1. RFP BOG 24-001.docx

TITLE PAGE

FLORIDA BOARD OF GOVERNORS

BOG 24-001

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

Communications Agency

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS PROPOSAL TITLE PAGE, I HEREBY STATE THAT I HAVE READ THE ENTIRE RFP TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS AND ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Contract including those contained in the Standard Contract.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the respondent’s organization who has legal authority to bind the organization to the provisions of the Proposals. This usually is the President, Chairman of the Board, or owner of the entity. Documentation establishing delegated authority must be included with the Proposal if signed by other than the authorized representative.

Solicitation Number: insert # Invitation to Negotiate Insert solicitation title Page | 3

TABLE OF CONTENTS

SECTION 1.0: Introduction SECTION 2.0: Procurement Rules and Information SECTION 3.0: Instructions for Proposal Submittal SECTION 4.0: Special Conditions SECTION 5.0: Proposal Evaluation Process and Criteria…………………………………….

ATTACHMENT A: Scope of Services ATTACHMENT B: Cost Proposal ATTACHMENT C: Prior Experience Form ATTACHMENT D: Statement of Non-Collusion ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List…… ATTACHMENT F: Identical Tie Certification………………………………………… ATTACHMENT G: Evaluation Criteria ATTACHMENT H: Subcontractors List Form …………………………………………………

SECTION 1.0 INTRODUCTion

1.1 Statement of Purpose

The Board of Governors (the Board) is requesting proposals for a communications agency to support the Assistant Director of Public Affairs.

1.2 Legal Authority

Chapter 287, Florida Statutes and 20.155, Florida Statutes

1.3 Scope of Services

A detailed scope of services for this solicitation is provided as Scope of Services (Attachment A), in this RFP.

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this RFP for further detail.

1.5 Solicitation Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and the Scope of Services (Attachment A), the following definitions also apply to this RFP:

Board: The Board of Governors; may be used interchangeably with BOG.

Business Days: Monday through Friday, excluding state holidays.

Business Hours: 8:00 a.m. to 5:00 p.m., Eastern Time on all business days.

Calendar Days: All days, including weekends and holidays.

Contract: The formal agreement that will be awarded to the successful Provider under this RFP, unless indicated otherwise.

Minor Irregularity: As used in the context of this solicitation, indicates a variation from the RFP terms and conditions which does not affect the price of the Proposal, or give the Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Board.

Proposal: The complete written response of the Respondent to the RFP (technical and cost proposals), including properly completed forms, supporting documents, and attachments.

Respondent: The business entity that submits a proposal.

Provider: The successful Respondent awarded a contract by the Board in accordance with the terms of this RFP.

State: State of Florida.

Vendor Information Portal (VIP): Refers to the State of Florida’s internet-based vendor information system, which is available at: https://vendor.myfloridamarketplace.com.

ATTACHMENT ##

STATEMENT OF NON-COLLUSION

Where there is a conflict between a definition in this solicitation, Section 1.5, above, and the definition in Scope of Services (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Services (Attachment A), will prevail when the term is used in the Scope of Services (Attachment A).

SECTION 2.0 PROCUREMENT RULES AND INFORMATION

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is: Lynn Robinson

Florida Board of Governors Attention: Lynn Robinson 325 West Gaines Street Tallahassee, FL 32399-1749 Email: BOGPurch@flbog.edu ******ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL*************

2.2 Restrictions on Communications

Pursuant to section 287.057(23), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer listed in Section 2.1., above. Violation of this provision may be grounds for rejecting a Proposal.

2.3 Term

It is anticipated that the Contract resulting from this RFP will be for 3 years from (February 15, 2024) or the Contract execution date whichever is later, subject to renewal as identified in Section 2.4. The Contract resulting from this RFP is contingent upon availability of funds.

2.4 Renewal

The Contract resulting from this solicitation may be renewed. Renewals may be made on a yearly basis for no more than three years beyond the initial contract, or for the term of the original contract, whichever is longer. Renewals must be in writing, subject to the same terms and conditions set forth in the initial Contract and any written amendments signed by the parties. Renewals are contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Board and are subject to the availability of funds.

