any entity previously owned, operated or directed by
any of its officers, owners, partners, major shareholders or directors, ever initiated litigation
against the county or been sued by the county in connection with a contract to provide services,
goods or construction services? If yes,provide details;
e. Whether, within the last five (5) years, the owner, an officer, general partner, principal,
controlling shareholder or major creditor of the person or entity was an officer, director, general
partner, principal, controlling shareholder or major creditor of any other entity that failed to
perform services or furnish goods similar to those sought in the request for competitive
solicitation;
f. Customer references (minimum of three), including name, current address and current telephone
number;
g. Credit References (minimum of three), including name, current address and current telephone
number; and
h. Financial statements for the prior three years for the responding entity or for any entity that is a
subsidiary to the responding entity.'
Tab 9. County Forms
Proposer shall complete and execute the forms located in Section 2 in this RFP, as well as copies of all
business licenses and receipts for business tax and shall include them in this section:
1.8 COPIES OF RFP DOCUMENTS
A. Only complete sets of RFP Documents will be issued and shall be used in preparing responses. The
County does not assume any responsibility for errors or misinterpretations resulting from the use of
incomplete sets.
B. Complete sets of RFP Documents may be obtained in the manner and at the locations stated in the
Notice of Request for Proposals.
1.9 STATEMENT OF PROPOSAL REQUIREMENTS
See also Notice of Request for Competitive Solicitation.
1.10 DISQUALIFICATION OF PROPOSER
A. NON-COLLUSION AFFIDAVIT: Any person submitting a proposal in response to this invitation
must execute the enclosed NON-COLLUSION AFFIDAVIT. If it is discovered that collusion exists
among the Proposers, the proposals of all participants in such collusion shall be rejected, and no
participants in such collusion will be considered in future proposals for the same work.
B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list
' Any financial information that the Proposer deems to be confidential shall be submitted in a separate email,in the same manner as
explained in the Notice of Request for Competitive Solicitations,with the word"confidential"in the email body.
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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 Consultant, supplier, sub Consultant, or Consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017,Florida Statutes, for CATEGORY TWO for a period of 36 months from
the date of being placed on the convicted vendor list. Category Two: $25,000.00
C. DRUG-FREE WORKPLACE FORM: Any person submitting a bid or proposal in response to this
invitation must execute the enclosed DRUG-FREE WORKPLACE FORM and submit it with his/her
proposal. Failure to complete this form in every detail and submit it with the bid or proposal may
result in immediate disqualification of the bid or proposal.
D. LOBBYING AND CONFLICT OF INTEREST ETHICS CLAUSE: Any person submitting a bid or
proposal in response to this invitation must execute the enclosed LOBBYING AND CONFLICT OF
INTEREST CLAUSE and submit it with his/her bid or proposal. Failure to complete this form in
every detail and submit it with the bid or proposal may result in immediate disqualification of the
bid or proposal.
1.11 EXAMINATION OF RFP DOCUMENTS
A. Each Proposer shall carefully examine the RFP and other contract documents, and inform
himself/herself thoroughly regarding all conditions and requirements that may in any manner affect
cost,progress, or performance of the work to be performed under the contract. Ignorance on the part
of the Proposer shall in no way relieve him/her of the obligations and responsibilities assumed under
the contract.
B. Should a Proposer find discrepancies or ambiguities in, or omissions from, the specifications, or
should he be in doubt as to their meaning, he shall at once notify the County.
1.12 GOVERNING LAWS AND REGULATIONS
The Proposer is required to be familiar with and shall be responsible for complying with all federal, state, and local
laws, ordinances, rules, professional license requirements and regulations that in any manner affect the work.
Knowledge of business tax requirements for Monroe County and municipalities within Monroe County are the
responsibility of the Proposer.
1.13 PREPARATION OF RESPONSES
Signature of the Proposer: The Proposer must sign the response forms in the space provided for the signature. If the
Proposer is an individual, the words "doing business as or "Sole Owner" must appear beneath such
signature. In the case of a partnership, the signature of at least one of the partners must follow the firm name and the
words "Member of the Firm" should be written beneath such signature. If the Proposer is a corporation, the title of
the officer signing the Response on behalf of the corporation must be stated along with the Corporation Seal Stamp
and evidence of his authority to sign the Response must be submitted. The Proposer shall state in the response the
name and address of each person having an interest in the submitting entity.
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1.14 MODIFICATION OF RESPONSES
A. Prior to the time and date designated for receipt of Proposals, any Proposal submitted may be modified by
delivery to Monroe County Purchasing Department of a complete Proposal as modified. All emails shall be
marked"Modified Proposal". Delivery shall comply with requirements for the original proposal.
B. Proposals may be withdrawn prior to the time and date designated for the receipt of Proposals. Withdrawn
Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are
then fully in conformance with these Instructions to Proposers.
1.15 RESPONSIBILITY FOR RESPONSE
The Proposer is solely responsible for all costs of preparing and submitting the response, regardless of whether a
contract award is made by the County.
1.16 RECEIPT AND OPENING OF RESPONSES
The bid opening for this solicitation will be held virtually,via the internet, at 3:00 P.M., utiscn (Ime , 2023 . You
may call in by phone or internet using the following:
Join Zoom Meeting
Meeting ID: 4509326156
One tap mobile:
+16465189805„45093261564 US (New York)
+16699006833„45093261564 US (San Jose)
Dial by your location:
+1 646 518 9805 (New York)
+1 669 900 6833 (San Jose)
Responses will be received until the designated time and will be publicly opened. Proposer's names shall be read
aloud at the appointed time and place stated in Section 1.9. Monroe County's representative authorized to open the
responses will decide when the specified time has arrived and no responses received thereafter will be considered.
No responsibility will be attached to anyone for the premature opening of a response not properly addressed and
identified. Proposers or their authorized agents are invited to be present.
The County reserves the right to reject any and all responses and to waive technical error and irregularities as may
be deemed best for the interests of the County.Responses that contain modifications that are incomplete,unbalanced,
conditional, obscure, or that contain additions not requested or irregularities of any kind, or that do not comply in
every respect with the Instruction to Proposer, may be rejected at the option of the County.
1.17 AWARD OF CONTRACT
A. The County reserves the right to award separate contracts for the services, and to waive any
informality in any response, or to re-advertise for all or part of the work contemplated.
B. The County also reserves the right to reject the response of a Proposer who has previously failed to
perform properly or to complete contracts of a similar nature on time.
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C. The recommendation of staff shall be presented to the Board of County Commissioners of Monroe
County for final selection and award of contract(s).
1.18 CERTIFICATE OF INSURANCE AND INSURANCE REQUIREMENTS
The Proposer shall be responsible for all necessary insurance coverage as indicated below. Certificates of Insurance
must be provided to Monroe County within five (5) days after award of contract, with Monroe County BOCC listed
as additional insured as indicated. If the proper insurance forms are not received within the five (5) day period, the
contract may be awarded to the next selected Proposer.Policies shall be written by companies licensed to do business
in the State of Florida and having an agent for service of process in the State of Florida. Companies shall have an
A.M. Best rating of VI or better, The required insurance shall be maintained at all times while Proposer is providing
service to County.
Worker's Compensation
Statutory Limits
Employers' Liability Insurance
Bodily Injury by Accident $500,000
Bodily Injury by Disease,policy limits $500,000
Bodily Injury by Disease, each employee $500,000
General Liability,including
Premises Operation
Products and Completed Operations
Blanket Contractual Liability
Personal Injury Liability
Expanded Definition of Property Damage
$500,000 Combined Single Limit
If split limits are provided, the minimum limits acceptable shall be:
$250,000 per person
$500,000 per occurrence
$50,000 property damage
Vehicle Liability
(Owned, non-owned and hired vehicles) $300,000 Combined Single Limit
If split limits are provided, the minimum limits acceptable shall be:
$100,000 per person
$300,000 per occurrence
$50,000 property damage
Monroe County shall be named as an Additional Insured on the General Liability and Vehicle Liability policies.
