Item O11 O11
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
January 31, 2024
Agenda Item Number: 011
2023-2016
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval to enter into negotiations in rank
order for the 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 entering into negotions in rank order with the vendors responding to the
Request for Proposals issued 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 was 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. The County issued an RFP on October 14,
and opened proposals on November 28. Eight proposals were received. The selection committee met
on January 8 in a public meeting, and ranked the proposals in the following order:
Respondent Rank
Blooming Design and Events dba/Agency BE 1
Brizaga, Inc. 6
Caribe International DMC 6
Experience Epic LLC 4
Hunt Communications Inc. dba Confluence 4
Paragon Events Inc. 2
Pilar Pava Events 3
Remedy Health Care Consulting 8
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PREVIOUS RELEVANT BOCC ACTION:
September 20, 2023: 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.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Bid Tabulation Sheet for Summit Planning Firm.pdf
Evaluation Sheet - Climate Summit Planning 2024.pdf
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:
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