2.5 Timeline

11:00 AM

Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

PRIOR TO:

1/3/24 Submit to: Florida Board of Governors Purchasing Office Attention: Lynn Robinson E-mail: BOGPurch@flbog.edu

Answers to Questions (Anticipated Date)

Sealed Proposals Due and Opened (electronic delivery pdf or Word format) Must be received PRIOR to:

1/24/24

11:00 AM

PUBLIC OPENING

Public opening will be by conference call only. 888-585-9008 Participant #362-708-510 Submission of proposals to: BOGPurch@flbog.edu

Evaluation of Proposals (Anticipated Date)

Posting of Intent to Award (Anticipated Date)

2.6 Addenda

If the Board finds it necessary to supplement, modify, or interpret any portion of the solicitation during the procurement process, a written addendum will be posted on the VIP. It is the responsibility of the Respondent to be aware of any addenda that might affect this RFP or their Proposal.

2.7 Questions

This provision takes precedence over General Instruction #5 in PUR1001.

Questions related to this solicitation must be received, in writing via e-mail, by the Procurement Officer identified in Section 2.1, within the time indicated in Section 2.5. Verbal questions or those submitted after the period specified in Section 2.5 will not be addressed.

Answers to questions submitted in accordance with Section 2.5 will be posted on the VIP.

2.9 Basis of Award

A single award will be made to the responsive, responsible Respondent(s) offering the most advantageous Proposal through the evaluation of proposals in accordance with Section 5.2. The Board reserves the right to not make an award under this RFP, as determined to be in the best interest of the State.

2.10 Identical Tie Proposals

In the event the Board’s evaluation results in identical scoring outcomes between two or more Respondents, the Board will provide the Identical Tie Certification, Attachment F, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, the Board will award the procurement or contract to the business having the smallest net worth. If one or more Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by the Board to submit Respondents net worth.

In the event the Board is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment F, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Board’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VIP.

2.11 Modifications and Withdrawal

A Respondent may modify or withdraw its Proposal at any time prior to the submittal deadline, as specified in Section 2.5, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Proposal must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Respondent and will not be considered unless resubmitted by the Proposal due date and time.

2.12 Clarification Process

The Board may request clarification from the Respondent to resolve ambiguities or questioning information (i.e. minor irregularities) presented in its Proposal. Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and must address only the information requested. The Respondent’s answers to requested clarifications must be submitted to the Board within the time specified by the Board.

2.13 Contract Formation

The Board will enter into a Contract with the awarded Provider(s) pursuant to Section 2.9, Basis of Award. The Contract will incorporate the terms of the Scope of Services (Attachment A), the Board’s Standard Contract, and the awarded Provider’s Cost Proposal (Attachment B).

SECTION 3.0 INSTRUCTIONS FOR PROPOSAL SUBMITTAL

3.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Proposal. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR 1001.

SECTION 3.0

3.1

3.2 Proposal Format

This section describes the format in which Proposals are to be submitted. The Board discourages lengthy Proposals. Additional information deemed appropriate by the Respondent may be included but should be placed within the relevant section. Additional tabs beyond those designated in Section 3.3 will not be evaluated.

All Proposals must contain the sections outlined below. Those sections are called “Tabs.” A “Tab”, as used herein, is a section separator, offset and labeled, so each Board Evaluator can easily turn to “Tabbed” sections during the evaluation process.

3.3 Proposal Contents

It is a mandatory requirement of this RFP that the Proposal contain the specified documents and address all items listed below. Proposals to this RFP should be prepared using simple terms and minimal technical or industry specific language. The Respondent must organize its Proposal submittal contents as follows:

3.3.1. TAB 1 – Mandatory Requirements

Respondents must complete and submit the following mandatory information or documentation as part of their Proposal by the time specified in Section 2.5. Any Reply which does not contain the information below will be deemed non-responsive to this RFP:

3.3.1.1 Minimum Experience and Qualifications: Respondents must provide with their Proposal a resume or written summary that demonstrates the following:

3.3.1.1.1 At least 5 years experience in higher education marketing, public relations and advertising in the State of Florida.