1.19. INDEMNIFICATION
The Proposer to whom a contract is awarded shall defend, indemnify and hold harmless the County as
outlined below.
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The Proposer covenants and agrees to indemnify, hold harmless and defend Monroe County, its
commissioners, officers, employees, agents and servants from any and all claims for bodily injury, including death,
personal injury, and property damage, including damage to property owned by Monroe County, and any other
losses, damages, and expenses of any kind, including attorney's fees, court costs and expenses, which arise out of,
in connection with, or by reason of services provided by the Proposer or any of its Sub Consultant(s), occasioned
by the negligence, errors, or other wrongful act or omission of the Proposer, its Sub Consultant(s), their officers,
employees, servants or agents.
In the event that the service is delayed or suspended as a result of the Proposer/Vendor's failure to purchase
or maintain the required insurance, the Vendor shall indemnify the County from any and all increased expenses
resulting from such delay. The first ten dollars ($10.00) of remuneration paid to the Proposer is consideration for
the indemnification provided for above. The extent of liability is in no way limited to, reduced, or lessened by the
insurance requirements contained elsewhere within this agreement.
1.20 EXECUTION OF CONTRACT
The Proposer will be required to execute a contract with the County and potentially with each municipality for the
services provided for in this RFP. The Proposer with whom a contract is negotiated shall be required to return to the
County and potentially each municipality one (1) executed original of the prescribed Contract together with the
required certificates of insurance. If the Proposer cannot fully comply with any of the terms contained in the draft
contract, shown in Section Two, all deviations to the terms must be spelled out in Tab 6, Other Information.
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SECTION TWO: SAMPLE AGREEMENT
MONROE COUNTY
CONTRACT FOR
CONFERENCE PLANNING SERVICES
FOR THE 161h ANNUAL CLIMATE SUMMIT
THIS AGREEMENT is made and entered into this day of , 2023 by MONROE COUNTY
("COUNTY"), a political subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West,
Florida 33040 and ("CONSULTANT"), whose address is
WITNESSETH
WHEREAS, the SE FL CLIMATE CHANGE Compact hosts an annual summit annually in partnership with one
of the four Compact Counties; and
WHEREAS, the COUNTY's turn for hosting the Summit is in 2024; and
WHEREAS, there is a public benefit to the County hosting the Summit to gain information on climate related
issues; and
WHEREAS, the COUNTY issued its Request for Proposals RFP ("RFP") pursuant to state and local law to solicit
proposals for a vendor to perform conference planning services for the 16'h annual Summit; and
WHEREAS, Consultant is a professional qualified to render said services and has responded to the RFP by
submitting its proposal in response to the RFP ("Proposal"); and
WHEREAS, the COUNTY desires to engage Consultant to provide such services to the COUNTY according to the
terms and subject to the conditions set forth herein.
NOW, THEREFORE, for and in consideration of the mutual covenants and promises as hereinafter set forth and
of the faithful performance of such covenants and conditions, the COUNTY and CONSULTANT do hereby agree
as follows:
Section 1. SCOPE OF SERVICES
1.1 CONSULTANT shall perform and carry out in a professional and proper manner certain duties as described
in the Scope of Services —1"Ahibit A —that is attached hereto and made a part of this agreement.
1.2 CONSULTANT shall provide the scope of services in Exhibit A for the COUNTY. CONSULTANT warrants
that it is authorized by law to engage in the performance of the activities herein described, subject to the terms and
conditions set forth in these Agreement documents. The CONSULTANT shall at all times exercise independent,
professional judgment and shall assume professional responsibility for the services to be provided. Consultant shall
provide services using the following standards, as a minimum requirement:
A. The CONSULTANT shall maintain adequate staffing levels to provide the services required under
the Agreement resulting from this RFP process.
B. The personnel shall not be employees of or have any contractual relationship with the County. To the
extent that Consultant uses sub consultants or independent Consultants, this Agreement specifically
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requires that sub Consultants and independent Consultants shall not be an employee of or have any
contractual relationship with County.
C. All personnel engaged in performing services under this Agreement shall
be fully qualified, and, if required,to be authorized or permitted under State and local law to perform
such services.
Section 2. COUNTY'S RESPONSIBILITIES
2.1 The County will provide such data as is required by the Consultant and is mutually agreed upon.
2.2 The County will make payments as outlined in Section 4 of this Agreement.
Section 3. TERM OF AGREEMENT
3.1 Except as noted below, this Agreement shall begin on the day of 2023 and will
conclude with delivery of the deliverables outlined in Section 1 of this Agreement, which shall not be later
than January 31, 2025.
Section 4. PAYMENT TO CONSULTANT
4.1 The total amount to be paid by the COUNTY under this Contract for all services and
materials shall not exceed a total contract amount of Dollars and
no or cents ($ ). The CONSULTANT will bill the COUNTY on a
lump sum basis upon completion of the Scope of Work/Services.
4.2 Direct Costs: Direct costs for authorized Summit expense items shall be paid by
CONSULTANT in accordance with ARTICLE 6 - PAYMENTS BY CONSULTANT. If
at any time during the term of this Contract,the revenue collected pursuant to ARTICLE 5
- COLLECTION OF FEES BY CONSULTANT is insufficient for payment of Summit
expense invoices, COUNTY shall make payment to CONSULTANT in the amount of the
outstanding invoices. CONSULTANT shall provide sufficient supporting documentation
including invoices to supportpayment.
4.3 CONSULTANT shall send ALL ORIGINAL invoices to: MONROE COUNTY's
representative. Invoices received from the CONSULTANT pursuant to this Contract will
be reviewed and approved by the COUNTY's representative, indicating that services have
been rendered in conformity with the Contract. Approved invoices will be sent to the
Finance Department for payment. Invoices will normally be paid within thirty (30) days
following approval by the COUNTY's representative. Invoices submitted on carbon paper
shall not be accepted. In order for the COUNTY to make payment, the CONSULTANT
must ensure that the following information included on Appendix_,Business Information,
of Exhibit , CONSULTANT's submittal, must be exactly the same as it appears on the
invoice and in the COUNTY's Vendor System,which can be accessed at(insert): Vendor's
Legal Name, Vendor's Address, and Vendor's TIN/FEIN Number.
4.4 Final Invoice: In order for both parties herein to close their books and records, the
CONSULTANT will clearly state "final invoice" on the CONSULTANT's final/last
billing to the COUNTY. This shall constitute CONSULTANT's certification that all
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services have been properly performed and all charges and costs have been invoiced to the
COUNTY. Any further charges, if not properly included on this final invoice, are waived
by the CONSULTANT.
4.5 Monroe County's performance and obligation to pay is contingent upon an annual appropriation by Monroe
County.
ARTICLE 5 - COLLECTION OF FEES BY CONSULTANT
A. Authorization: CONSULTANT is authorized to solicit and secure sponsors, exhibitors, vendors and
advertisers for the Summit and to collect revenue from fees in accordance with the COUNTY
approved fee schedule. Additionally, CONSULTANT is authorized to collect a conference
registration fee from all or some of the Summit attendees. No registration fees shall be solicited or
collected without written authorization of COUNTY and the implementation of a registration fee
shall be at the sole discretion of COUNTY.
