HomeMy WebLinkAboutRequest for Proposal 17-10-01 Public Relations for Tourism and Trade Industry ServicesCITY OF SUNNY ISLES BEACH |REQUEST FOR PROPOSAL NO. 17-10-01 1
Public Relations for Tourism and Trade Industry Services
Request for Proposal No. 17-10-01
Advertisement Date: Monday, October 2, 2017
Non-Mandatory Pre-Bid Conference: Wednesday, October 11, 2017 at 11:00 AM
All Questions Due: Friday, October 13, 2017 by 5:00 PM
Submission due date: Tuesday, October 31, 2017 at 2:30 PM
Commission Meeting Agenda: November 2017
Submit to:
Attn: City Clerk
Sunny Isles Beach Government Center
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
CITY OF SUNNY ISLES BEACH |REQUEST FOR PROPOSAL NO. 17-10-01 2
TABLE OF CONTENTS
Table of Contents Page 2
Legal Advertisement/Notice to Bidder Page 3
Instructions to Bidder / General Terms Section 1 Page 4
Special Terms & Conditions Section 2 Page 10
Scope of Work / Technical Specifications Section 3 Page 15
Evaluation Process Section 4 Page 18
Proposal Format Section 5 Page 20
Bid Submittal Form Section 6 Page 24
Affidavits
Non-Collusive Affidavit Page 1 of 7
Public Entity Crimes Page 2 of 7
Equal Opportunity / Affirmative Action Statement Page 4 of 7
Conflict of Interest Statement Page 5 of 7
Dispute Disclosure Form Page 6 of 7
Anti-Kickback Affidavit Page 7 of 7
Attachments
Attachment – A Proposed Price
CITY OF SUNNY ISLES BEACH |REQUEST FOR PROPOSAL NO. 17-10-01 3
LEGAL ADVERTISEMENT
NOTICE TO BIDDER
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is seeking sealed Bids for the following
work as specified.
Public Relations for Tourism and Trade Industry Services
Request for Proposals No. 17-10-01
The Bid Specifications for this Request for Proposal are available from DemandStar by calling (800) 711-
1712 or by accessing their website at www.demandstar.com. The Bid Specifications may also be
examined at the City of Sunny Isles Beach – Office of the City Clerk. Vendors who obtain the Bid
Specifications from sources other than DemandStar or the City of Sunny Isles Beach are cautioned that
their Bid response package may be incomplete. Addenda will be posted and disseminated by
DemandStar at least five days prior to the submittal date to all vendors who are listed on the official list.
The City may not accept incomplete Bids.
Bids shall be on a lump sum basis; segregated Bids will not be accepted. Sealed Bids will be received by
the City Clerk no later than 2:30 PM on Tuesday, October 31, 2017 at the Sunny Isles Beach
Government Center located at 18070 Collins Avenue, 4th floor, Sunny Isles Beach, Florida, 33160. Bids
received after this time will not be considered. The City is under no obligation to return Bids. Timely
submitted Bids will be opened publicly and read aloud at this time. The envelope containing the sealed
Bid must be clearly marked:
“FORMAL BID ENCLOSED”
Public Relations for Tourism and Trade Industry Services
Request for Proposals No. 17-10-01
OPENING DATE AND TIME: 2:30 PM on Tuesday, October 31, 2017
A non-mandatory pre-Proposal conference for all potential Proposers is set for 11:00 a.m. on October
11, 2017 in the First Floor Conference Room at the City of Sunny Isles Beach Government Center
located at 18070 Collins Avenue, Sunny Isles Beach, Florida 33160. Please bring a copy of this
solicitation to the conference.
The City reserves the right to reject any or all Bids, with or without cause, to waive technical errors and
informalities, and to accept the Bid, which best serves the interest of, and represents the best value to,
the Owner in conformity with the criteria set forth in Section 62-8 of the Code of Ordinances of the City
of Sunny Isles Beach.
All questions regarding Request for Proposal No. 17-10-01 shall be directed in writing to Mauricio
Betancur, CMC, Deputy City Clerk, at least five (5) business days prior to the date of the Bid opening.
Questions may be submitted via email to: MBetancur@sibfl.net or via facsimile (305) 792-1563 or via
regular mail at: Mauricio Betancur, CMC, Deputy City Clerk, City of Sunny Isles Beach, 18070 Collins
Avenue, Sunny Isles Beach, FL 33160.
Mauricio Betancur, CMC, Deputy City Clerk
CITY OF SUNNY ISLES BEACH |REQUEST FOR PROPOSAL NO. 17-10-01 4
SECTION 1
INSTRUCTIONS TO BIDDER / GENERAL TERMS AND CONDITIONS
THESE INSTRUCTIONS ARE STANDARD FOR ALL BID COMMODITIES/SERVICES ISSUED BY THE CITY OF SUNNY ISLES BEACH. THE CITY OF SUNNY ISLES BEACH MAY
DELETE, SUPERSEDE OR MODIFY ANY OF THESE STANDARD INSTRUCTIONS FOR A PARTICULAR CONTRACT BY INDICATING SUCH CHANGE IN SPECIAL INSTRUCTIONS TO
BIDDERS OR IN THE BID SHEETS. ANY AND ALL SPECIAL CONDITIONS THAT MAY VARY FROM THE GENERAL CONDITIONS SHALL HAVE PRECEDENCE. BIDDER AGREES
THAT THE PROVISIONS INCLUDED WITHIN THIS BID OR RFP SHALL PREVAIL OVER ANY CONFLICTING PROVISION WITHIN ANY STANDARD FORM CONTRACT OF THE
BIDDER REGARDLESS OF ANY LANGUAGE IN BIDDER’S CONTRACT TO THE CONTRARY.
1.1 CLARIFICATION/EXPLANATION/QUESTIONS:
Any questions concerning this Request for Proposals or any
required need for clarification must be made to Mauricio Betancur,
CMC, Deputy City Clerk via email to: MBetancur@sibfl.net or via
facsimile (305) 792-1563 or via regular mail at: Mauricio Betancur,
CMC, City Clerk, City of Sunny Isles Beach, 18070 Collins Avenue,
Sunny Isles Beach, FL 33160. Such requests for
clarification/explanation or questions must be made in writing to
Mauricio Betancur, CMC, Deputy City Clerk, at least five (5)
business days prior to the date of the Bid opening. Interpretations
or clarifications considered necessary by the City will be issued by
addenda and posted/disseminated by DemandStar
(www.demandstar.com) to all parties listed on the official plan
holders’ list as having received the Request for Qualification
documents. Only questions answered by written addenda shall be
binding. Oral interpretations or clarifications shall be without legal
effect. No plea of ignorance or delay or required need of additional
information shall exempt a Respondent from submitting their
submission on the required date and time as publicly noted.
1.2 PLAN HOLDER’S LIST:
As a convenience to vendors, the City of Sunny Isles Beach has
made available via internet lists of all plan holders for each Request
for Proposal, Request for Proposal, and request for qualifications.
The information is available on-line at www.demandstar.com or by
calling the Office of the City Clerk at (305) 792-1703.
1.3 ADDENDA TO SPECIFICATIONS:
If any addenda are issued after the initial specifications are
released, the City will post and disseminate the addenda through
DemandStar. For those projects with separate plans, blue prints,
or other materials that cannot be accessed through the internet,
the Office of the City Clerk will make good faith effort to ensure
that all registered proposers (those who have been registered as
receiving a Bid package) receive the documents. It is the
responsibility of the vendor prior to the submission of any Bid to
check the above website or contact the Office of the City Clerk at
(305) 792-1703 to verify any addenda issued. The receipt of all
addenda must be acknowledged on the Bid Response Sheet.
1.4 SPECIAL ACCOMMODATIONS:
Any person requiring a special accommodation at a Pre-Bid
Conference or Bid/RFP/RFQ opening because of a disability should
call the Office of the City Clerk at (305) 792-1703 at lease five (5)
days prior to the Pre-Bid Conference or Bid/RFP/RFQ opening. If
you are hearing or speech impaired, please contact the Office of
the City Clerk by calling the City of Sunny Isles Beach using the
Florida Relay Service which can be reached at 1(800) 955-8771
(TDD).
1.5 PUBLIC ENTITY CRIMES STATEMENT:
Pursuant to the provisions of paragraph (2) (a) of section 287.133,
Florida statutes -"a person or affiliate who has been placed on the
convicted vendor list following a conviction for a public entity crime
may not submit a 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 a
public entity, may not be awarded to perform work as a Contractor,
supplier, sub-Contractor, 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 287.107, for
category two for a period of 36 months from the date of being
placed on the convicted vendor list”.
1.6 BID DEADLINE:
Bids must be submitted no later than the time and date shown
within this document.
1.7 SEALED BID:
The entire Bid Response Package shall be placed in an opaque
envelope (with all items listed on the Bid checklist form and all
other items required within this Request for Proposal must be
executed) and submitted in a sealed envelope.
1.8 BID EXECUTION, SIGNATURES, ERASURE/CORRECTION:
All Bids shall be signed in blue ink. All price quotes shall be
typewritten or printed with ink. All corrections made by the
proposers prior to the opening must be initialed and dated by the
proposers. No changes or corrections will be allowed after Bids are
opened. Bids must contain an original, manual signature of an
authorized representative of the company.
1.9 WITHDRAWAL OF BIDS:
Proposers may withdraw Bids only by written request and shall
forward the withdrawal request via “Certified U.S. Mail – Return
Receipt Requested” prior to the Bid opening time. Negligence on
the part of the Proposers in preparing the Bid confers no right for
the withdrawal of the Bid after it has been opened.