3.3.1.1.2 At least 20 years experience with developing and implementing comprehensive media plans.

3.3.1.1.3 At least 10 years experience with social marketing and media strategies.

3.3.1.1.4 At least 20 years experience developing and disseminating messages to news outlets.

3.3.1.2 Proposals must be received by the time specified in the Timeline, Section 2.5.

3.3.1.3 Proposals must be received in the format specified in Section 3.2.

3.3.1.4 Copies of the Proposals must be received as specified in Section 3.3.

3.3.1.5 The Title Page of this RFP must be completed, signed and returned with the Technical Proposal.

3.3.1.6 Cost Proposal (Attachment B), must be completed as specified in Section 3.4.

3.3.1.7 Prior Experience Form (Attachment C) must be completed as specified.

3.3.1.8 Statement of Non-Collusion (Attachment D) must be completed as specified.

3.3.1.9 Respondent Certification Regarding Scrutinized Companies Lists (Attachment E) must be completed as specified.

3.3.1.10 Identical Tie Certification (Attachment F) must be completed as specified.

3.3.1.11 Subcontractor Form (Attachment G) must be completed as specified.

3.3.2 TAB 2 – Technical Proposal

The Respondent must provide a narrative of the information listed below. Respondent’s should be thorough and detailed in their responses and are encouraged to include any additional relevant information that would assist in the evaluation of their Proposal. The Respondent must include:

3.3.2.1 Executive Overview: Ensure the overview includes the following:

3.3.2.1.1 Describe the Respondent’s understanding of the scope of the work included in this RFP.

3.3.2.1.2 Detail the Respondent’s ability to meet the qualifications to provide the required services.

3.3.2.1.3 Evidence that the Respondent is qualified to provide services.

3.3.2.1.4 Include a summary of the Respondent’s ability to meet the overall requirements established by the Board and provide a minimum of 3 examples where similar services had been provided under prior contracts.

3.3.2.2 Respondent must fully describe in its Proposal its plan for carrying out each requirement identified in the Scope of Services (Attachment A).

3.3.3 TAB 3 – Cost Proposal (Submitted separately)

The Respondent must separate the Cost Proposal (Attachment B) as described in Section 3.4.2.

3.4 Electronic Delivery Instruction for Proposals

Respondents must submit the following:

3.4.1. Technical Proposal

One original of the Technical Proposal must be submitted no later than the date and time set forth in Section 2.5, the Timeline. The electronic copy must contain the entire Technical Proposal, including all supporting and signed documents.

Respondents must not disclose cost information in the body of the Technical Proposal. Including cost information will cause the Proposal to be disqualified (Mandatory Requirement, refer to Section 3.3.1).

3.4.2. Cost Proposal

One original copy of the Cost Proposal (Mandatory Requirement, refer to Section 3.3) must be submitted using Cost Proposal (Attachment B) no later than the date and time set forth in the timeline.

The Cost Proposal (Attachment B) must be submitted as a separate upload and must be identified in accordance with Section 3.5. No additional documentation should be included in the Cost Proposal envelope.

3.5 Proposal Labeling

3.5.1. Technical Proposal

The Technical Proposal should be identified as follows:

BOG 24-001, Request for Proposal Respondent’s Name Technical Proposal

3.5.2. Cost Proposal

It is mandatory that the Respondent’s Cost Proposal be submitted separately and identified as follows:

BOG 24-001, Request for Proposal Respondent’s Name Cost Proposal

3.5.3. All proposals must be uploaded and sent to the designated email BOGPurch@flbog.edu

3.6 Instructions for Submittal

3.6.1. Respondents must complete, sign, and return the “Title Page” with the Proposal submittal.

3.6.2. Respondents must complete, sign, and return the “Cost Proposal” in a separate sealed envelope with the Proposal submittal.

3.6.3. Respondents must submit all technical and cost data in the formats specified in the RFP.

3.6.4. Proposals must be sent via secure website to the link indicated in Section 2.5., the Timeline.

3.6.5. The Board is not responsible for improperly marked proposals.

3.6.6. It is the respondent’s responsibility to submit its response at the proper place and time indicated in Section 2.5., the Timeline.

3.6.7. The electronic date of submission will provide the official time for Proposal receipt.

3.6.8. Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response.