B. Limitations: The solicitation and securing of sponsors, exhibitors, vendors and advertisers shall be
conducted as described in Article 1 and Exhibit A, Scope of Work/Services, and in adherence with
policies, criteria, and fee schedule the COUNTY will develop in conjunction with the
CONSULTANT.
C. Revenue: All revenue collected pursuant to this Article 5 shall be retained by CONSULTANT for
the sole purpose of payment of Summit expenses itemized in Article 6 and the Scope of
Work/Services. Any use, withdrawal or transfer of revenue collected pursuant to this Article 5 shall
be conducted in accordance with the provisions of Article 6. CONSULTANT is expressly prohibited
from utilization of the revenue funds for any other purposes other than those described herein and
any unexpended funds shall be transferred to the County at the time of submittal of final invoice.
ARTICLE 6 -PAYMENTS BY CONSULTANT
A. Expense items: CONSULTANT shall utilize revenue collected pursuant to Article 5 for purpose of
making authorized payments for the following Summit expense items, upon COUNTY approval:
• Postage
• Signage production
• Speaker travel and honorarium
• Registration software and user fees
• Hotel charges excluding guest room charges
• Carbon offset, if applicable
• Food, drinks and refreshments
• Booth tables, chairs and piping
• Audio/visual needs
• Expenses associated with printing materials including, but not limited to, the following:
programs, speaker bios, handouts, name badges, signs, sponsor identification and
information packets
• Expenses associated with an evening reception
• Program expenses
B. Approvals: Advance written approval from COUNTY is required prior to any payments made
pursuant to this Article. Additional Summit expense items may be approved by COUNTY following
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receipt of a written request from CONSULTANT and upon a determination that the items are
necessary or desirable for the success of the Summit.
C. Records: CONSULTANT shall maintain detailed accounting records and receipts of payments
sufficient for audit purposes.
Section 7. CONTRACT TERMINATION
Either party may terminate this Agreement because of the failure of the other party to perform its obligations under
the Agreement. COUNTY may terminate this Agreement with or without cause upon thirty (30) days' notice to the
CONSULTANT. COUNTY shall pay CONSULTANT for work performed through the date of termination.
Section 8. CONSULTANT'S ACCEPTANCE OF CONDITIONS
A. CONSULTANT hereby agrees that he has carefully examined the RFP, his response, and this Agreement
and has made a determination that he/she has the personnel, equipment, and other requirements suitable to perform
this work and assumes full responsibility therefore. The provisions of the Agreement shall control any inconsistent
provisions contained in the specifications. All specifications have been read and carefully considered by
CONSULTANT, who understands the same and agrees to their sufficiency for the work to be done. Under no
circumstances, conditions, or situations shall this Agreement be more strongly construed against COUNTY than
against CONSULTANT.
B. Any ambiguity or uncertainty in the specifications shall not be construed against the drafter.
C. The passing, approval, and/or acceptance by COUNTY of any of the services furnished by CONSULTANT
shall not operate as a waiver by COUNTY of strict compliance with the terms of this Agreement, and specifications
covering the services.
D. CONSULTANT agrees that County Administrator or his designated representatives may visit
CONSULTANT'S facility (ies) periodically to conduct random evaluations of services during CONSULTANT'S
normal business hours.
E. CONSULTANT has, and shall maintain throughout the term of this Agreement, appropriate licenses and
approvals required to conduct its business, and will at all times conduct its business activities in a reputable manner.
Proof of such licenses and approvals shall be submitted to COUNTY upon request.
Section 9. NOTICES
Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed,postage
prepaid, to the other party by certified mail, returned receipt requested, to the following:
To the COUNTY: County Administrator, Mr. Roman Gastesi
1100 Simonton Street, Suite 205
Key West, Florida 33040
With a copy to: Monroe County Attorney's Office
1111 121' St. Suite 408
Key West FL 33040
To the CONSULTANT:
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Section 10. RECORDS/FLORIDA PUBLIC RECORDS LAW (F.S. 119.0701)
CONSULTANT shall maintain all books, records, and documents directly pertinent to performance under this
Agreement in accordance with generally accepted accounting principles consistently applied. Each parry to this
Agreement or their authorized representatives shall have reasonable and timely access to such records of each other
parry to this Agreement for public records purposes during the term of the agreement and for five(5)years following
the termination of this Agreement. If an auditor employed by the COUNTY or Clerk determines that monies paid to
CONSULTANT pursuant to this Agreement were spent for purposes not authorized by this Agreement, the
CONSULTANT shall repay the monies together with interest calculated pursuant to Section 55.03 of the F.S.,
running from the date the monies were paid to Consultant.
Pursuant to F.S. 119.0701, Contractor and its subcontractors shall comply with all public records laws of the State
of Florida, including but not limited to:
a. Keep and maintain public records required by Monroe County in order to perform the service.
b. Upon request from the public agency's custodian of public records, provide the public agency with a copy of
the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does
not exceed the cost provided in Florida Statutes, Chapter 119 or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from public records disclosure
requirements are not disclosed except as authorized by law for the duration of the contract term and following
completion of the contract if the contractor does not transfer the records to the public agency.
d. Upon completion of the contract, transfer, at no cost, to Monroe County all public records in possession of the
contractor or keep and maintain public records required by the public agency to perform the service. If the
contractor transfers all public records to the public agency upon completion of the contract,the contractor shall
destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. If the contractor keeps and maintains public records upon completion of the contract, the
contractor shall meet all applicable requirements for retaining public records. All records stored electronically
must be provided to Monroe County, upon request from the public agency's custodian of records, in a format
that is compatible with the information technology systems of Monroe County.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS,BRIAN BRADLEY,AT (305) 292-3470, r� e�-
ri f& r ec ty- . v, c/o Monroe County Attorney's Office, 1111 12' St., Suite
408, Key West FL 33040.
Section It. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NOS. 010 AND 020-
1990
The CONSULTANT warrants that it has not employed,retained or otherwise had act on its behalf any former County
officer or employee subject to the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or
employee in violation of Section 3 of Ordinance No. 020-1990. For breach or violation of this provision the
COUNTY may, in its discretion, terminate this agreement without liability and may also, in its discretion, deduct
from the agreement or purchase price, or otherwise recover the full amount of any fee, commission,percentage, gift,
or consideration paid to the former County officer or employee.
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Section 12. CONVICTED VENDOR
By signing this agreement, CONSULTANT represents that the execution of this Agreement will not violate the
Public Entities Crime Act(Section 287.133, Florida Statutes). Violation of this section shall result in termination of
this Agreement and recovery of all monies paid hereto, and may result in debarment from County's competitive
procurement activities.
A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime
may not submit a bid on an Agreement with a public entity for the construction or repair of a public building or
public work, may not perform work as a CONSULTANT, supplier, sub Consultant, or CONSULTANT under
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 of the Florida Statutes, for the Category Two for a period of 36 months from
the date of being placed on the convicted vendor list.
Section 13. GOVERNING LAW,VENUE, INTERPRETATION, COSTS AND FEES
This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable
to Agreements made and to be performed entirely in the State.
In the event that any cause of action or administrative proceeding is instituted for the enforcement or interpretation
of this Agreement, the COUNTY and CONSULTANT agree that venue shall lie in the appropriate court or before
the appropriate administrative body in Monroe County, Florida.
Section 14. SEVERABILITY
If any term, covenant, condition or provision of this Agreement(or the application thereof to any circumstance or
person) shall be declared invalid or unenforceable to any extent by a court of competent jurisdiction, the remaining
terms, covenants, conditions and provisions of this Agreement, shall not be affected thereby; and each remaining
term,covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the fullest extent
permitted by law unless the enforcement of the remaining terms, covenants, conditions and provisions of this
Agreement would prevent the accomplishment of the original intent of this Agreement. The COUNTY and
CONSULTANT agree to reform the Agreement to replace any stricken provision with a valid provision that comes
as close as possible to the intent of the stricken provision.