1.10 BID OPENING:
Bids will be opened publicly at the time and place stated in the
Notice to Bidder. It is the responsibility of the proposers to insure
that the Bid reaches the Office of the City Clerk on or before the
closing hour and date stated on the Request for Proposal. After the
Bid opening, the contents of the Bid Form will be made public for
the information of vendors and other interested parties who may
be present either in person or by representative. Bids that are
received after the Bid opening time will not be considered and will
not be returned.
1.11 EVALUATION OF BIDS:
The City, at its sole discretion, reserves the right to inspect any/all
Proposers facilities to determine their capability of meeting the
requirements for the Contract. Also, price, responsibility, and
responsiveness of the Proposers, the financial position, experience,
staffing, equipment, materials, references, and past history of
service to the City and/or with other units of state, and/or local
governments in Florida, or comparable private entities, will be
taken into consideration in the Award of the Contract.
1.11.1 Hold Harmless: All Proposer’s shall hold the City, it's
officials and employees harmless and covenant not to
sue the City, it's officials and employees in reference
to their decisions to reject, award, or not award a Bid,
as applicable.
1.11.2 Cancellation: Failure on the part of the Proposers to
|REQUEST FOR PROPOSAL NO. 17-10-01 5
comply with the conditions, specifications,
requirements, and terms as determined by the City,
shall be just cause for cancellation of the Award.
1.11.3 Disputes: If any dispute concerning a question of fact
arises under the Contract, other than termination for
default or convenience, the Contractor and the City
department responsible for the administration of the
Contract shall make a good faith effort to resolve the
dispute. If the dispute cannot be resolved by
agreement, then the department with the advice of
the City Attorney shall resolve the dispute and send a
written copy of its decision to the Contractor, which
shall be binding on both parties.
1.12 AGREEMENT:
After the Bid award, the City will, at its option, prepare an
Agreement specifying the terms and conditions resulting from the
award of this Bid. The vendor will have ten (10) calendar days after
notification of the award by the City to execute the Agreement and
provide the required Performance Bond.
The Proposer who has the Contract awarded to it and who fails to
execute the Agreement and furnish the Performance Bond and
Insurance Certificates within the specified time shall forfeit the Bid
Security that accompanied their Bid, and the Bid Security shall be
retained as liquidated damages by the City, and it is agreed that
this sum is a fair estimate of the amount of damages the City will
sustain in case the Proposer fails to enter into the Contract and
furnish the Bonds as herein before provided. Bid Security deposited
in the form of a cashier’s check drawn on a local bank in good
standing shall be subject to the same requirements as a Bid Bond.
The performance of the City of Sunny Isles Beach of any of its
obligations under the agreement shall be subject to and contingent
upon the availability of funds lawfully expendable for the purposes
of the agreement for the current and any future periods provided
for within the Bid specifications.
1.13 PAYMENTS:
Payment will be made after commodities/services have been
received, accepted, and properly invoiced as indicated in the
contract and/or purchase order. Invoices must bear the purchase
order number.
1.14 BRAND NAMES:
If a brand name, make, of any "or equal" manufacturer trade
name, or vendor catalog is mentioned whether or not followed by
the words "approved equal" it is for the purpose of establishing a
grade or quality of material only. Vendor may offer equals with
appropriate identification, samples, and/or specifications on such
item(s). The City shall be the sole judge concerning the merits of
items Bid as equals.
1.15 MATERIAL:
Material(s) delivered to the City under this Bid shall remain the
property of the seller until accepted to the satisfaction of the City.
In the event materials supplied to City are found to be defective or
do not conform to specifications, the City reserves the right to
return the product(s) to the seller at the seller’s expense.
1.16 SAMPLES:
Samples of items, when required, must be furnished by the
Proposers free of charge to the City. Each individual sample must
be labeled with the Proposers name and manufacturer's brand
name and delivered by them within ten (10) calendar days of
Proposers receipt of the “Notice to Proceed”, unless schedule
indicates a different time. If samples are requested subsequent to
the Bid opening, they should be delivered within ten (10) calendar
days of the request. The City will not be responsible for returning
samples.
1.17 QUANTITY GUARANTY:
No guaranty or warranty is given or implied by the City as to the
total amount that may or may not be purchased from any resulting
Contract or Award. These quantities are for Bid purposes only and
will be used for tabulation and presentation of the Bid. The City
reserves the right to increase or decrease quantities as required,
even significantly. The prices offered herein and the percentage
rate of discount applies to other representative items not listed in
this Bid.
1.18 GOVERNMENTAL RESTRICTIONS ON MATERIALS:
In the event any governmental restrictions may be imposed which
would necessitate alteration of the material quality, workmanship,
or performance of the items offered on this Bid prior to their
delivery, it shall be the responsibility of the successful Proposers to
notify the City at once, indicating in their letter the specific
regulation which required an alteration. The City of Sunny Isles
Beach reserves the right to accept any such alteration, including
any price adjustments occasioned thereby, or to cancel at no
further expense to the City.
1.19 SAFETY STANDARDS:
The Proposer warrants that the product(s) supplied to the City
conforms in all respects to the standards set forth in the
occupational safety and health act (OSHA) and its amendments.
Bids must be accompanied by a materials data safety sheet (MSDS)
when applicable.
1.20 WARRANTIES:
Successful Proposers shall act as agent for the City in the follow-up
and compliance of all items under Warranty/Guaranty and complete
all forms for Warranty/Guarantee coverage under this Contract.
1.21 COPYRIGHTS/PATENT RIGHTS:
Proposer warrants that there has been no violation of copyrights or
patent rights in manufacturing, producing or selling of goods
shipped or ordered, as a result of this Bid. The Proposer agrees to
indemnify City from any and all liability, loss, or expense
occasioned by any such violation.
1.22 LOCAL BUSINESS TAX (OCCUPATIONAL LICENSE
REGISTRATION):
The Proposer shall be responsible for obtaining and maintaining
throughout the contract period his or her city and county local
business tax receipts. Each Proposer submitting a Bid on this
Request for Proposal shall include a copy of the company’s local
business tax/occupational license(s) with the Bid response. For
information specific to City of Sunny Isles Beach local business
tax/occupational licenses, please call Code Enforcement & Licensing
at (305) 792-1705. If the contractor is operating under a fictitious
name as defined in Section 865.059, Florida Statutes, proof of
current registration with the Florida Secretary of State shall be
submitted with the Bid. A business formed by an attorney actively
licensed to practice law in this state, by a person actively licensed
by the Department of Business and Professional Regulations or the
Department of Health for the purpose of practicing his or her
licensed profession, or by any corporation, partnership, or other
commercial entity that is actively organized or registered with the
Department of State shall submit a copy of the current licensing
from the appropriate agency and/or proof of current active status
with the Division of Corporations of the State of Florida.
1.23 LIABILITY, INSURANCE, PERMITS AND LICENSES:
Proposers shall assume the full duty, obligation, and expense of
obtaining all necessary licenses, permits, inspections, and insurance
required. The Proposers shall be liable for any damages or loss to
the City occasioned by negligence of the Proposers (or their agent)
or any person the Proposers has designated in the completion of
their contract as a result of the Bid. Contractor shall be required to
furnish a copy of all licenses, certificates of competency or other
licensor requirements necessary to practice their profession as
required by Florida State Statute, Miami-Dade County, and City of
Sunny Isles Beach Code. Contractors shall include current Miami-
|REQUEST FOR PROPOSAL NO. 17-10-01 6
Dade County Certificates of Competency. These documents shall
be furnished to the City along with the Bid response. Failure to
furnish these documents or to have required licensor will be
grounds for rejecting the Bid.
1.24 CERTIFICATE(S) OF INSURANCE:
Proposers shall furnish to the Office of the City Clerk, City of Sunny
Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida
33160, certificate(s) of insurance which indicate that insurance
coverage has been obtained from an insurance company authorized
to do business in the State of Florida or otherwise secured in a
manner satisfactory to the City, for those coverage types and
amounts listed in this document, in an amount equal to 100% of
the requirements and shall be presented to the City prior to
issuance of any Contract(s) or Award(s) Document(s). The City of
Sunny Isles Beach shall be named as "additional insured" with
respect to this coverage. The required certificates of insurance
shall not only name the types of policies provided, but shall also
refer specifically to this Bid and section. At the time of Bid
submission the Proposers must submit certificates of insurance as
outlined in the General Conditions section. All required insurances
shall name the City of Sunny Isles Beach as additional insured and
such insurance shall be issued by companies authorized to issue
insurance in the State of Florida. It shall be the responsibility of
the Proposers and insurer to notify the City Manager of the City of
Sunny Isles Beach of cancellation, lapse, or material modification of
any insurance policies insuring the Proposers, which relate to the
activities of such vendor and the City of Sunny Isles Beach. Such
notification shall be in writing, and shall be submitted to the City
finance support service director thirty (30) days prior to
cancellation of such policies. This requirement shall be reflected on
the certificate of insurance. Failure to fully and satisfactorily
comply with the city's insurance and bonding requirements set
forth herein will authorize the City Manager to implement a
rescission of the Bid award without further City Commission action.
The Proposers hereby holds the City harmless and agrees to
indemnify City and covenants not to sue the City by virtue of such
rescission.