3.8 3.8 3.8 3.8

3.7 Cost of Preparation

Neither the Board nor the State is liable for any costs incurred by a Respondent in responding to this solicitation.

3.8 Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Proposal to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as “CONFIDENTIAL”.

Simultaneously, Respondent will provide the Board with a separate redacted paper and electronic copy of their Proposal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED COPY”.

The redacted copy must be provided to the Board at the same time Respondent submits its Proposal and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Proposal are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Board for all claims arising from or relating to the determination that the redacted portions of their Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Proposal, the Board is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

3.9 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation. Respondents must use Attachment C, Prior Experience Form of this RFP to provide the required information. The Board reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

3.10 Licenses/Certifications (Required)

3.10.1. Crisis Communications Certification

3.10.2. Public Relations Society of America

3.10.3. Certification in Public Relations Counseling

3.10.4. Accreditation in Public Relations

3.11 Special Accommodations

Persons with disability requiring special accommodations should call the Board’s Purchasing office at least five business days, prior to any pre-Bid conference, Bid opening, or meeting at (850) 245-4198. If hearing or speech impaired, please contact the Board’s Purchasing office through the Florida Relay Service, at 1-800-955-8771 (TTY).

3.12 Late Proposals

The Procurement Officer must receive Proposals pursuant to this RFP no later than the date and time specified in Section 2.5. Proposals that are not received by the date and time specified will not be considered.

SECTION 4.0 SPECIAL CONDITIONS

4.1

4.2 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this RFP and contains general Contract terms and conditions that will apply to any Contract resulting from this RFP, to the extent they are not otherwise modified. This document should not be returned with the Proposal. The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

4.3 Scrutinized Companies

All Respondents seeking to do business with the Board must be in compliance with section 287.135, Florida Statutes. The Board may, at its option, terminate a contract if Respondent is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

The Respondent must complete Attachment E, Certification Regarding Scrutinized Companies Lists, in its entirety and submit with their Reply.

4.4 Conflict of Interest

Section 287.057(17)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Board considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

4.5 Certificate of Authority

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution. The Board retains the right to ask for verification of compliance before Contract execution. Failure of the successful Provider to have appropriate registration may result in withdrawal of Contract award.

4.6 Provider Registration

Each Provider doing business with the State for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, must register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.033, Florida Administrative Code. State agencies must not enter into an agreement for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, with any Respondent not registered in the MyFloridaMarketPlace system, unless exempted by rule. The successful Provider must be registered in the MyFloridaMarketPlace system within five days after posting of the Intent to Award.

Registration may be completed at: https://vendor.myfloridamarketplace.com A Provider lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399.

4.7 Minority, Women, Service-Disabled Veteran, and Service-Disabled Veteran Business Participation The Board encourages minority, women, service-disabled veteran, and veteran-owned business enterprise participation in all its solicitations.

4.8 Subcontractors

Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Anticipated subcontract agreements known at the time of Proposal submission and the amount of the subcontract must be identified in the Proposal. If a subcontract has been identified at the time of Proposal submission, a copy of the proposed subcontract must be submitted to the Board. No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any responsibility for performance of its Contract responsibilities with the Board. The Board reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Proposal.

The Respondent must complete Attachment H, Subcontractors List Form, in its entirety and submit it with the Proposal.

4.9 Indemnification

Respondent must save and hold harmless and indemnify the Board against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Contract, resulting in whole or in part from the negligent acts or omissions by Respondent, their subcontractor, or any of the employees, agents, or representatives of Respondent or subcontractor.

4.10 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scope of Services (Attachment A).

4.11 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Services (Attachment A).

4.12 Standard Contract

Respondents must become familiar with the Board’s Standard Contract which contains administrative, financial, and non-programmatic terms and conditions mandated by federal laws, state statutes, administrative code rules, and directive of the Chief Financial Officer.

Use of the Standard Contract is mandatory for Board contracts and the terms and conditions contained in the Standard Contract are non-negotiable.

4.13 Conflict of Law and Controlling Provisions

Any Contract resulting from this RFP, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under Chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of Chapter 120, Florida Statutes.