Section 15. ATTORNEY'S FEES AND COSTS
The COUNTY and CONSULTANT agree that in the event any cause of action or administrative proceeding is
initiated or defended by any party relative to the enforcement or interpretation of this Agreement, the prevailing
parry shall be entitled to reasonable attorney's fees, and court costs, as an award against the non-prevailing party.
Mediation proceedings initiated and conducted pursuant to this Agreement shall be in accordance with the Florida
Rules of Civil Procedure and usual and customary procedures required by the Circuit Court of Monroe County.
Section 16. BINDING EFFECT
The terms, covenants, conditions, and provisions of this Agreement shall bind and inure to the benefit of the
COUNTY and CONSULTANT and their respective legal representatives, successors, and assigns.
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Section 17. AUTHORITY
Each parry represents and warrants to the other that the execution, delivery and performance of this Agreement have
been duly authorized by all necessary County and corporate action, as required by law.
Section 18. ADJUDICATION OF DISPUTES OR DISAGREEMENTS
COUNTY and CONSULTANT agree that all disputes and disagreements shall be attempted to be resolved by meet
and confer sessions between representatives of each of the parties. If no resolution can be agreed upon within 30
days after the first meet and confer session, then any parry shall have the right to seek such relief or remedy as may
be provided by this Agreement or by Florida law. This Agreement shall not be subject to arbitration.
Section 19. COOPERATION
In the event any administrative or legal proceeding is instituted against either parry relating to the formation,
execution, performance, or breach of this Agreement, COUNTY and CONSULTANT agree to participate, to the
extent required by the other parry, in all proceedings, hearings, processes, meetings, and other activities related to
the substance of this Agreement or provision of the services under this Agreement. COUNTY and CONSULTANT
specifically agree that no parry to this Agreement shall be required to enter into any arbitration proceedings related
to this Agreement.
Section 20. NONDISCRIMINATION
COUNTY and CONSULTANT agree that there will be no discrimination against any person, and it is expressly
understood that upon a determination by a court of competent jurisdiction that discrimination has occurred, this
Agreement automatically terminates without any further action on the part of any party, effective the date of the
court order. COUNTY or CONSULTANT agree to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: Title VII of the Civil
Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of race, color or national origin; Title
IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits
discrimination on the basis of sex; Section 504 of the Rehabilitation Act of 1973, as amended(20 USC s.794),which
prohibits discrimination on the basis of handicaps; The Age Discrimination Act of 1975, as amended (42 USC ss.
6101-6107)which prohibits discrimination on the basis of age; The Drug Abuse Office and Treatment Act of 1972
(PL 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; The Comprehensive Alcohol
Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism; The Public Health Service Act of 1912, ss. 523 and
527 (42 USC ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug abuse patent
records; Title VIII of the Civil Rights Act of 1968 (42 USC s. et seq.), as amended, relating to nondiscrimination in
the sale,rental or financing of housing; The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as may
be amended from time to time, relating to nondiscrimination on the basis of disability; Any other nondiscrimination
provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of,this Agreement.
Section 21. COVENANT OF NO INTEREST
COUNTY and CONSULTANT covenant that neither presently has any interest, and shall not acquire any interest,
which would conflict in any manner or degree with its performance under this Agreement, and that only interest of
each is to perform and receive benefits as recited in this Agreement.
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Section 22. CODE OF ETHICS
The parties understand that officers and employees of the COUNTY are required to comply with the standards of
conduct for public officers and employees as delineated in Section 112.313, Florida Statutes, regarding, but not
limited to, solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse
of public position, conflicting employment or contractual relationship; and disclosure or use of certain information.
Section 23. NO SOLICITATION/PAYMENT
The COUNTY and CONSULTANT warrant that, in respect to itself, it has neither employed nor retained any
company or person, other than a bona fide employee working solely for it, to solicit or secure this Agreement and
that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide
employee working solely for it, any fee, commission, percentage, gift, or other consideration contingent upon or
resulting from the award or making of this Agreement. For the breach or violation of the provision, the
CONSULTANT agrees that the COUNTY shall have the right to terminate this Agreement without liability and, at
its discretion,to offset from monies owed, or otherwise recover,the full amount of such fee,commission,percentage,
gift, or consideration.
Section 24. PUBLIC ACCESS
The COUNTY and CONSULTANT shall allow and permit reasonable access to, and inspection of, all documents,
papers,letters or other materials in its possession or under its control subject to the provisions of Chapter 119,Florida
Statutes, and made or received by the COUNTY and CONSULTANT in conjunction with this Agreement; and the
COUNTY shall have the right to unilaterally cancel this Agreement upon violation of this provision by
CONSULTANT.
Section 25. NON-WAIVER OF IMMUNITY
Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of the COUNTY and the
CONSULTANT in this Agreement and the acquisition of any commercial liability insurance coverage, self-
insurance coverage, or local government liability insurance pool coverage shall not be deemed a waiver of immunity
to the extent of liability coverage,nor shall any Agreement entered into by the COUNTY be required to contain any
provision for waiver.
Section 26. PRIVILEGES AND IMMUNITIES
All of the privileges and immunities from liability, exemptions from laws, ordinances, and rules and pensions and
relief, disability, workers' compensation, and other benefits which apply to the activity of officers, agents, or
employees of any public agents or employees of the COUNTY, when performing their respective functions under
this Agreement within the territorial limits of the COUNTY shall apply to the same degree and extent to the
performance of such functions and duties of such officers, agents, volunteers, or employees outside the territorial
limits of the COUNTY.
Section 27. LEGAL OBLIGATIONS AND RESPONSIBILITIES
Non-Delegation of Constitutional or Statutory Duties. This Agreement is not intended to, nor shall it be construed
as, relieving any participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the performance may
be offered in satisfaction of the obligation or responsibility. Further, this Agreement is not intended to, nor shall it
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be construed as, authorizing the delegation of the constitutional or statutory duties of the COUNTY, except to the
extent permitted by the Florida constitution, state statute, and case law.
Section 28. NON-RELIANCE BY NON-PARTIES
No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce or attempt
to enforce any third-party claim or entitlement to or benefit of any service or program contemplated hereunder, and
the COUNTY and the CONSULTANT agree that neither the COUNTY nor the CONSULTANT or any agent,
officer, or employee of either shall have the authority to inform, counsel, or otherwise indicate that any particular
individual or group of individuals, entity or entities, have entitlements or benefits under this Agreement separate and
apart, inferior to, or superior to the community in general or for the purposes contemplated in this Agreement.
Section 29. ATTESTATIONS
CONSULTANT agrees to execute such documents as the COUNTY may reasonably require, including, but not
being limited to, a Public Entity Crime Statement, an Ethics Statement, and a Drug-Free Workplace Statement,
Lobbying and Conflict of Interest Clause, and Non-Collusion Agreement.
Section 30. NO PERSONAL LIABILITY
No covenant or agreement contained herein shall be deemed to be a covenant or agreement of any member, officer,
agent or employee of Monroe County in his or her individual capacity, and no member, officer, agent or employee
of Monroe County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
Section 31. EXECUTION IN COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be regarded as an original, all
of which taken together shall constitute one and the same instrument and any of the parties hereto may execute this
Agreement by signing any such counterpart.
Section 32. SECTION HEADINGS
Section headings have been inserted in this Agreement as a matter of convenience of reference only, and it is agreed
that such section headings are not a part of this Agreement and will not be used in the interpretation of any provision
of this Agreement.