1.25 ASSIGNMENT:
The Contractor shall not transfer or assign the performance
required by this Bid without prior written consent of the City
Manager. Any award issued pursuant to the Request for Proposal
and monies which may be due hereunder are not assignable except
with prior written approval of the City Manager. Further, in the
event that the majority ownership or control of the Contractor
changes hands subsequent to the award of this contract,
Contractor shall promptly notify City in writing (via United States
Postal Service – Certified Mail, Return Receipt Requested) of such
change in ownership or control at least thirty (30) days prior to
such change and City shall have the right to terminate the contract
upon sixty (60) days written notice, at City’s sole discretion.
1.26 HOLD HARMLESS/INDEMNIFICATION:
The Contractor shall indemnify, hold harmless, and defend the City
of Sunny Isles Beach, it's officers, agents and employees from and
against any claims, demands or causes of action of whatsoever
kind or nature arising out of error, omission, negligent act, conduct,
or misconduct of the Contractor, their agents, servants or
employees in the provision of goods or the performance of services
pursuant to this Bid and / or from any procurement decision of the
City including without limitation, awarding the Contract to the
Contractor.
1.27 NON-CONFORMANCE TO CONTRACT:
The City of Sunny Isles Beach may withhold acceptance of, or
reject items which are found upon examination, not to meet the
specification requirements. Upon written notification of rejection,
items shall be removed within (5) calendar days by the vendor at
their own expense and redelivered at their expense. Rejected
goods left longer than thirty (30) calendar days will be regarded as
abandoned and the City shall have the right to dispose of them as
its own property. Rejection for non-conformance or failure to meet
delivery schedules may result in the Contractor being found in
default.
1.28 DEFAULT PROVISION:
In case of default by the Proposers, the City of Sunny Isles Beach
may procure the articles or services from other sources and hold
the Proposers responsible for any excess costs occasioned or
incurred thereby.
1.29 SECONDARY/OTHER VENDORS:
The City reserves the right in the event the primary vendor cannot
provide an item(s) or service(s) in a timely manner as requested, to
seek other sources without violating the intent of the Contract.
1.30 DEFINITIONS:
Wherever used in these General Conditions or in the other Contract
Documents, the following terms shall have the meaning indicated
which shall be applicable to both the singular and plural thereof:
Acceptance: Acceptance by the City of the Work as
being fully complete in accordance with
the Contract Documents subject to
waiver of claims.
Agreement: The written Agreement between the City
and the Contractor covering the Work to
be performed, which includes the
Contract Documents.
Addenda: Written or graphic instruments issued prior to the Bid
Opening which modify or interpret the
Contract Documents, Drawings and
Specifications, by addition, deletions,
clarifications or corrections.
Approved: Means approved by the City.
Bid: The offer of the Proposers submitted on the
prescribed form setting forth the prices
for the Work to be performed.
Proposers: Any person, firm or corporation submitting a Bid for
Work.
Bonds: Bid, performance bond and other instruments of
security, furnished by the Contractor
and their surety in accordance with the
Contract Documents and in accordance
with the law of the State of Florida.
Change Order: A written order to the Contractor signed
by the City authorizing an addition,
deletion or revision in the Work, or an
adjustment in the Contract Price or the
Contract Time issued after execution of
the Agreement.
City: City of Sunny Isles Beach, 18070 Collins Avenue,
Sunny Isles Beach, Florida 33160.
Contract Documents: Contract Documents shall include,
Instructions to Proposers, Contractor's
Bid, the Bonds, the Notice of Award, the
Agreement between the City and
Contractor as well as any addenda
thereto, these General Conditions,
Special Conditions, the Technical
Specifications, Drawings and
Modifications, Notice to Proceed,
Request for Proposal, Insurance
Certificates, Change Orders and
Acknowledgment of Conformance with
the City of Sunny Isles Beach.
|REQUEST FOR PROPOSAL NO. 17-10-01 7
Contract Price: The total monies payable to the
Contractor under the Contract
Documents.
Contract Time: The number of calendar days stated in
the Agreement for the completion of the
Work.
Contracting Officer: The individual who is authorized to sign
the contract documents on behalf of the
City’s governing body.
Contractor: The person, firm or corporation with whom the City
has executed this Agreement.
Day: A calendar day of twenty-four hours measured from
midnight to the next midnight.
Field Order: A written order issued by the City which clarifies or
interprets the Contract Documents or
orders minor changes in the Work.
Modification: Modification means any one of the
following: (a) a written amendment of
the Contract Documents signed by both
parties, (b) a Change Order, (c) a
written clarification or interpretation if
issued by the City, or (d) a written order
for minor change or alteration in the
Work issued by the City. A modification
may only be issued after execution of
the Agreement.
Notice of Award: The written notice by City to the
apparent successful Proposers stating
that upon compliance with the
conditions precedent to be fulfilled by
him within the time specified, City will
execute and deliver the Agreement to
him.
Samples: Physical examples which illustrate materials,
equipment or workmanship and
establish standards by which the Work
will be judged.
Specifications: Those portions of the Contract
Documents consisting of written
technical descriptions of materials,
equipment, construction systems,
standards and workmanship as applied
to the Work.
Statement of Services: The form furnished by the City which is
to be used by the Contractor in
requesting progress payments.
Supplier: Any person or organization who supplies materials or
equipment for the Work, including that
fabricated to a special design, but who
does not perform labor at the site.
Work: Any and all obligations, duties and responsibilities
necessary to the successful completion
of the Project assigned to or undertaken
by Contractor under the Contract
Documents, including all labor,
materials, equipment and other
incidentals, and the furnishing thereof.
Written Notice: The term “Notice” as used herein shall
mean and include all written notices,
demands, instructions, claims, approvals
and disapproval’s required to obtain
compliance with Contract requirements.
Written notice shall be deemed to have
been duly served if delivered in person
to the individual or to a member of the
firm or to an officer of the corporation
for whom it is intended, or to an
authorized representative or such
individual, firm, or corporation, or if
delivered at or sent by registered mail to
the last business address known to
them who gives the notice. Unless
otherwise stated in writing, any notice
to or demand upon the City under this
Contract shall be delivered to the City.
1.31 BID AWARD:
The City reserves the right to reject any and all Bids at its sole
discretion. Bids shall be awarded by the City after the City
performs all necessary searches, inquiries, exploration, and analysis
of the Bids. The Bid shall be awarded to the lowest responsible
and responsive proposer whose Bid best serves the interests of and
represents the best value to the City in conformity with the criteria
set forth in Section 62-8 of the City Code. No Notice of Award will
be given until the City has concluded any investigation(s) as they
deem necessary to establish the Proposer’s capability to perform
the Services as described in this RFP, ITB, RFQ or ITQ, as
substantiated by the required professional experience, client
references, technical knowledge and qualifications; and sufficient
labor and equipment to comply with the City’s established
standards, as well as the financial capability of the Proposer to
perform the Work in accordance with the Contract Documents to
the satisfaction of the City within the time prescribed. The City
reserves the right to reject the Bid of any Proposers on the basis of
these queries and investigations and who does not meet the City’s
satisfaction, even though the firm may be the lowest dollars and
cents Bid. In analyzing Bids, the City will also take into
consideration client references, past work experience and work
product, proven ability to satisfactorily perform. If the Contract is
awarded, the City will issue the Notice of Award and give the
successful Proposers a Contract for execution within ninety (90)
days after opening of Bids. The City specifically reserves the right
to award the contract to a proposer who is not necessarily the
lowest dollars and cents proposers on the basis of the results of
these queries and investigation(s).
1.32 EXECUTION OF AGREEMENT:
At least four counterparts of the Agreement, the Performance
Bond, the Certificates of Insurance and such other Documents as
required by the Contract Documents shall be executed and
delivered by Contractor to the City within ten (10) calendar days of
receipt of the Notice of Award.
1.33 LAWS AND REGULATIONS:
The Contractor will give all notices and comply with all laws,
ordinances, rules and regulations applicable to the Work. If the
Contractor observes that the Specifications are at variance
therewith, they will give the City prompt written notice thereof, and
any necessary changes shall be adjusted by an appropriate
modification. If the Contractor performs any Work knowing it to be
contrary to such laws, ordinances, rules and regulations, and
without such notice to the City, they will bear all costs arising
wherefrom.
1.34 TAXES:
The City of Sunny Isles Beach is exempt from sales tax imposed by
the State and/or Federal Government. Florida Sales Tax Exemption
No. 23-00-477131-54C appears on each purchase order.
Exemption certificates are available upon request.
1.35 DUTY TO DEFEND, INDEMNIFY AND SAVE HARMLESS:
In consideration of the separate sum of twenty-five dollars ($25.00)
and other valuable consideration, the Contractor shall defend,
indemnify and hold harmless the City, its officers, agents and
employees, from or on account of any injuries or damages,
received or sustained by any person or persons during or on
|REQUEST FOR PROPOSAL NO. 17-10-01 8
account of any operations connected with the Work described in
the Contract Documents, or by or in consequence of any
negligence in connection with the same; or by use of any improper
materials or by or on account of any act or omission of the said
Contractor or his Sub-Contractor, agents, servants or employees.