4.14 Agency Inspectors General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

4.15 Records and Documentation

To the extent that information is used in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, Respondent must make the public records available for inspection or copying upon request of the Board’s custodian of public records in accordance with Chapter 119, Florida Statutes. Respondent’s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this RFP and entitles the Board to unilaterally terminate the Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this RFP must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Board’s standard word processing format. If this standard should change, it will be at no cost incurred to the Board. Data files will be provided in a format readable by the Board.

Respondent must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Board upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

4.16 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

SECTION 5.0 PROPOSAL EVALUATION PROCESS AND CRITERIA

5.1 Introduction

The Board will evaluate and score proposals to determine the most advantageous Proposal. The ability of the Board to evaluate a respondent’s Proposal is dependent upon the completeness of the Proposal.

Failure of a Respondent to provide information requested by this RFP may result in reduction in scoring during the evaluation.

The Board may accept or reject any and all proposals, and waive any minor irregularity, technicality, or omission if the Board determines that doing so will serve the State’s best interests.

5.2 Evaluation Criteria

Technical proposals will be scored by the evaluation team based on the evaluation criteria specified in Attachment G. The total raw scores provided by each team member will be averaged together. These average scores will be used to determine each respondent’s Technical Proposal score.

Cost Proposals will be scored by the Procurement Officer based upon the respondent’s proposed cost, as prescribed in Section 3.4.2 of this RFP. The proposed cost will be scored in accordance with the below formula:

Maximum Cost Proposal Points x (Lowest Proposal Cost/Respondent’s Proposal Cost) = COST SCORE

Each respondent’s overall score will consist of the average technical proposal score plus the cost proposal score.

5.3 Notice of Agency Decision

At the conclusion of evaluation of the proposals the Board will announce its intended decision. Notice will be posted on the state’s Vendor Information Portal. The Board will award to the responsible, responsive Respondent determined to be the most advantageous to the state, taking into consideration technical and cost proposals.

Notice of Award does not guarantee issuance of a contract.

The Board reserves the right to award more than one Contract as a result of this RFP.

5.4 Protests

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under Chapter 120, Florida Statutes. Only documents delivered by the United States Postal Service, a private delivery service, in person, by E-Filing, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

Do not send Proposals to the Agency Clerk’s Office. Send all Proposals to the Procurement Officer and address listed in Section 2.5, Timeline.

All filings must be made ONLY with the Agency Clerk and are considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

The protest must be submitted by using one of the following delivery methods (preferably by e-mail):

By E-Mail:

generalcounsel@flbog.edu

By Mail:

Agency Clerk, Florida Board of Governors 325 West Gaines Street Tallahassee, Florida 32399 Telephone No. (850) 245-4005;

By hand delivery:

Agency Clerk, Florida Board of Governors 325 West Gaines Street Tallahassee, Florida 32399;

A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the provision of a Communications Agency to assist the Assistant/Associate Vice Chancellor of Public Relations.

b. Authority: Sections 287 and 20.155, Florida Statutes.

2. Definition of Terms:

a. Crisis Management: a set of factors designed to combat crisis and lessen the damage inflicted. It includes prevention, preparation, response, and revision. The geographic footprint of the State University System expands across the entire state. Therefore, natural disasters, human accidents, cultural, organizational misdeeds, cyber, and terrorism are a few types of vulnerabilities that are system and universities are susceptive to. The SUS would like to be a leader and resource for our universities in preparing for and managing crisis.

b. Reputation Management: The State University System of Florida is a credible and trustworthy brand and prides itself on providing evidence-based statements supported by federal and state laws. We intend to provide factual information and promote, advocate, and defend our universities.

3. Manner of Service Provision

4. Scope of Work: Respondent will support the Office of Public Affairs through media relations; developing, implementing, and assessing content strategy; crisis and issues management; and proactive public relations to advance the university system’s reputation and priorities. The agency will also provide strategic and tactical guidance on local, regional, and national issues to executive leadership and serves as an advisor to the State University System Executive Teams. The agency will report to the Associate Vice Chancellor of Public Affairs. The agency should be based in Tallahassee, have over 5 years of experience in higher education and offer fully integrated services. The agency should also have significant expertise in crisis communications and reputation management. All tasks will be as needed and/or as directed by the Chancellor or Associate Vice Chancellor of Public Affairs

a. Task List: Respondent will perform the following tasks:

1) Provide strategic communications counsel, particularly as it relates to media relations, to the Chancellor, Chair, and, as requested, other staff members.