Section 33. INSURANCE POLICIES
33.1 General Insurance Requirements for Other Consultants and Sub Consultants.
As a pre-requisite of the work governed, the CONSULTANT shall obtain, at his/her own expense, insurance as
specified in any attached schedules, which are made part of this contract. The CONSULTANT will ensure that the
insurance obtained will extend protection to all Sub Consultants engaged by the CONSULTANT. As an alternative,
the CONSULTANT may require all Sub Consultants to obtain insurance consistent with the attached schedules;
however, CONSULTANT is solely responsible to ensure that said insurance is obtained and shall submit proof of
insurance to COUNTY. Failure to provide proof of insurance shall be grounds for termination of this Agreement.
The CONSULTANT will not be permitted to commence work governed by this contract until satisfactory evidence
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of the required insurance has been furnished to the COUNTY as specified below. Delays in the commencement of
work, resulting from the failure of the CONSULTANT to provide satisfactory evidence of the required insurance,
shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be
imposed as if the work commenced on the specified date and time,except for the CONSULTANT's failure to provide
satisfactory evidence.
The CONSULTANT shall maintain the required insurance throughout the entire term of this contract and any
extensions specified herein. Failure to comply with this provision may result in the immediate suspension of all
work until the required insurance has been reinstated or replaced and/or termination of this Agreement and for
damages to the COUNTY. Delays in the completion of work resulting from the failure of the CONSULTANT to
maintain the required insurance shall not extend deadlines specified in this contract and any penalties and failure to
perform assessments shall be imposed as if the work had not been suspended, except for the CONSULTANT's
failure to maintain the required insurance.
The CONSULTANT shall provide, to the COUNTY, as satisfactory evidence of the required insurance, either:
• Certificate of Insurance, or
• A Certified copy of the actual insurance policy.
The County, at its sole option, has the right to request a certified copy of any or all insurance policies required by
this contract. All insurance policies must specify that they are not subject to cancellation, non-renewal, material
change, or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by
the insurer.
The acceptance and/or approval of the Consultant's insurance shall not be construed as relieving the Consultant
from any liability or obligation assumed under this contract or imposed by law.
The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional
Insured" on all policies, except for Workers' Compensation.
33.2 Insurance Requirements (Note: amounts of coverage are subject to change in final contract)
Prior to the commencement of work governed by this contract, the CONSULTANT shall obtain General Liability
Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum:
• Premises Operations
• Bodily Injury Liability
• Expanded Definition of Property Damage
The minimum limits acceptable shall be $500,000 Combined Single Limit(CSL)
If split limits are provided, the minimum limits acceptable shall be:
$250,000 per Person
$500,000 per Occurrence
$ 50,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its provisions should
include coverage for claims filed on or after the effective date of this contract. In addition, the period for which
claims may be reported should extend for a minimum of twelve (12) months following the acceptance of work by
the County.
The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to
satisfy the above requirements.
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33.3 Vehicle Liability Insurance requirements
Recognizing that the work governed by this contract requires the use of vehicles, the CONSULTANT, prior to the
commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintained throughout the life
of the contract and include, as a minimum, liability coverage for:
• Owned, Non-Owned, and Hired Vehicles
The minimum limits acceptable shall be:
$300,000 Combined Single Limit(CSL)
If split limits are provided, the minimum limits acceptable shall be:
$100,000 per Person
$300,000 per Occurrence
$ 50,000 Property Damage
The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to
satisfy the above requirements.
33.4 Workers' Compensation Insurance Requirements
Prior to commencement of work governed by this contract,the CONSULTANT shall obtain Workers' Compensation
Insurance with limits sufficient to respond to the applicable state statutes.
In addition, the CONSULTANT shall obtain Employers' Liability Insurance with limits of not less than:
$500,000 Bodily Injury by Accident
$500,000 Bodily Injury by Disease,policy limits
$500,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company
or companies authorized to transact business in the state of Florida.
Section 34. INDEMNIFICATION
The CONSULTANT does hereby consent and agree to indemnify and hold harmless the COUNTY, its Mayor, the
Board of County Commissioners, appointed Boards and Commissions, Officers, and the Employees, and any other
agents, individually and collectively, from all fines, suits, claims, demands, actions, costs, obligations, attorney's
fees, or liability of any kind arising out of the sole negligent actions of the CONSULTANT or substantial and
unnecessary delay caused by the willful nonperformance of the CONSULTANT and shall be solely responsible and
answerable for any and all accidents or injuries to persons or property arising out of its performance of this contract.
The amount and type of insurance coverage requirements set forth hereunder shall in no way be construed as limiting
the scope of indemnity set forth in this paragraph. Further, the CONSULTANT agrees to defend and pay all legal
costs attendant to acts attributable to the sole negligent act of the CONSULTANT.
Section 35 INDEPENDENT CONSULTANT. At all times and for all purposes hereunder, the CONSULTANT is
an independent Consultant and not an employee of the Board of County Commissioners. No statement contained in
this agreement shall be construed so as to find the CONSULTANT or any of his/her employees,Consultants,servants
or agents to be employees of the Board of County Commissioners for Monroe County. As an independent
Consultant,the CONSULTANT shall provide independent,professional judgment and comply with all federal, state,
and local statutes, ordinances, rules and regulations applicable to the services to be provided.
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3477
Section 36 COMPLETENESS OF WORK. The CONSULTANT shall be responsible for the completeness and
accuracy of its work,plan, supporting data, and other documents prepared or compiled under its obligation for this
project, and shall correct at its expense all significant errors or omissions therein which may be disclosed. The cost
of the work necessary to correct those errors attributable to the CONSULTANT and any damage incurred by the
COUNTY as a result of additional costs caused by such errors shall be chargeable to the CONSULTANT. This
provision shall not apply to any maps, official records, contracts, or other data that may be provided by the COUNTY
or other public or semi-public agencies.
The CONSULTANT agrees that no charges or claims for damages shall be made by it for any delays or hindrances
attributable to the COUNTY during the progress of any portion of the services specified in this contract. Such delays
or hindrances, if any, shall be compensated for by the COUNTY by an extension of time for a reasonable period for
the CONSULTANT to complete the work schedule. Such an agreement shall be made between the parties.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the day of
2023.
(SEAL)
BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA
Attest: Kevin Madok, CLERK
By By:
As Deputy Clerk Mayor
(CORPORATE SEAL) CONSULTANT
ATTEST:
By By:
Title:
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3478
CONTRACT ATTACHMENTS
Exhibit A—Scope of Work
27 of 46
3479
APPENDIX A
PRICE SUBMITTAL PAGES
Page 1 of 2
The following pricing is submitted as the all-inclusive pricing to provide the County with conference planning,
implementation and marketing services for the Sixteenth Annual Southeast Florida Regional Climate Change
Summit in accordance with the Requirements/Scope of Work/Services set forth in this RFS document.
SCHEDULE 1=FIXED FEE All=inclusive fixed fee for performing the tasks req uired to
provide the services proposed by the team/firm pursuant to thin solicitation for an inrp rsIon
Summit,
TASKS TO BE COMPLETED
$ PER TASK
A. TASK: Program /Content Design/Website design
Completion Time:
eliverable(s): $
B. TASK: Conference Planning/Administration/Management
Completion Time:
eliverable(s): $
C. TASK: Sponsorship Solicitation and Hotel Room Blocks
Completion Time:
eliverable(s): $
D. TASK: Communications and Marketing
Completion Time:
eliverable(s): $
E. TASK: On-Site Services and Event Production
Completion Time:
eliverable(s): $
TOTAL SUBMITTED FIX FEE: $
28 of 46
3480
APPENDIX A
PRICE SUBMITTAL PAGES
Page 2 of 2
The Respondent certifies by signature below the following:
a. This pricing is current, accurate, complete, and is presented as the Total Pricing,
including "out-of-pocket" expenses (if any), for the performance of this Contract in
accordance with the Requirements/Scope of Work/Services of this solicitation.
b. This Submittal is current, accurate, complete, and is presented to the County for the
performance of this Contract in accordance with all the requirements as stated in this
solicitation.