The Contractor will defend, indemnify and hold harmless the City
and their agents or employees from and against all claims,
damages, losses and expenses including attorneys' fees arising out
of or resulting from the performance of the Work, provided that
any such claim damage, loss or expense (a) is attributable to bodily
injury, sickness, disease or death, or to injury to or destruction of
tangible property (other than Work itself) including the loss of use
resulting wherefrom and (b) is caused in whole or in part by any
negligent act or omission of the Contractor, Sub-Contractor, anyone
directly or indirectly employed by any of them or anyone for whose
acts any of them may be liable, regardless of whether or not it is
caused by a party indemnified hereunder. In the event that a court
of competent jurisdiction determines that Sec. 725.06 (2), F.S. is
applicable to this Work, then in lieu of the above provisions of this
section the parties agree that Contractor shall indemnify, defend
and hold harmless the City, their officers and employees, to the
fullest extent authorized by Sec. 725.06 (2) F.S., which statutory
provisions shall be deemed to be incorporated herein by reference
as if fully set forth herein. In the event that any action or
proceeding is brought against City by reason of any such claim or
demand, Contractor, upon written notice from City shall defend
such action or proceeding by counsel satisfactory to City. The
indemnification provided above shall obligate Contractor to defend
at its own expense or to provide for such defense, at City’s option,
any and all claims of liability and all suits and actions of every name
and description that may be brought against City, excluding only
those which allege that the injuries arose out of the sole negligence
of City, which may result from the operations and activities under
this Contract whether the Work be performed by Contractor, its
Sub-Contractors, or by anyone directly or indirectly employed by
either.
1.36 DECISIONS ON DISAGREEMENTS:
The City will be the initial interpreter of the Technical
Specifications.
1.37 CITY MAY TERMINATE:
If the Contractor is adjudged bankrupt or insolvent, or if they make
a general assignment for the benefit of their creditors, or if a
trustee or receiver is appointed for the Contractor or for any of
their property, or if they file a petition to take advantage of any
debtor’s act, or to reorganize under bankruptcy or similar laws, or if
they repeatedly fails to supply sufficient skilled workmen or suitable
materials or equipment, or if they repeatedly fail to make prompt
payments to Sub-Contractors or for labor, materials or equipment
or they disregard laws, ordinances, rules, regulations or orders of
any public body having jurisdiction, or if they disregard the
authority of the City, of if they otherwise violate any provision of,
the Contract Documents, then the City may, without prejudice to
any other right or remedy and after giving the Contractor and the
surety ten (10) days written notice, terminate the services of the
Contractor and take possession of the Project and of all materials,
equipment, tools, construction equipment and machinery thereon
owned by the Contractor, and finish the Work by whatever method
they may deem expedient. In such case the Contractor shall not
be entitled to receive any further payment until the Work is
finished. If the unpaid balance of the Contract Price exceeds the
direct and indirect costs of completing the Project, including
compensation for additional professional services, such excess shall
be paid to the Contractor. If such costs exceed such unpaid
balance, the Contractor will pay the difference to the City. Such
costs incurred by the City will be determined by the City and
incorporated in a Change Order. If after termination of the
Contractor under this Section, it is determined by a court of
competent jurisdiction for any reason that the Contractor was not
in default, the rights and obligations of the City and the Contractor
shall be the same as if the termination had been issued pursuant to
this document.
1.37.1 Where the Contractor’s services have been so
terminated by the City said termination shall not
affect any rights of the City against the Contractor
then existing or which may thereafter accrue. Any
retention or payment of moneys by the City due the
Contractor will not release the Contractor from
liability.
1.37.2 Upon ten (10) days written notice to the Contractor,
the City may, without cause and without prejudice to
any other right or remedy, elect to terminate the
Agreement. In such case, the Contractor shall be
paid for all Work executed and accepted by the City
as of the date of the termination. No payment shall
be made for profit for Work which has not been
performed.
1.38 MISCELLANEOUS:
Proposers acknowledge the following miscellaneous conditions:
1.38.1 Whenever any provision of the Contract Documents
requires the giving of written notice it shall be
deemed to have been validly given if delivered in
person to the individual or to a member of the firm or
to an officer of the corporation for whom it is
intended, or if delivered at or sent by registered or
certified mail, postage prepaid, to the last business
address known to them who gives the notice.
1.38.2 The Contract Documents shall remain the property of
the City. The Contractor shall have the right to keep
one record set of the Contract Documents upon
completion of the Project.
1.38.3 The duties and obligations imposed by these General
Conditions, Special Conditions and Supplemental
Conditions and the rights and remedies available
hereunder, and, in particular but without limitation,
the warranties, guarantees and obligations imposed
upon Contractor and those in the Special Conditions
and the rights and remedies available to the City,
shall be in addition to, and shall not be construed in
any way as a limitation of, any rights and remedies
available by law, by special guarantee or by other
provisions of the Contract Documents.
1.38.4 Should the City or the Contractor suffer injury or
damage to its person or property because of any
error, omission, or act of the other or of any of their
employees or agents or others for whose acts they
are legally liable, claim shall be made in writing to the
other party within a reasonable time of the first
observance of such injury or damage.
1.39 WAIVER OF JURY TRIAL:
City and Contractor knowingly, irrevocably voluntarily and
intentionally waive any right either may have to a trial by jury in
State or Federal Court proceedings in respect to any action,
proceeding, lawsuit or counterclaim based upon the Contract
Documents or the performance of the Work there under.
1.40 GOVERNING LAW:
The Contract shall be construed in accordance with and governed
by the law of the State of Florida.
1.41 VENUE:
Venue of any action to enforce the Contract Documents shall be in
Miami-Dade County, Florida.
1.42 ARBITRATION:
It is the intention of the parties that whenever possible, if a dispute
or controversy arises hereunder then such dispute or controversy
shall be settled by arbitration in accordance with the procedures,
|REQUEST FOR PROPOSAL NO. 17-10-01 9
rules and regulations of the American Arbitration Association. The
decision rendered by the Arbitrator shall be final and binding upon
the parties and judgment upon the award rendered by the
arbitrator may be entered in any court having jurisdiction.
Arbitration shall be held in Miami-Dade County, Florida. All costs of
arbitration and attorneys’ fees incurred by the parties shall be paid
by the non-prevailing party or, if neither party prevails on the
whole, each party shall be responsible for a portion of the costs of
arbitration and their respective attorneys’ fees as may be
determined by the court on confirmation.
1.43 PROJECT RECORDS:
City shall have right to inspect and copy during regular business
hours at City’s expense, the books and records and accounts of
Contractor which relate in any way to the Project, and to any claim
for additional compensation made by Contractor, and to conduct an
audit of the financial and accounting records of Contractor which
relate to the Project. Contractor shall retain and make available to
City all such books and records and accounts, financial or
otherwise, which relate to the Project and to any claim for a period
of three years following final completion of the Project. During the
Project and the three year period following final completion of the
Project, Contractor shall provide City access to its books and
records upon five days written notice.
1.44 SEVERABILITY:
If any provision of the Contract or the application thereof to any
person or situation shall to any extent, be held invalid or
unenforceable, the remainder of the Contract, and the application
of such provisions to persons or situations other than those as to
which it shall have been held invalid or unenforceable shall not be
affected thereby, and shall continue in full force and effect, and be
enforced to the fullest extent permitted by law.
1.45 INDEPENDENT CONTRACTOR:
The Contractor is an independent Contractor under the Contract.
Services provided by the Contractor shall be by employees of the
Contractor and subject to supervision by the Contractor, and not as
officers, employees, or agents of the City. Personnel policies, tax
responsibilities, social security and health insurance, employee
benefits, purchasing policies and other similar administrative
procedures, applicable to services rendered under the Contract
shall be those of the Contractor.
1.46 DISCRIMINATION
Any entity or affiliate who has been placed on the discriminatory
vendor list may not submit a bid/proposal on a contract to provide
goods or services to a public entity, may not submit a bid/proposal
on a contract with a public entity for construction or repair of a
public building or public work, may not submit bids/proposals on
leases of real property to a public entity, may not award or perform
work as a contractor, supplier, subcontractor, or consultant under
contract with any public entity, and may not transact business with
any public entity
End of Section
|REQUEST FOR PROPOSAL NO. 17-10-01 10
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 experienced and qualified professional
public relations agency service providers (hereafter referred to as the “agency”).
2.2 PRE-BID CONFERENCE (NON-MANDATORY):
A pre-bid conference will be held on October 11, 2017 at 11:00 AM 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 upon execution by both parties which shall be the effective date
succeeding approval of the contract by the City Commission, or designee, unless otherwise
stipulated in the Notice of Award letter; 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, for a maximum of five (5) years. 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
|REQUEST FOR PROPOSAL NO. 17-10-01 11
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
continuation is clearly in the best interest of the City.
Should the vendor decline the City’s right to exercise the option period, the City may consider the
vendor in default which may affect that vendor’s eligibility for future contracts.
2.5 METHOD OF AWARD
See Section 4: Evaluation process.
2.6 PRICE
Progress payments will be made on the basis of hours of work completed during the course of
the engagement and expenses incurred in accordance with the firm’s price proposal. If the
vendor is awarded a contract under this solicitation, the prices proposed by the vendor shall
remain fixed and firm during the initial term of contract. Prior to each renewal prices will be
renegotiated per section 2.4
2.7 PERFORMANCE BOND
Intentionally Omitted
2.8 DELIVERY
Intentionally Omitted
2.9 INSURANCE
Comprehensive General Liability with minimum limits of Two Million Dollars ($2,000,000.00) per
occurrence combined single limit for Bodily Injury Liability and Property Damage Liability.