2) Proactively seek out media opportunities to position the State University System as a thought leader on key issues or emerging topics.

3) Provide leadership and mentoring to the Chancellor, Chair, and, as requested, other staff members.

4) Serve as a liaison to both internal and external interests in areas including strategic planning, policy research and guidance, and effectively communicating positions of the Chancellor’s office. Ensure the Board approves any outgoing communication.

5) Work with campus-based public information personnel to integrate the State University System’s messaging into campus communications.

6) Execute a strategic communications strategy with colleagues in the State University System, and throughout the Chancellor’s Office.

7) Integrate messaging with internal communications, owned media, marketing, and brand management.

8) Coordinates development and implementation of strategies that foster mutually supportive, ongoing relationships with elected officials, executive branch leaders, and other education entities.

9) Advance the understanding of and support for the State University System by keeping key governmental officials and other stakeholders aware of the importance of the State University System to the well-being of all Floridians.

10) Messaging intended to obtain funding as well as to pass substantive legislation in support of the teaching, research, and service missions of Florida’s public universities.

11) Monitor and prepare media reports, social media activity, answer questions, obtain data and other communications as needed. Ensure the Board approves any outgoing communications.

12) Involve and educate diverse individuals and groups including students, policy makers, government leaders, higher education organizations, as well as corporations and businesses.

13) Prepare news releases and ensure that the State University System’s complex policy issues are conveyed with clarity and consistency. Ensure the Board approves any news releases.

14) The agency will assist with the advocacy efforts of the State University System by tracking and monitoring legislation during session.

15) Prepare a monthly progress report and submit it to the Contract Manager within 15 calendar days from the end of each month. At a minimum, include the information specified in the tasks above, a description of all activities performed under this contract.

2. Deliverables: Respondent must complete or submit the following deliverables in the time and manner specified:

1. Monthly: Provision of the media and public relations campaign with submission of supporting documentation as specified in tasks (B.1.a.1 through B.1.a.15)

3. Performance Measures: Pursuant to section 4.9, Performance Measures, of this RFP, each performance measure will be based on the Attachment A, Scope of Services, and the Provider’s Proposal.

5. Financial Consequences: Pursuant to section 4.10, Financial Consequences, of this RFP, Failure of the Provider to complete or submit a deliverable specified by the Board staff will result in a reduction in payment for that deliverable. The financial consequence amounts will be based on the Provider's’ Proposal and the Attachment A, Scope of Services, but will not exceed five percent per task.

6. Service Location and Times:

a. Service Location: Provider’s location

b. Changes in Location: Notify the Board’s Contract Manager in writing within 15 days of any location change that will affect the Respondent’s ability to complete the deliverables under this contract.

c. Service Times: Services under this Contract must be provided Monday through Friday from 8:00 a.m. to 5:00 p.m., Eastern Standard Time, excluding state holidays.

7. Staffing Requirement:

a. Staffing Level: Respondent must maintain an adequate administrative organizational structure and support staff sufficient to complete the deliverables under this contract.

b. Subcontractors: The Board will allow subcontractors for the provision of services under this contract.

B. Method of Payment:

1. Payment: This is a fixed price, fixed fee contract. The Board will pay the Respondent upon completion of the deliverables monthly as specified in Section B.1.b., in accordance with the terms and conditions of this Contract, and the Provider’s price sheet, which is hereby incorporated by reference.

2. Unit of Service: A unit of service will consist of the completion of the required deliverable as specified in Section B.1.b.

3. Invoice Requirements: Respondent must submit a properly completed invoice to the Board’s Contract Manager within 15 days of completing each deliverable as specified. At a minimum, each invoice must be submitted on the Respondent’s letterhead, contain a description of all deliverables for the invoice period, number of units delivered per deliverable, total amount due per deliverable, total invoice amount, invoice number, invoice date, and period of services.