C. The Submittal is submitted without prior understanding, agreement, or connection with
any corporation, firm, or person submitting a Submittal for the same materials, services,
and supplies and is, in all respects, fair and without collusion or fraud.
d. The financial stability to fully perform the terms and conditions as specified herein. The
County reserves the right to request financial information from the respondent at any
time during the solicitation process and in any form deemed necessary by the County.
e. There are no legal proceedings required to be disclosed, as required by Section
NAME (PRINT):
TITLE:
COMPANY:
ADDRESS:
TELEPHONE NO.
SIGNATURE:
Page 29 o f 45
3481
SECTION THREE:
COUNTY FORMS AND INSURANCE FORMS
Page 30 o f'45
3482
RESPONSE FORM
RESPOND TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Purchasing Department
GATO BUILDING, ROOM 2-213
1100 SIMONTON STREET
KEY WEST, FLORIDA 33040
❑I acknowledge receipt of Addenda No.(s)
I have included:
• Response Form ❑
• Lobbying and Conflict of Interest Clause ❑
• Non-Collusion Affidavit ❑
• Drug Free Workplace Form ❑
• Public Entity Crime Statement ❑
• Vendor Certification Regarding Scrutinized Companies Lists ❑
• Insurance Agent's Statement ❑
❑I have included a current copy of the following professional and occupational licenses:
If the applicant is not an individual(sole proprietor),please supply the following information:
APPLICANT ORGANIZATION:
(Registered business name must appear exactly as it appears on www.sunbiz.org).
Any applicant other than an individual(sole proprietor) must submit a printout of the"Detail by Entity
Name"screen from Sunbiz,and a copy of the most recent annual report filed with the Florida Department of
State,Division of Corporations.
Mailing Address:
Telephone: Fax: Date
Signed: Witness:
(Print Name) (Print Name)
(Title)
STATE OF:
COUNTY OF:
Subscribed and sworn to(or affirmed)before me on (date)by
(name of affiant). He/She is personally known to me or has produced
(type of identification)as identification.
NOTARY PUBLIC My Commission Expires:
Page 31 o f 45
3483
NON-COLLUSION AFFIDAVIT
I, of the city
according to law on my oath, and under penalty of perjury, depose and say that:
1. 1 am
of the firm of
the bidder making the Proposal for the project described in the Request for
Proposals for
and that I executed the said proposal with full authority to do so;
2. The prices in this 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;
3. Unless otherwise required by law, the prices which have been quoted in this
proposal have not been knowingly disclosed by the proposer and will not knowingly
be disclosed by the proposer prior to proposal opening, directly or indirectly, to any
other proposer or to any competitor; and
4. No attempt has been made or will be made by the proposer to induce any other
person, partnership or corporation to submit, or not to submit, a proposal for the
purpose of restricting competition; and
5. The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained
in this affidavit in awarding contracts for said project..
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by
(name of affiant). He/She is personally known to me or has produced
(type of identification) as identification.
NOTARY PUBLIC
My commission expires:
Page 32 o f 45
3484
LOBBYING AND CONFLICT OF INTEREST CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
if if
(Company)
if
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. 010-1990 or any
County officer or employee in violation of Section 3 of Ordinance No. 010-1990. For breach or
violation of this provision the County may, in its discretion, terminate this contract without liability
and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover,
the full amount of any fee, commission, percentage, gift, or consideration paid to the former
County officer or employee".
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by
(name of affiant). He/She is personally known to me or has produced
(type of identification) as identification.
NOTARY PUBLIC
My commission expires:
Page 33 o145
3485
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.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of❑ physical presence or ❑ online
notarization, on (date) by (name of affiant). He/She
is personally known to me or has produced (type of identification) as identification.
Page 34 o f45
3486
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to public entity, may
not be awarded or perform work as a CONTRACTOR, supplier, subcontractor, or CONTRACTOR
under a contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period
of 36 months from the date of being placed on the convicted vendor list."
I have read the above and state that neither (Respondent's name) nor any
Affiliate has been placed on the convicted vendor list within the last 36 months.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of❑ physical presence or ❑ online
notarization, on (date) by (name of affiant). He/She
is personally known to me or has produced (type of identification) as identification.
NOTARY PUBLIC
My Commission Expires:
Page 35 o f45
3487
VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS
Project Description(s):
Respondent Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative Name and Title:
Address:
City: State: Zip:
Phone Number Email Address:
Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or
entering into or renewing a contract for goods or services of any amount if, at the time of contracting or
renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section
215.4725, Florida Statutes, or is engaged in a Boycott of Israel. Section 287.135, Florida Statutes, also
prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for
goods or services of$1,000,000 or more, that are on either the Scrutinized Companies with Activities in
Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which
were created pursuant to s. 215.473, Florida Statutes, or is engaged in business operations in Cuba or
Syria.
As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified
above in the Section entitled "Respondent Vendor Name" is not listed on the Scrutinized Companies that
Boycott Israel List or engaged in a boycott of Israel and for Projects of$1,000,000 or more is not listed on
either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in
the Iran Petroleum Energy Sector List, or engaged in business operations in Cuba or Syria.
I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may
subject company to civil penalties, attorney's fees, and/or costs. I further understand that any contract with
the COUNTY may be terminated, at the option of the COUNTY, if the company is found to have submitted
a false certification or has been placed on the Scrutinized Companies that Boycott Israel List or engaged
in a boycott of Israel or placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized
Companies with Activities in the Iran Petroleum Energy Sector List or been engaged in business operations
in Cuba or Syria.
Certified By: who is authorized
to sign on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
Note: The List are available at the following Department of Management Services Site:
http://www.dms.myflorida.com/business operations/state purchasing/vendor information/convicted susp
ended discriminatory complaints vendor lists
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3488
INSURANCE AGENT'S STATEMENT
I have reviewed the above requirements with the proposer named above. The following
deductibles apply to the corresponding policy.
POLICY DEDUCTIBLES
Liability policies are Occurrence Claims Made
Insurance Agency Signature
Page 37of45
3489
SECTION FOUR - SCOPE OF SERVICES
4.1 PURPOSE OF THE PROJECT
CONSULTANT will provide conference planning, implementation and marketing services for the
16'h Annual Southeast Florida Regional Climate Change Summit(Summit). The Monroe County
Board of County Commissioners is hosting the Summit on behalf of the Southeast Florida
Regional Climate Change Compact(Compact). The Compact is a four-county partnership created
to collaboratively plan and implement climate change adaptation and mitigation strategies.
The event will be held December 16 — 18, 2024 at the Casa Marina Resort in Key West. The
County has executed an agreement with the facility to lock in rates and services. The County
expects that an estimated three hundred fifty (350) people will attend the Summit. Attendance is
limited to room capacity of the facility. The Summit should incorporate best practices in
sustainable event management if possible.
By hosting this Summit, County hopes to continue to educate various agency staff, stakeholders,
elected officials and media representatives about potential climate change impacts and adaptation
strategies and share regional innovation in climate mitigation and adaptation. County will also use
the Summit to continue to advance Compact goals and projects.
CONSULTANT shall be responsible for Summit planning, marketing, execution, event support
and coordination of all aspects of a two to three day conference event as outlined in the Scope of
Work/Services. For purposes of this Scope of Work/Services, the terms "conference" and
"Summit" shall have the same meaning.