Coverage must be afforded on a form no more restrictive than the latest edition of the
Comprehensive General Liability policy, without restrictive endorsements, as filed by the
Insurance Services Office, and must include:
o Premises and Operation
o Independent Contractors
o Products and/or Completed Operations Hazard
o Broad Form Property Damaged
o Broad Form Contractual Coverage applicable to this specific Contract, including any hold
harmless and/or indemnification agreement.
o Personal Injury Coverage with Employee and Contractual Exclusions removed, with
minimum limits of coverage equal to those required for Bodily Injury Liability and
Property Damage Liability.
Business Automobile Liability with minimum limits of One Million Dollars (1,000,000.00) per
occurrence combined single limit for Bodily Injury Liability and Property Damage Liability.
Coverage must be afforded on a form no more restrictive than the latest edition of the Business
Automobile Liability policy, without restrictive endorsements, as filed by the Insurance Services
Office, and must include:
o Owned Vehicles;
|REQUEST FOR PROPOSAL NO. 17-10-01 12
o Hired and Non-Owned Vehicles;
o Employers’ Non-Ownership.
o Professional Liability/Error’s & Omissions
A. Limits of Liability
Each Claim $1,000,000, Policy Aggregate $1,000,000
Before starting the Work, the vendor will file and make sure that all certificates of
insurance required by this document and by the Contract are in the City’s possession.
These certificates shall contain a provision that the coverage afforded under the policies
will not be canceled or materially changed until at least thirty (30) days prior written
notice has been given to the City by certified mail. The City shall be named as an
additional insured on the above-referenced policies.
The vendor agrees that if any part of the Work under the Contract is sublet, they will
require the Sub-vendor(s) to carry insurance as required, and that they will require the
Sub- vendor(s) to furnish to them insurance certificates similar to those required by the
City in this section.
2.9.1 Cancellation and Re-Insurance:
If any insurance should be canceled or changed by the insurance company or should any
insurance expire during the period of this contract, the Contractor shall be responsible for
securing other acceptable insurance to provide the coverage specified in this section to
maintain coverage during the life of this Contract. All deductibles must be declared by
the Contractor and must be approved by the City. At the option of the City, either the
Contractor shall eliminate or reduce such deductible or the Contractor shall procure a
Bond, in a form satisfactory to the City, covering the same.
2.10 MONTHLY INVOICES PAYMENTS
Cut-off date is the close of the last business day of the month. Vendor shall submit by the 10th
day of the following month vendor's completed Statement of Services/Invoice. Should the 10th
fall on a weekend or holiday, Contractor shall submit his application on the next workday.
Vendor is advised that processing of invoices must follow this schedule, as the City has funding
requirements and other payment obligations which may prevent payment of late Statement of
Services for that month’s billing cycle. A late Statement of Services with a recommendation for
payment will be paid in the next month’s billing cycle.
2.11 EXCEPTIONS TO PROPOSAL
The Proposer must clearly indicate any exceptions they wish to take to any of the terms in this
Proposal, and outline what, if any, alternative is being offered. All exceptions and alternatives
shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and
absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which
exceptions and alternatives are rejected, the City shall require the Proposer to comply with the
particular term and/or condition of the RFP to which the Proposer took exception to (as said term
and/or condition was originally set forth on the RFP.)
2.12 VENDOR AS AN INDEPENDENT CONTRACTOR
It is expressly agreed that the Proposer is an independent contractor and not an agent of City.
The Proposer shall not pledge or attempt to pledge the credit of City or in any other way attempt
|REQUEST FOR PROPOSAL NO. 17-10-01 13
to bind the City.
2.13 PUBLIC RECORDS
IF THE SUCCESSFUL PROPOSER HAS QUESTIONS
REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA
STATUTES, TO THE SUCCESSFUL PROPOSER’S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT CITY OF
18070 COLLINS AVENUE, SUNNY ISLES BEACH, FL 33160.
THE CITY CLERK’S OFFICE MAY BE CONTACTED BY PHONE
AT (305) 792-1703 OR VIA EMAIL AT MBetancur@sibfl.net.
2.14 BACKGROUND CHECKS
The successful Firm will be responsible for hiring the necessary personnel to conduct the
specified services and will comply with all federal, state, and local laws related to minimum wage,
social security, nondiscrimination, Americans with Disabilities Act (“ADA”), unemployment
compensation, and workers’ compensation. All staff assigned to this contract shall be required, at
their sole cost and expense, to pass a criminal background check prior to award of the contract.
The criminal background check shall consist of a Florida Department of Law Enforcement
(“FDLE”) Florida Crime Information Center/National Crime Information Center (“FCIC/NCIC”)
criminal records check. Any employee not meeting this requirement will not be permitted to work
at any City facility.
2.15 SUBSTITUTION OF PERSONNEL
In the event the Contractor wishes to substitute personnel for the key personnel identified by the
Contractor’s Proposal, the Contractor must notify the City in writing and request written approval
for the substitution at least ten (10) business days prior to effecting such substitution.
2.16 LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS
Proposer agrees to comply, subject to applicable professional standards, with the provisions of
any and all applicable Federal, State, County and City orders, statutes, ordinances, rules and
regulations which may pertain to the Services required under the Agreement, including but not
limited to:
A. Equal Employment Opportunity (EEO), in compliance with Executive Order 11246 as amended
and applicable to this Contract.
B. Miami-Dade County Florida, Department of Small Business Development Participation
Provisions, as applicable to this Contract.
C. Occupational Safety and Health Act (OSHA) as applicable to this contract.
D. Environmental Protection Agency (EPA), as applicable to this Contract.
E. Miam i-Dade County Code, Chapter 11A, Article 3. All contractors and subcontractors
performing work in connection with this Contract shall provide equal opportunity for employment
|REQUEST FOR PROPOSAL NO. 17-10-01 14
because of race, religion, color, age, sex, national origin, sexual preference, disability or marital
status. The aforesaid provision shall include, but not be limited to, the following: employment,
upgrading, demotion or transfer, recruitment advertising; layoff or termination; rates of pay or
other forms of compensation; and selection for training, including apprenticeship. The Contractor
agrees to post in a conspicuous place available for employees and applicants for employment,
such notices as may be required by the Dade County Fair Housing and Employment
Commission, or other authority having jurisdiction over the Work setting forth the provisions of the
nondiscrimination law.
END OF SECTION
|REQUEST FOR PROPOSAL NO. 17-10-01 15
Section 3
Scope of Services / Technical Specifications
3.1 SCOPE OF SERVICES
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 address at 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”).
3.2 BACKGROUND
The City of Sunny Isles Beach is a municipal entity that is well into a renaissance from a small
‘motel row’ destination to a luxurious, upscale destination to not only visit but to also live, work,
dine and entertain. With significant projects just completed and others on the way, there is more
to come that will complete this upscale community and make Sunny Isles Beach the place to be.
The Sunny Isles Beach Tourism and Marketing Council (SIBTMC) is a sales and marketing
organization. Its mission is to attract, encourage and induce all persons and organizations to visit
Sunny Isles Beach for MICE MARKET, business and pleasure. Acting on behalf of its members, its
government partners, the City of Sunny Isles Beach and the Greater Miami Convention and
Visitors Bureau (GMCVB) and the citizens of Sunny Isles Beach, the SIBTMC markets and
promotes all segments of the community as a preferred destination. In furtherance of this
mission, the SIBTMC will support and encourage actions and programs that enhance the appeal
and attractiveness of Sunny Isles Beach to visitors.
The City of Sunny Isles Beach and SIBTMC and its contracted agencies must work together in
creating public relations strategies and programs that are integrated with SIBTMC’s marketing
efforts and focused on accomplishing the stated mission.
3.3 PUBLIC RELATIONS OVERVIEW
City of Sunny Isles Beach and SIBTMC develops and implements a year-round, targeted US,
Canadian, European and Latin American consumer and travel trade-based public relations
program that effectively:
• Builds awareness of the Sunny Isles Beach Miami brand as a family friendly, destination
wedding, beautiful beaches and cosmopolitan destination.
• Generates and maintains a high level of awareness of the Sunny Isles Beach Miami area
and the emotional and rational benefits of vacationing, conducting meetings, establishing
a business, or living here.
• Communicates the diversity of Sunny Isles Beach Miami travel and residential experience.
• Ensures integration of all PR efforts with marketing/branding campaigns.
• Emphasizes Sunny Isles Beach Miami diversity including unique niche markets such as
Gay & Lesbian Travel, Arts & Culture, Special Events, Cuisine, Heritage, Family Travel,
Destination Wedding, African-American, U.S. Hispanic and Business Travel.
• Although efforts are year-round, City of Sunny Isles Beach expects Agency to put special
emphasis on boosting shoulder/summer business via targeted media publicity and
promotion of national or international special events/announcements.
|REQUEST FOR PROPOSAL NO. 17-10-01 16
• Develop informational brochures and/fact sheets to provide to the travel community
3.4 GENERAL SCOPE OF MONTHLY SERVICES
The Agency shall be the principal advisor and provider to City of Sunny Isles Beach and SIBTMC
for proactive, Sunny Isles Beach Miami brand-supporting public relations efforts to a variety of
target audiences including travel trade media and consumer media—such as appropriate
television outlets, radio stations, internet magazines, printed magazines and newspapers
(national and regional). Agency shall also be responsible for advising City of Sunny Isles Beach,
SIBTMC and its members on issues, and management efforts which would impact the mission
accomplishments of the city.
