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Section 2 Special Terms and Conditions 2.1 PURPOSE OF BID: The City of Sunny Isles Beach and Sunny Isles Beach Tourism and Marketing Council, (SIBTMC) is a not for profit Florida corporation, with its principal 18070 Collins Avenue, Sunny Isles Beach, FL 33160 and hereby solicits request for proposals from responsible and qualified professional public relations agency service providers (hereafter referred to as the agency or agencies). 2.2 PRE-BID CONFERENCE (NON-MANDATORY): A pre-bid conference will be held on (February 25, 2011 at 10:00am) at Sunny Isles Beach Government Center 18070 Collins Avenue Sunny Isles Beach, FL 33160; 1st Floor Conference Room to discuss the special conditions and specifications included within this solicitation. Vendors are requested to bring this solicitation document to the conference, as additional copies may not be available. 2.3 TERM This contract will commence on the first calendar day of the month succeeding approval of the contract by the City Commission, or designee, unless otherwise stipulated in the Notice of Award letter, which is distributed by the City's Purchasing Agent; and contingent upon the completion and submittal of all required Bid documents. This contract shall remain in effect for two (2) years; provided that the services rendered by the bidder during the contract period are satisfactory and that City funding is available as appropriated on an annual basis. 2.4 OPTIONS TO RENEW Prior to, or upon completion, of that initial term, the City shall have the option to renew this contract for an additional three (3) one year renewals. Prior to completion of each exercised contract term, the City may consider an adjustment to price based on changes in the following pricing index: Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W): Miami - Fort Lauderdale, FL It is the vendor's responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised option period, the vendor's request for adjustment should be submitted 60 days prior to expiration of the then current contract term. The vendor adjustment request should not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the City will assume that the vendor has agreed that the optional term may be exercised without pricing adjustment. Any adjustment request received after the commencement of a new option period may not be considered. The City reserves the right to negotiate lower pricing for the additional term(s) based on market research information or other factors that influence price. The City reserves the right to apply any reduction in pricing for the additional term(s) based on the downward movement of the applicable index. The City reserves the right to reject any price adjustments submitted by the vendor and/or to not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the vendor. This prerogative will be exercised only when such PAGE 16 OF 31 BID No. 11-02-02