4.2 SCOPE OF WORK
CONSULTANT will work under the direction of COUNTY's Chief Resilience Officer
and the Compact Summit Planning Team (Summit Planning Team). CONSULTANT
shall ensure that any direct costs for Summit expenses paid for by COUNTY are
reasonable and cost-effective. The basic requirements for the provision of conference
planning, implementation and marketing services consist of, but are not necessarily
limited to, the following:
COUNTY Responsibilities:
4.2.1 COUNTY will retain responsibility of the following tasks, and direct
CONSULTANT accordingly:
4.2.1.1 Arrange Summit Planning Team participants and provide a main point
of contact
4.2.1.2 Develop program theme,panel topics and speaker suggestions.
4.2.1.3 Reserve the right to conduct all coordination with the venue
except for operational matters on the days of the event and
where noted here within.
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3490
CONSULTANT Responsibilities:
Program/Content Design
4.2.2 Coordinate and participate in scheduled planning calls and meetings
with Summit Planning Team.
4.2.2.1 Attend and deliver updates for Summit Planning Team calls
and coordinate appropriate follow-up tasks and activities as
assigned (weekly, or as needed).
4.2.2.2 Manage timeline and clear communication with Summit
Planning Team on relevant deadlines for speaker
confirmations, sponsorship deadlines, early bird pricing
deadlines,etc.
4.2.3 Collaborate with Summit Planning Team to provide guidance on
agenda design/show flow.
4.2.3.1 Provide expert advice on best practices for agenda design and
session timing/structure/format to the Summit Planning Team.
4.2.3.2 Provide guidance on innovative/interactive program design,
activities and engagement techniques for Summit.
4.2.3.3 Develop template for session descriptions to be used by
Summit Planning Team to populate with session info.
4.2.4 Support Summit speaker recruitment/logistics.
4.2.4.1 Develop a template speaker request letter with all relevant
details for the event.
4.2.4.2 Support Summit Planning Team on identifying speakers and
securing speaker commitments.
4.2.4.3 Serve as primary contact with all speakers after commitments
to participate are confirmed. Assist with speaker and special
guest travel arrangements as necessary. Provide all relevant
information to speakers on hotel, travel, show flow/logistics,
etc., and obtain all required information from speakers
including, but not limited to, bios, headshots, travel
reimbursement needs and PowerPoint presentations.
4.3 Design the agenda and program.
4.3.1 Design the save-the-date,program updates, agenda and program
for virtual delivery.
Conference Planning/Administration/Management
4.3.2 Develop a Scope of Work Progress Report that shows a percentage of
Scope of Work completed by CONSULTANT. Update the Progress
Report monthly and submit to the County.
Page 39 ol'45
3491
4.3.3 Assume primary responsibility for all elements of Summit planning,
execution, support and Summit coordination.
4.3.3.1 Organize, perform and manage tasks necessary to support
COUNTY and its partners to hold a successful event and meet
Summit requirements and objectives described in 4.1.
4.3.3.2 Develop detailed work plan and task lists for addressing all
conference planning and implementation activities.
4.3.3.3 Serve as project leader accountable for timeline management
and clear communication with Summit Planning Team on
relevant deadlines.
4.3.3.4 Provide status updates by telephone or email on the Summit's
progress every other week to the County POC from the start
of the Contract through up to six weeks before the Summit.
4.3.3.5 Provide weekly status updates by telephone or email on the
Summit's progress to the POC beginning sixteen weeks
before the Summit and concluding the day before the Summit
begins .
4.3.3.6 Make food, beverage and service recommendations to
COUNTY, as required by the venue. Coordinate with venue
as directed by COUNTY to ensure the venue will fulfill food,
beverage and service requirements.
4.3.3.7 Coordinate and arrange for audio/visual needs.
4.3.4 Populate, organize, maintain and share all relevant Summit documents
with COUNTY.
4.3.5 Develop and maintain Summit budget and oversee financial administration.
4.3.5.1 Assist the Summit Planning Team in evaluating the
anticipated number and type of registrants. Type of
registrants include government and non-profit,for-profit, and
student categories.
4.3.5.2 Develop a detailed event budget that includes tiered
registration fees, exhibit charges, sponsorship levels,
expenses, complimentary passes and travel reimbursements
for COUNTY and Summit Planning Team approval.
4.3.5.3 Recommend, set up, manage and oversee all aspects of
Summit registration process for attendees, sponsors and
vendors prior to the event, and collect money and issue
refunds as needed. Provide regular updates to the OOR POC.
4.3.5.4 Manage payments and proof of payments by registrants,
vendors and sponsors. Maintain a spreadsheet to monitor
progress. Create master database for registration information,
attendees, sponsors and vendors.
4.3.5.5 Manage financial transactions and maintain records of such
transactions. Submit records to COUNTY every other week.
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3492
4.3.6 Develop,promote and implement sustainable event practices and policies.
4.3.6.1 Develop ideas for "greening" of Summit such as carpooling,
carbon offsets, recycling of materials, use of renewable or
recyclable products, use of electronic materials rather than
printed, food recovery, avoiding single-use plastic, etc.
4.3.6.2 Implement sustainable "green" practices where feasible and
practicable at Summit.
4.3.7 Administer Summit evaluation and post-Summit follow-up.
4.3.7.1 Prepare and distribute an electronic conference evaluation
form to attendees and provide a written, electronic summary
of all survey results to POC.
4.3.7.2 Prepare and provide final de-briefing report to Summit
Planning Team within sixty(60)days after the final day of the
Summit. The report shall be developed to support future
Summit planning activities.
4.3.7.3 Prepare a complete list of individuals and organizations to
receive "thank you" notes following the conference (e.g.,
speakers, sponsors, elected officials in attendance). Prepare a
"thank you"template for the POC to send out.
4.3.8 Public Health and Social Distancing
4.3.8.1 In the event of a social health issued, advise on potential
solutions to accommodate social distancing and other
requirements due to public health issues, best practices,
guidelines, and/or mandates.
4.3.8.2 Include sufficient language in all contracts, agreements, and
discussions to protect COUNTY to the fullest extent possible
under the law and with the least amount of financial
expenditures in case the Summit must be cancelled or where
in-person venues and services are no longer needed due to
public health and social distancing requirements and/or
justifications.
4.3.8.3 Should the Summit need to shift from an in-person to virtual
event, revise the budget, planning, and coordination
accordingly. Propose and implement, upon COUNTY
approval, virtual event solutions that include registration,
conference viewing, and sponsorship packages.
Sponsor Solicitation Package and Hotel Room Block
4.3.9 Solicit potential sponsors/exhibitors/vendors/advertisers in close communication
with the COUNTY and in accordance with criteria supplied by COUNTY.
4.3.10 Manage sponsor solicitation and coordination.
4.3.10.1 Develop a sponsorship package and benefits.
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3493
4.3.10.2 Update and maintain a master database to be used by both
CONSULTANT and COUNTY, collaboratively, to manage
sponsorship process. CONSULTANT will populate and
maintain the sponsorship database with relevant sponsorship
confirmations, benefits, monetary and in-kind values, etc.,
and be responsible to ensure all benefits are accrued to the
sponsor (e.g., which sponsors get their materials in Summit
bags.)
4.3.10.3 Develop an introductory sponsorship email with sponsor
package materials to send in the initial sponsorship request.
4.3.10.4 Directly contact potential sponsors listed on the master
database, upon approval by COUNTY. Note that COUNTY
retains the ultimate authority over what sponsor
advertisements are acceptable. In addition, sponsorship will
not be solicited nor accepted from organizations engaged in
activities that negatively impact the COUNTY, or Climate
Compact.