During the term of this agreement, the Agency will provide the following Public Relations (PR)
services for the U.S. (national, regional and in-state), Canadian, Latin American and European
markets that include but are not limited to:
A. Develop and implement a strategic PR plan that supports the Sunny Isles Beach Miami brand.
B. Consult with City of Sunny Isles Beach and SIBTMC regularly regarding PR strategies and
ongoing PR issues.
C. Develop and issue press releases for top events and activities including the Jazzfest in November;
and ongoing releases branding Sunny Isles Beach.
D. Ongoing communication (e-mail, fax, phone calls, regular mail) to all relevant media throughout
U.S., Canada, Latin America and Europe to promote SIB Miami developments (news and
features), utilizing news releases, tip sheets, fact sheets, etc.
E. Develop radio promotions for targeted radio stations (with consumer contest promotions),
encouraging live remote(s) in SIBTMC without media buy (trade only). Emphasis will be on
promoting Sunny Isles Beach Summer and the Sunny Isles Beach JazzFest. Agency to secure
targeted radio stations and SIBTMC will fund appropriate crew expenses in Miami. Visits will
require an Agency representative to accompany the media.
F. Develop customized news releases/tip sheets and advise SIBTMC on updating of press kit
materials
G. Must have relationships with local Greater Miami newsprint i.e. Miami Herald, Miami Today
H. Demonstrate creative use of technology and social media to implement PR programs.
I. Provide a 24 hours/ 365 days per year availability service for issues and crisis management and
crisis PR. This includes advising City of Sunny Isles Beach and SIBTMC of potentially negative
issues in the media and suggesting appropriate strategy, working with SIBTMC on appropriate
action to respond to the issue and media training session(s) as appropriate.
J. Develop and keep current a list of media contacts in Canadian, Latin American, and European
consumer and trade media outlets. Said list will be made available to the SIBTMC.
K. Maintain stock of media kits with selected materials, Agency-generated releases, fact sheets and
photography for distribution to media for Agency pitching.
|REQUEST FOR PROPOSAL NO. 17-10-01 17
L. Provide regular reports on all secured publicity, including measurements such as circulation,
viewership and advertising value.
M. Must provide a quarterly update report on public relations to the City of Sunny Isles Beach and
SIBTMC. Report to include, media monitoring and reporting on agency generated stories that
were pitched.
N. Agency should be prepared to make at least one in-person presentation of program status
annually, to City at Commission Meetings and to SIBTMC at annual meeting.
O. Represent the SIBTMC and the City in the Media Marketplace at IPW.
P. Liaise with SIBTMC member organizations in regards to developing a strategic PR plan, news
releases and tip sheets.
Q. Restrict operations / no representation of any competing destinations within at least a (200) mile
radius of the City of Sunny Isles Beach.
R. Securing two appropriate major individual media visits throughout the year (consumer contest
promotions can be included) in niche markets. Agency to be responsible (with assistance from
City of Sunny Isles Beach and SIBTMC where appropriate) for suggesting itineraries, soliciting
participation of high quality consumer and trade media representatives to ensure desired media
productivity; and managing tour functions to assure success. SIBTMC to secure hotel
accommodations and develop final itinerary – and in special cases SIBTMC may secure restaurant
partners and provide ground transportation. Visits may require an Agency representative to
accompany the journalist.
S. Arrange for 3 familiarization visits by key markets of the travel industry to SIB annually as
mutually agreed upon with the Sunny Isles Beach Tourism and Marketing Council (SIBTMC) and
the City and assist as needed.
T. Organize sales calls and media visits in key markets for SIBTMC.
END OF SECTON
|REQUEST FOR PROPOSAL NO. 17-10-01 18
Section 4
Evaluation Process
4.1 Review of Proposals For Responsiveness
Each proposal will be reviewed to determine if the proposal is responsive to the
submission requirements outlined in the solicitation. A responsive proposal is one which
follows the requirements of this solicitation that includes all documentation, is submitted
in the format outlined in this solicitation, is of timely submission, and has the appropriate
signatures as required on each document. Failure to comply with these requirements
may result in the proposal being deemed non-responsive. Proposals received without
addendum acknowledgement shall be considered non-responsive. The contract will be
awarded to the lowest responsible and responsive proposer whose proposal best serves
the interest of and represents the best value to the City in conformity with section 62-8
of the City code.
4.2 Qualifications
Proposals will be evaluated on the criteria listed below.
Technical Qualifications
1. Proposer’s relevant experience, qualifications and past performance
2. Relevant experience and qualifications of key personnel, including key personnel of
subcontractors that will be assigned to this project and experience and
qualifications of subcontractors
3. Proposers approach methodology to providing the services requested in this
solicitation
4. Proposed solution functionality, implementation and other objectives and
requirements as stated
5 Key Market Relationships for Travel & MICE
6 Financial Background
7 Agency Billings
8 Strategic Thinking/Creative Ability
Price
1. Proposer’s proposed price
4.3 Oral Presentations
Upon completion of the criteria evaluation indicated above, the Evaluation / Selection
Committee may choose to conduct an oral presentation with the Proposer(s) which the
Evaluation / Selection Committee deems to warrant further consideration. Upon
completion of the oral presentation(s), the Evaluation / Selection Committee will re-
evaluate the proposals remaining in consideration based upon the written documents
combined with the oral presentation.
4.4 Price Evaluation
The price proposal will be evaluated subjectively in combination with the technical
|REQUEST FOR PROPOSAL NO. 17-10-01 19
proposal, including an evaluation of how well it matches Proposers understanding of the
City’s needs described in this solicitation, the proposers assumptions, and the value of
the proposed services. The pricing evaluation is used as part of the evaluation process.
The City reserves the right to negotiate the final terms, conditions and pricing of the
contract as may be in the best interest of the City.
4.5 Negotiations
The City may award a contract on the basis of initial offers received, without discussions.
Therefore, each initial offer should contain the Proposer’s best terms from a monetary
and technical standpoint.
Notwithstanding the foregoing, if the City and said Proposer(s) cannot reach agreement
on a contract, the City reserves the right to terminate negotiations and may, at the City
Manager’s or designee’s discretion, begin negotiations with the next lowest responsible
and responsive proposer. This process may continue until a contract acceptable to the
City has been executed or all proposals are rejected. No Proposer shall have any rights
against the City arising from such negotiations or termination thereof.
Any Proposer recommended for negotiations may be required to provide to the City:
a) Its most recent certified business financial statements as of a date not earlier than
the end of the Proposer’s preceding official tax accounting period, together with a
statement in writing, signed by a duly authorized representative, stating that the
present financial condition is materially the same as that shown on the balance sheet
and income statement submitted, or with an explanation for material change in the
financial condition. A copy of the most recent business income tax return will be
accepted if certified financial statements are unavailable.
b) Information concerning any prior or pending litigation, either civil or criminal,
involving a governmental agency or which may affect the performance of services to
be rendered herein, in which the Proposer, any of its employees or subcontractors is
or has been involved within the last three years.
END OF SECTON
|REQUEST FOR PROPOSAL NO. 17-10-01 20
Section 5
Proposal Format
5.0 FORMAT
Proposers must submit (1) original, four (4) copies and one (1) flash drive or CD copy of the
Proposal. The original Proposal must contain an original signature in blue ink. Be sure that the
individual signing the Proposal is authorized to commit the Proposer's organization to the
Proposal as submitted. Each page of the Proposal should state the name of the Proposer, the RFP
number, and the page number. The City reserves the right to request additional data or material
to support Proposals. All material submitted in response to the RFP will become the property of
the City.
LABEL EACH SECTION AS NUMBERED
The proposal must be in the following format.
1. Corporate Background
Proposer details on the corporation’s background and each known subcontractor, its size,
and resources. In response to this Proposal, all Proposers must provide the following:
Name of Agency/Company (including any "Doing Business As" names)
Company Locations including all branches
Internet Web Site Address (if any)
Details of Entity Business Structure (Corporation, Partnership, LLC)
Date Established
Business licenses. Evidence that your firm and/or persons performing the work
are licensed to do business in the State of Florida.
Home office address and telephone number, and local address and phone
number
List of any outstanding litigation that would threaten the viability of the firm or
the performance of this contract
Proof of insurance
Indication of how long it would take to implement service after authorized to
begin
Total number of fulltime employees.
2. Qualifications
Proposer’s relevant experience, qualifications and past performance
Each proposer must submit a list of key markets in which they currently have
working relationships.
An explanation of why the Proposer is the best qualified to perform the contract
and demonstrate its qualifications including an item-by-item disclosure outlining
how the firm meets or exceeds the requirements of this RFP.
A schedule of proposed services. The schedule should include the Proposer's
understanding of the issues and tasks of the project at hand.
Listing of major accounts including current tourism/leisure/hospitality accounts.
Details of corporate client experiences within the last three (3) years relevant to
the services requested in this RFP.
List any other relevant experience of the agency (including knowledge of the
travel, tourism and meeting industry).
|REQUEST FOR PROPOSAL NO. 17-10-01 21
List experience in brand marketing and experience in developing and
implementing PR programs regionally, nationally, Canada, Latin America &
Europe.
All clients added and lost in the past five years.
Discuss value-added benefits that set your firm apart including unique service
offerings, use of technology, community services, etc. Include descriptions,
letters, press releases, brochures and flyers that will assist the City in evaluating
the proposal.
3. Staffing
Relevant experience and qualifications of key personnel, including key personnel of
subcontractors, that will be assigned to this project and experience and qualifications of
subcontractors, along with resume of experience and qualifications. The size and
experience of the company staff pool from which staff assigned to the management
contract can be drawn. Please identify your agency's organizational chart for those team
members proposed for this RFP. The composition of the staff team should include:
• The names of the employees in the area responsible for this contract
• Their function in the company.