C. Special Provisions:

1. Contract Renewal This contract may be renewed on a yearly basis for no more than three years beyond the initial contract or for the original term of the contract, whichever is longer, and is subject to the same terms and conditions set forth in the initial contract. Renewals must be in writing, made by mutual agreement, and will be contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Board and will be subject to the availability of funds.

2. Priority: This contract, its exhibits and attachments, RFP 24-001, Communications Agency, and Respondent’s response to this RFP, contain all the terms and conditions agreed upon by the parties. In the event of any conflict among these documents, the order of precedence will be this contract, the RFP and then Respondent’s Response.

ATTACHMENT A

Communications Agency

SPECIFICATIONS

The cost proposal is allotted 20 points and represents 20% of the overall RFP score. The Respondent providing maximum cost proposal points x (lowest proposal cost/respondent’s proposal cost) = Cost Score.

A single award will be made to the responsive, responsible Respondent offering the lowest grand total for the services requested in this RFP.

Unit price will control in the case of mathematical error(s).

No changes should be made to the format of this price page.

Initial 3-Year Term Price Proposal:

Initial Term Total Price Multiply Total Annual Amount x 3

Renewal Year 1 Price Proposal:

Renewal Year 2 Price Proposal:

Renewal Year 3 Price Proposal:

OVERALL GRAND TOTAL

RENEWAL YEARS TOTAL PRICE

Renewal Year 1 + Renewal Year 2 + Renewal Year 3.

GRAND TOTAL

(INTITIAL TERM + RENEWAL YEARS)

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Telephone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS REPLY, I HEREBY STATE THAT I HAVE READ THE ENTIRE ITN TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS AND ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001. I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting contract including those contained in the Standard Contract.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the respondent’s organization who has legal authority to bind the organization to the provisions of the Proposal. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Proposal if signed by other than the authorized representative.

ATTACHMENT B

COST PROPOSAL FORM

Respondent’s Name: __________________________________________________________

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation. Respondents must use this experience form to provide the required information. The Board reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work (related to the scope of this solicitation):

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work (related to the scope of this solicitation):

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work (related to the scope of this solicitation):

ATTACHMENT C

PRIOR EXPERIENCE FORM

I hereby certify that my company, its employees, and its principals, had no involvement in performing a feasibility study of the implementation of the subject Contract, in the drafting of this solicitation document, or in developing the subject program. Further, my company, its employees, and principals, engaged in no collusion in the development of the instant Proposal, proposal or reply. This Proposal, proposal or reply is made in good faith and there has been no violation of the provisions of Chapter 287, Florida Statutes, the Florida Administrative Code Rules promulgated pursuant thereto, or any procurement policy of the Board. I certify I have full authority to legally bind Respondent to the provisions of this Proposal, proposal or reply.

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of the Proposal. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Proposal if signed by someone other than the President, Chairman or owner.

ATTACHMENT D

Communications Agency

STATEMENT OF NON-COLLUSION

Respondent Name: ______________________________________________________________ Respondent Mailing Address: _____________________________________________________ City-State-Zip: _______________________________________________________________ Telephone Number: ___________________________________________________________ Email Address: ______________________________________________________________ Federal Employer Identification Number (FEID): ___________________________________

Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of the Respondent, I hereby certify that the company identified above in the section entitled “Respondent Name” is not listed on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Signature of Authorized Representative*: ________________________________________ Printed (Typed) Name and Title: ________________________________________________ *An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of the Proposals. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Proposal if signed by other than the President, Chairman or owner.

ATTACHMENT E

RESPONDENT CERTIFICATION REGARDING SCRUTINIZED COMPANIES LIST

Respondent Name: ______________________________________________________________ Respondent Mailing Address: _____________________________________________________ City-State-Zip: _______________________________________________________________ Telephone Number: ___________________________________________________________ Email Address: ______________________________________________________________ Federal Employer Identification Number (FEID): ___________________________________ Chapter 287, Florida Statutes, provide Respondents the advantage of “tie breakers” whenever two or more bids, proposal, or replies received by an agency are equal with respect to price, quality, and service.