4.3.10.5 Develop sponsor agreement subject to COUNTY approval.
Negotiate and execute sponsor agreements between
CONSULTANT and sponsor. Include provisions for virtual
options if needed due to public health and social distancing
requirements and/or best practices.
4.3.10.6 Following sponsorship commitment, serve as lead point of
contact with sponsors to obtain relevant information and
logos and provide guidance on sponsor's exhibit booth space.
4.3.10.7 Obtain all relevant information for sponsors including, but
not limited to, logos and any boilerplate language, as
appropriate.
4.3.10.8 Develop/design floor plan for COUNTY approval and
manage all aspects of sponsors' exhibit booth requirements.
Liaise with venue on requirements for exhibitor space setup.
4.3.10.9 Develop template guidance document with all relevant
information for sponsors on their exhibit booth setup (e.g.,
time for setup/breakdown, internet capabilities,power outage
capabilities, etc.) and serve as lead point of contact with
sponsors to provide this information and respond to exhibitor
requests.
4.3.11 Manage hotel blocks upon COUNTY request. The County has already
secured the facility.
4.3.11.1 Coordinate with the Casa Marina resort on sustainability
practices to identify and market options for guests. Update
Summit website as needed with hotel room block
information.
Communications /
Page 42 o f 45
3494
Marketing
4.3.12 Summit Website.
4.3.12.1 Assist the ISC with managing the event registration package
program(anticipated to be WHOVA,to be purchased by ISC)
and design, set up, and manage a registration system.
4.3.12.2 Create the Website suitable for the posting of conference
information and publications, and set up a link to an on-line
registration system. Payment methods for attendees must be
identified.
4.3.12.3 Design Summit website using COUNTY-supplied text.
CONSULTANT will provide and design images, graphics
and layout for the website at COUNTY's approval.
4.3.13 Invitations.
4.3.13.1 Design,prepare and distribute a"save the date"postcard or flyer, after
COUNTY review.
4.3.13.2 Write and prepare pre- and post-Summit press releases for
COUNTY review and issuance. Distribute to other Compact
counties after approval by COUNTY.
4.3.13.3 Write and prepare meeting invitations to prior attendees and
to all county and municipal governments within seven-county
Southeast Florida/Treasure Coast region. Distribute
invitations, after approval by COUNTY.
4.3.13.4 Ensure that all mailings, invitations and registration materials
are distributed in a timely manner.
4.3.14 Event Collateral.
4.3.14.1 Design, prepare, print and post on the Summit website a
conference agenda, after COUNTY approves. Printed copies
shall be in sufficient quantity to supply all conference
attendees, speakers, sponsors and media representatives,
unless a sustainable (i.e. "green") alternative has been
identified and approved by COUNTY.
4.3.14.2 Manage the design, editing, production, printing and
distribution, in sufficient quantity to supply all conference
attendees, speakers, sponsors and media representatives with
all conference materials. Conference materials may include,
but are not limited to,programs,speaker bios,handouts,name
badges, signs, sponsorship/exhibitor/vendor packages, and
sponsor information packets unless a sustainable (i.e.
"green") alternative has been identified and approved by
COUNTY.
4.3.14.3 Identify supplemental items that COUNTY might wish to
provide attendees,with a focus on eco-friendly and low-waste
options. Manage the ordering, coordinating and sponsorship,
if needed, of such items upon COUNTY approval.
4.3.15 Press Management.
4.3.15.1 Manage requests for press passes; develop and maintain
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3495
database of press in attendance.
On-Site Services and Event Production
4.3.16 Provide support as needed the day prior to and the day of the Summit to
assist vendors in setting up booths,etc.
4.3.17 Develop plan for and oversee setup of meeting spaces, registration area,
vendor area,speaker ready room and business support area in conjunction
with the Summit Planning Team.
4.3.17.1 Provide on-site supervision and coordination by a sufficient
number of staff that CONSULTANT deems necessary for a
successful Summit to manage on-site logistics/event
production related to: exhibit space,registration desk,speaker
ready room,pressroom(if used),session staging, audio/visual
needs, catering, directional signage and other logistics as
required.
4.3.17.2 In conjunction with Summit Planning Team, develop event
day timelines, on-site event staffing plan, run of show and
written specifications for room arrangements (lighting,
staging, chair setup, audio/visual needs, etc.)
4.3.17.3 Assist in the identification of event signage and directional
signage requirements. Design and coordinate the production
of such signage. Coordinate and provide for timely signage
installation. Coordinate outside graphics vendor if and as
needed.
4.3.17.4 Respond to vendor requests and assist vendors to the greatest
extent possible during setup, conference and exhibit
breakdown.
4.3.17.5 Liaise with venue personnel to ensure all rooms meet
specified and agreed upon requirements, as well as, provide
counsel on catering setup and audio/visual setup.
4.3.18 Manage attendee parking and complimentary sponsor parking, if
applicable.
4.3.19 Technology Coordination.
4.3.19.1 Determine audio/visual needs for each session and arrange
for the necessary equipment from the Casa Marina in all
designated conference rooms, subject to COUNTY approval.
COUNTY may assist with this task. Manage the audio/visual
supplier's on-site technicians immediately in response to
technical difficulties that may arise and ensure that such
matters are resolved with urgency.
4.3.19.2 Secure PowerPoint presentations from speakers and vendors,
providing a standard template and format as necessary.
Coordinate between speakers and audio/visual team so that
all speaker sessions have the presentations available.
4.3.19.3 Research and arrange conference Wi-Fi options for speaker, vendor,
and attendee Wi-Fi access. Upon COUNTY approval of additional
costs, coordinate Wi-Fi access with venue and provide users with Wi-
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Fi access information.
4.3.20 Arrange, coordinate and schedule all meals including, but not limited to,
breakfasts, lunches, refreshment services and breaks, subject to
COUNTY approval.
4.3.21 Work with COUNTY to fill all non-lead staffing roles with COUNTY
and Compact staff and other volunteers to provide services including,but
not limited to, greeters, directional hosts,registration staff, "green room"
hosts, note takers, etc. Manage this team of volunteers.
Note:The lists,contact information,documents and any other materials or electronic data
prepared by or on behalf of CONSULTANT for the Summit are the sole property of
COUNTY free of any retention rights of CONSULTANT. All materials must be
submitted to COUNTY no later than thirty(30)days following conclusion of the Summit
in electronic form.
4.4 DIVISION OF EXPENSES:
CONSULTANT, following advanced written approval from COUNTY, shall pay
direct costs for the following authorized Summit expenses:
4.4.1 Postage
4.4.2 Signage production
4.4.3 Speaker travel and honorarium
4.4.4 Registration software and user fees
4.4.5 Hotel charges excluding guest room charges
4.4.6 Carbon offset, if applicable
4.4.7 Food, drinks and refreshments
4.4.8 Booth tables, chairs and piping
4.4.9 Audio/visual needs
4.4.10 Expenses associated with printing materials including, but not limited to,
the following: programs, speaker bios, handouts, name badges, signs,
sponsor identification and information packets
4.4.11 Expenses associated with an evening reception
4.4.12 Program expenses
CONSULTANT planning fees shall not include the aforementioned expenses as
part of CONSULTANT's lump sum expenses specified in Price Submittal Page(s)
(Appendix A), though CONSULTANT services may include coordination for these
items.
CONSULTANT's planning expenses, labor and all other expenses, including, but
not limited to, all travel and web development, shall be included in the lump sum
expenses outlined in Price Submittal Page(s)(Appendix A),unless otherwise specified in
the submittal. COUNTY shall pay no additional reimbursements for travel or other
expenses.
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