• The name of the person who will be responsible for the coordination of work.
4. Approach / Methodology
Proposers assessment of the City of Sunny Isles Beach needs and approach
methodology to providing the services requested in this solicitation should include, a
plan/outline in addition to the following:
Suitability of the methodologies and approaches used in achieving tasks
Overall organization to completing the project
Ability to meet desired timelines and deadlines
5. Financial Background
Financial statements for the applicable legal entity(ies) (prime bidder and known
subcontractors) sufficient to demonstrate the capability to perform this contract shall be
provided for each of the last three (3) years. These should include:
• Balance sheet
• Statement of income
• Statement of changes in financial position
• Notes to financial statements
• Auditor’s reports
• Most recent Annual Report
The agency must agree to permit complete audits of its records relating to the proposers
account by any authorized representative of the City at the Cities discretion.
6. Agency Billings
• The average billing of the agency accounts.
7. Creative Ability
The agency shall submit examples of past publicity results and indicate the approach
taken for the development of those examples. The work should show the breadth of
|REQUEST FOR PROPOSAL NO. 17-10-01 22
capabilities for the Agency, including not only samples that highlight work for the leisure
travel market, meetings/incentive market, travel trade market, as well as niche markets
such as Boutique Hotels, Gay & Lesbian Travel, Arts & Culture, Special Events, Cuisine,
Family Travel, Heritage would also be desired. Also may provide examples for creative
for other industries and clients. Agency should include any demonstrated use of creative
technology to implement PR programs.
8. Strategic Thinking
In order to provide an insight into the strategic capabilities of your Agency, please
provide one appropriate example for each of the following (this does not necessarily
require creative, but samples are welcome):
Domestic and Canadian Consumer Media Placements and Promotions
Travel Trade/Meeting Industry Placements
Issues Management Examples
• Please state what research affiliates or internal research resources the Agency has
available
• Please state how the Agency approaches identifying the key target audiences for its
clients and how it then determines the appropriate media to best communicate with
those audiences
• Please share what the agency’s experience is with web-based and social media PR
• State what experience the agency has with the development of creative or non-
traditional strategic alliances/sponsorships (i.e. industries outside of the travel business)
to implement PR programs. State what experience the agency has with measurement of
PR results
• State what experience the agency has in developing strategic PR and issues management
plans. (Examples may be shared and results may also be included)
9. Cost of Services
Each firm shall submit in their price proposal any pricing conditions or contingencies. All
costs including travel are to be included in your proposal. Price must be annual firm fixed
fee (including the initial two years). (See attached Bid Form A)
10. References
Each Proposer must submit a list of three (3) references of Current and Past Customers
of which they have provided services similar in scope and size of those described herein.
• Each Reference must be supplied on Clients Letterhead
• Each Reference letter must be signed with contact person and phone number.
The City retains the right to request any additional information pertaining to the
Proposer's ability, qualifications, and procedures used to accomplish all work under the
contract as it deems necessary to ensure safe and satisfactory work.
Do not include City of Sunny Isles Beach or its employees as references when submitting
your proposal.
11. Contract Forms
All completed contract forms
END OF SECTION
|REQUEST FOR PROPOSAL NO. 17-10-01 23
OPENING: 2:30 P.M.
October 31, 2017
NOTE: City of Sunny Isles Beach is exempt from all taxes (Federal, State, and Local). Bid price should be
less all taxes. Tax Exemption Certificate furnished upon request.
Issued by: Purchasing Agent
Genesis Cuevas
Date Issued:
October 2, 2017
This Bid Submittal Consists of
Pages 24 through 30
Sealed bids are subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid
Submittal. Such other contract provisions, specifications, drawings or other data as are attached or
incorporated by reference in the Bid Submittal, will be received at the office of the City Clerk at the
address shown above until the above stated time and date, and at that time, publicly opened for
furnishing the supplies or services described in the accompanying Bid Submittal Requirement.
RFP 17-10-01
Public Relations for Tourism and Trade Industry Services
A Bid Deposit in the amount of 0% of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of 0% of the total amount of the bid will be required upon execution
of the contract by the successful bidder and City of Sunny Isles Beach
Procurement Agent: Firm Name:
Genesis Cuevas
________________________________________
Commodity Code(s):
RETURN ONE ORIGINAL AND FOUR COPIES, AND ONE ELECTRONIC FILE OF BID SUBMITTAL
PAGES AND AFFIDAVITS
FAILURE TO SIGN PAGE 25 OF SECTION 6 BID SUBMITTAL WILL RENDER YOUR BID NON-
RESPONSIVE
Request for Proposal
SECTION 6
BID SUBMITTAL FORMS
DELIVER TO:
City of Sunny Isles Beach
City Clerk
18070 Collins Avenue
Sunny Isles Beach, FL 33160
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
CITY OF SUNNY ISLES BEACH, FLORIDA
|REQUEST FOR PROPOSAL NO. 17-10-01 24
SECTION 6
BID SUBMITTAL FOR:
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN
CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
REQUEST FOR PROPOSAL NO. 17-10-01 25
BID SUBMITTAL FORM
The undersigned Proposer proposes and agrees, if this Bid is accepted, to enter into an agreement with
the City of Sunny Isles Beach to perform and furnish all Services as specified or indicated in the Contract
Documents for the Contract Price and within the Contract Time indicated in this Bid and in accordance with
the other terms and conditions of the Contract Documents.
The Proposer accepts all of the terms and conditions of the Advertisement or Invitation to Bid and
Instructions to Proposers, including without limitation those dealing with the disposition of Bid Security. This
Bid will remain subject to acceptance for 90 days after the day of Bid opening. The Proposers agrees to sign
and submit the Agreement with the Bonds and other documents required by the Bidding Requirements
within ten days after the date of the City’s Notice of Award.
In submitting this Bid, the Proposer represents, as more fully set forth in the Agreement, that:
The Proposer has familiarized himself/herself with the nature and extent of the
Contract Documents, Work, site, locality, and all local conditions and Law and
Regulations that in any manner may affect cost, progress, performance, or
furnishing of the Work.
The Proposer has given the City written notice of all conflicts, errors,
discrepancies that it has discovered in the Contract Documents and the written
resolution thereof by City is acceptable to the Proposer.
This Bid is genuine and not made in the interest of or on behalf of any
undisclosed person, firm or corporation and is not submitted in conformity with
any agreement or rules of any group, association, organization, or corporation;
the Proposer has not directly or indirectly induced or solicited any other
Proposers to submit a false or sham Bid; the Proposer has not solicited or
induced any person, firm or corporation to refrain from Bidding; and Proposer
has not sought by collusion to obtain for itself any advantage over any other
Proposers or over the City.
The City and the successful Proposer will establish completion times for each individual Work Item and
the successful Proposer agrees that the work will be completed within the time frames agreed upon and
stipulated in the Notice to Proceed.
FIRM NAME:_____________________________________________________________________________
Street Address:
_____________________________________________________________________________
Mailing Address (if different):
_____________________________________________________________________________
Telephone No. _______________________________Fax No. _________________________
Email Address: _______________________________FEIN No. __/__-__/__/__/__/__/__/__
REQUEST FOR PROPOSAL NO. 17-10-01 26
*“BY SIGNING THIS DOCUM ENT THE BIDDER AGREES TO ALL TERMS
SIGNATURE:
__________________________________________________________________
(SIGNATURE OF AUTHORIZED AGENT)
PRINT NAME: _________________________
TITLE:_________________________________________
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO
BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE
INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL
NON-RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY
PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE
PROPOSER TO THE TERMS OF ITS OFFER.
REQUEST FOR PROPOSAL NO. 17-10-01 27
ATTACHMENT A – PRICE PROPOSAL
Provide a detailed cost statement for providing the services indicated in Section 3.0 Scope of Services.
Itemize fees, expenses and any optional costs separately. You may provide additional documents as
needed but include the total all-inclusive cost statement in Table 1. All estimated out-of-pocket expenses
should be presented in Table 1. All expense reimbursements will be charged against the total all-inclusive
maximum price submitted by the firm.
Table 1 – All Inclusive Cost (Initial 2 Year Contract Term)
Item Description Year 1 Year 2
1. All Inclusive Cost for
Scope of Services
Requested in Section
3.0
$
$
Table 2 – Options to Renew for three (3) Additional Year(s)
The initial contract prices resultant from this solicitation shall prevail for a two (2) year period from the
contract’s initial effective date. Prior to, or upon completion of that initial term, at the City’s sole
discretion, the City shall have three (3) options to renew the contract on a year-by-year basis.
Item Description Year 3 Year 4 Year 5
1. All Inclusive Cost for
Scope of Services
Requested in
Section 3.0
$
$
$
REQUEST FOR PROPOSAL NO. 17-10-01 28
AFFIDAVITS
NON-COLLUSION AFFIDAVIT
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
STATE OF FLORIDA )
)
COUNTY OF _____________)
The undersigned being first duly sworn as provided by law, deposes, and says:
This Affidavit is made with the knowledge and intent that it is to be filed with the City of Sunny Isles Beach City Commission and that it will be
relied upon by said County, in any consideration which may give to and any action it may take with respect to this Bid.
The undersigned is authorized to make this Affidavit on behalf of,
_____________________________________________________________
(Name of Corporation, Partnership, Individual, etc.)
a, ________________________________, formed under the laws of _____________
(Type of Business) (State)
of which he is ________________________________________________.
(Sole Owner, Partner, President, etc.)
Neither the undersigned nor any person, firm, or corporation named in above Paragraph 10.2, nor anyone else to the knowledge of the
undersigned, have themselves solicited or employed anyone else to solicit favorable action for this Bid by the City, also that no head of any
department or employee therein, or any officer of the City of Sunny Isles Beach, Florida is directly interested therein.
This Bid is genuine and not collusive or a sham; the person, firm or corporation named above in Paragraph 10.2 has not colluded, conspired,
connived or agreed directly or indirectly with any proposers or person, firm or corporation, to put in a sham Bid, or that such person, firm or
corporation, shall refrain from Bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication
or conference with any person, firm or corporation, to fix the prices of said Bid or Bids of any other proposers; and all statements contained in
the Bid or Bids described above true; and further; neither the undersigned, nor the person, firm or corporation named above in Paragraph
10.2, has directly or indirectly submitted said Bid or the contents thereof, or divulged information or data relative thereto, to any association or
to any member or agent thereof.
______________________________________________________________________
AFFIANT’S NAME AFFIANT’S TITLE
TAKEN, SWORN AND SUBSCRIBED TO BEFORE ME this _____ day of _______________________, 201_.
Personally Known ________ or Produced Identification ________;
Type of identification ___________________________________
(Affix seal here)
___________________________________
NOTARY PUBLIC (name printed or typed)
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PUBLIC ENTITY CRIMES
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a)
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
PUBLIC ENTITY CRIMES
Pursuant to the provisions of paragraph (2) (a) of Section 287.133, Florida State Statutes - "A person or affiliate
who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a
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 a public entity, may not be awarded to perform Work as a Contractor, supplier, Sub-Contractor, or
Consultant under a Contract with any public entity, and may not transact business with any public entity in excess
of the threshold amount Category Two of Sec. 287.017, FS for thirty six months from the date of being placed on
the convicted vendor list".
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER
OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
11.1. This sworn statement is submitted to City of Sunny Isles Beach _____________
by____________________________________________________________________________ [print individual’s name and title]
for____________________________________________________________________________ [print name of entity submitting sworn statement]
whose business address is:
_______________________________________________________________________________
_______________________________________________________________________________
and (if applicable) its Federal Employer Identification number (FEIN) is_____________________.
(If the entity had no FEIN, include the Social Security Number of the individual signing this sworn
statement:_________________________________.)
11.2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a
violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or with the
United States, including, but not limited to, any Bid or Contract for goods or services to be provided to any
public entity or an agency or political subdivision of any other state of the United States and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
11.3. I understand that "convicted" or "conviction" as defined in Para. 287.133(1)(b), Florida Statutes, means a
finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any
federal or state trail court of record relating to charges brought by indictment or information after July 1,
1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.
11.4. I understand that an "affiliate" as defined in Para. 287.133(1)(a), Florida Statutes, means:
a.) predecessor or successor of a person convicted of a public entity crime; or
b.) Any entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity crime. The term "affiliate" includes those officers,
directors, executors, partners, shareholders, employees, members, and agents who are active in
the management of an affiliate. The ownership by one person of shares constituting a controlling
interest in another person, or a pooling of equipment or income among persons when not for fair
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10/1998
market value under an arm's length agreement, shall be a prime facie case that one person
controls another person. A person who knowingly enters into a joint venture with a person who
has been convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
11.5. I understand that a "person" as defined in Para. 287.133(1)(e), Florida Statutes, means any natural
person or entity organized under the laws of any state or of the United States with the legal power to
enter into a binding Contract and which Bids or applies to Bid on Contracts for the provision of goods or
services let by a public entity, or which otherwise transacts or applies to transact business with a public
entity. The term "persons" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of any entity.
11.6. Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement. (Indicate which statement applies.)
____ Neither the entity submitting this sworn statement, nor any of it's officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, nor any
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of
Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer of the
State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this sworn statement on the
convicted vendor list. (Attach a copy of the final order.)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE
PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 11.1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND,
THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I
ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO
A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA
STATUTES, FOR CATEGORY TWO OF ANY, CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
By:
______________________________________
(Signature)
______________________________________
(Printed Name)
______________________________________
(Title)
Sworn to and subscribed before me this ______ day of_______________________, 20_____, by
__________________________________________________.
(AFFIX NOTARY STAMP HERE) ______________________________________
Signature: Notary Public – State of Florida
______________________________________
Print or Type Commissioned Name
Personally Known __________ OR Produced Identification __________
Type of Identification Produced ________________________________
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EQUAL OPPORTUNITY /
AFFIRMATIVE ACTION
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT
The contractors and all subcontractors hereby agree to a commitment to the principles and
practices of equal opportunity in employment and to comply with the letter and spirit of
federal, state, and local laws and regulations prohibiting discrimination based on race,
color, religion, national region, sex, age, handicap, marital status, and political affiliation or
belief.
Signed: ________________________________________
Title: ________________________________________
Firm: ________________________________________
Address: ________________________________________
________________________________________
4 of 7
5 of 7
C O N F L I C T O F I N T E R E S T
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles each, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
CONFLICT OF INTEREST STATEMENT
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. Proposers
must disclose with their Bids, the name of any officer, director, partner, associate or agent who is also an officer o r
employee of the City of Sunny Isles Beach or its agencies.
STATE OF FLORIDA
COUNTY OF ________________________
BEFORE ME, the undersigned authority, personally appeared __________________________________________ ,
who was duly sworn, deposes, and states:
18.1. I am the _________________________ of __________________________________________ with a local
office in ______________________________________________________________________ and principal office
in ___________________________________________________________________________________________.
18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. _________________
described as _________________________________________________________. The Affiant has made diligent
inquiry and provides the information contained in this Affidavit based upon his own knowledge.
18.3. The Affiant states that only one submittal for the above Bid is being submitted and that the above named
entity has no financial interest in other entities submitting Bids for the same project.
18.4. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in connection
with the entity’s submittal for the above Bid. This statement restricts the discussion of pricing data until the
completion of negotiations if necessary and execution of the Contract for this project.
18.5. Neither the entity nor its affiliates, nor anyone associated with them, is presently sus pended or otherwise
ineligible from participation in contract letting by any local, State, or Federal Agency.
18.6. Neither the entity, nor its affiliates, nor anyone associated with them have any potential conflict of
interest due to any other clients, contracts, or property interests for this project.
18.7. I certify that no member of the entity’s ownership or management is presently applying for any employee
position or actively seeking an elected position with the City of Sunny Isles Beach.
18.8. I certify that no member of the entity’s ownership or management, or staff has a vested interest in any
aspect of the City of Sunny Isles Beach.
18.9. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the a bove
named entity, will immediately notify the City of Sunny Isles Beach.
Dated this __________ day of __________________________________, 20 ____.
____________________________________________ ____________________________________
AFFIANT Print or Type Name and Title
Sworn to and subscribed before me this __________ day of ______________________________, 20____.
Personally Known, OR
Produced Identification - Type of Identification ____________________________________________
NOTARY PUBLIC STATE OF FLORIDA _______________________________________________________
DISPUTE DISCLOSURE
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
DISPUTE DISCLOSURE FORM
Answer the following questions by placing a “X” after “Yes” or “No”. If you answer “Yes”, please
explain in the space provided, or on a separate sheet attached to this form.
19.1. Has your firm or any of its officers, received a reprimand of any nature or been suspended by the
Department of Professional Regulations or any other regulatory agency or professional associations within the last
five (5) years?
YES __________ NO __________
19.2. Has your firm, or any member of your firm, been declared in default, terminated or removed from a
contract or job related to the services your firm provides in the regular course of business within the last five (5)
years?
YES __________ NO __________
19.3. Has your firm had against it or filed any requests for equitable adjustment, contract claims, Bid protests,
or litigation in the past five (5) years that is related to the services your firm provides in the regular course of
business?
YES __________ NO __________ If yes, state the nature of the request for equitable adjustment, contract
claim, litigation, or protest, and state a brief description of the case, the outcome or status of the suit and the
monetary amounts of extended contract time involved.
I hereby certify that all statements made are true and agree and understand that any misstatement or
misrepresentation of falsification of facts shall be cause for forfeiture of rights for further consideration of this Bid
for the City of Sunny Isles Beach.
________________________________________ ______________________________________
Firm Date
________________________________________ _______________________________________
Authorized Signature Print or Type Name and Title
6 of 7
ANTI-KICKBACK
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947-0606 Fax: (305) 949-3113
ANTI-KICKBACK AFFIDAVIT
STATE OF FLORIDA )
)
COUNTY OF ___________ )
I, the undersigned, hereby duly sworn and deposed say that no portion of this sum herein Bid
will be paid to any employees of the City of Sunny Isles Beach or its elected officials as a
commission, kickback, reward or gift, directly or indirectly by me or any member of my firm or
by an officer of the corporation.
By: ________________________________
Title: ________________________________
The foregoing instrument was acknowledged before me this _____ day of
__________________, 20____, by _________________________________________ [name
of person], as __________________________________ [type of authority], for
________________________________ [name of party on behalf of whom instrument was
executed].
AFFIX NOTARY STAMP HERE:
_______________________________
Notary Public – State of Florida
________________________________
Print or Type Commissioned Name
Personally Known __________ OR Produced Identification __________
Type of Identification Produced ________________________________
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