Competitive Solicitation for Professional Latin America Sales Agency Services – FY 2027

NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS

NOTICE IS HEREBY GIVEN that on Tuesday November 3, 2026, at 3:00 P.M., the Monroe County Purchasing Office will receive and open sealed responses for the following:

Latin America Sales Agency for Monroe County Tourist Development Council

Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at: www.floridapublicnotices.com, a searchable Statewide repository for all published legal notices. Requirements for submission and the selection criteria may be requested from the County’s electronic bidding platform at https://monroecounty-fl.bonfirehub.com OR www.monroecounty-fl.gov/BonfireBids. The Public Record is available upon request.

Monroe County Purchasing Department receives bids via the Bonfire electronic bidding platform.

Please do not e m a i l , mail or attempt to deliver in person any sealed bids. Emailed/mailed/physically delivered bids/proposals/responses WILL NOT be accepted.

The Monroe County Purchasing Department hereby directs that bids be submitted via the Bonfire electronic bidding platform at https://monroecounty-fl.bonfirehub.com, no later than 3:00 P.M. on Tuesdy November 3, 2026. There is no cost to the bidder to use the Bonfire platform.

Please do no t submit your confidential financial information as part of your proposal. There are separate uploads for each set of documents, including confidential financial information. All proposals will be made public on the platform after an intended decision or 30 days, whichever is earlier, unless the bids/proposals are rejected in accordance with F.S. 119.071. If your proposal document includes financial information, that information will not be considered confidential and will be available and viewable to the public in accordance with public records law. In the event of a discrepancy between the bid amount on the Proposal Form and the bid amount entered in Bonfire, the bid amount listed in the “Proposal Form” provided by Monroe County in the RFP is the amount that will be utilized by the County when considering the bid proposal. The County reserves the right to waive any proposal/bid irregularity.

The bid opening for this solicitation will be held virtually, via the internet, at 3 : 0 0 P . M . , on Tuesday November 3, 2026. You may call in by phone or internet using the following:

Join Zoom Meeting https://mcbocc.zoom.us/j/4509326156

Meeting ID: 4509326156 One tap mobile:

+16465189805,,4509326156# US (New York) +16699006833,,4509326156# US (San Jose)

Dial by your location:

+1 646 518 9805 US (New York) +1 669 900 6833 US (San Jose) http://www.floridapublicnotices.com/ https://monroecounty-fl.bonfirehub.com/ http://www.monroecounty-fl.gov/BonfireBids http://www.monroecounty-fl.gov/BonfireBids

MONROE COUNTY BOARD OF COUNTY

COMMISSIONERS

REQUEST FOR COMPETITIVE

SOLICITATION

PROFESSIONAL LATINA AMERICA SALES AGENCY FOR

MONROE COUNTY TOURIST DEVELOPMENT COUNCIL

MONROE COUNTY TDC

Diane Schmidt, Chairperson George Fernandez, Vice Chairperson/Co-Treasurer

Mayor Michelle Lincoln Council Member Robyn Still

Bobby Mongelli Peg Laron

Patti Stanley Rachel Oropeza

President & CEO of Visit Florida Keys (VFK)

Kara Franker

All responses submitted to this solicitation should be submitted via the Bonfire electronic bidding platform at https://monroecounty-fl.bonfirehub.com no later than 3:00 P.M, Tuesday November 3, 2026.

Detailed instructions can be found in Section One of the Request for

Competitive Solicitation.

TABLE OF CONTENTS

Page

SECTION ONE

Instruction to Proposers 4

SECTION TWO

General Terms and Conditions 21

SECTION THREE

Terms and Conditions Specific to:

Professional Latin America Sales Agency 24

SECTION FOUR

Draft Agreement 30

SECTION FIVE

Insurance Requirements and Response Forms Required By Monroe County, Florida 48

Competitive Solicitation for Professional Latin America Sales Agency – FY 2027

SECTION ONE

INSTRUCTION TO PROPOSERS

All respondents must use the current Competitive Solicitation Documents downloaded from the website https://monroecounty-fl.bonfirehub.com. Use of any other document may result in your submission being rejected at the sole discretion of the County.

1.01 DESCRIPTION

The Proposer awarded an Agreement shall provide Professional Latin America Sales Agency services for the Monroe County Tourist Development Council (TDC). The Agreement will provide for the Professional Latin America Sales Agency to act as a Provider to the TDC that shall provide services as outlined within the Specifications in Section Three of this Competitive Solicitation.

1.02 COPIES OF DOCUMENTS

A. Only complete sets of Competitive Solicitation Documents will be issued and shall be used in preparing responses. The County does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets.

B. Complete sets of Documents may be obtained in the manner and at the location stated in the Notice of Request for Competitive Solicitations.

1.03 RESPONSE REQUIREMENTS

The Monroe County Purchasing Department receives bids via the Bonfire electronic bidding platform. Please do not mail or attempt to deliver in person any sealed bids.

Emailed/Mailed/physically delivered bids/proposals/responses WILL NOT be accepted.

The Monroe County Purchasing Department hereby directs that bids be submitted via the Bonfire electronic bidding platform at https://monroecounty-fl.bonfirehub.com, no later than 3:00P.M., on Tuesday November 3, 2026 T h e r e i s n o c o s t t o t h e b i d d e r t o u s e t h e B o n f i r e P l a t f o r m .

Please do no t submit your confidential financial information as part of your proposal.

There are separate uploads for each set of documents, including confidential financial information. All proposals will be made public on the platform after an intended decision or 30 days, whichever is earlier, unless the bids/proposals are rejected in accordance with F.S.

119.071. If your proposal document includes financial information, that information will not be considered confidential and will be available and viewable to the public in accordance with public records law. In the event of a discrepancy between the bid amount on the Proposal

Form and the bid amount entered in Bonfire, the bid amount listed in the “Proposal Form” provided by Monroe County in the RFP is the amount that will be utilized by the County when considering the bid proposal. The County reserves the right to waive any proposal/bid irregularity.

The bid opening for this solicitation will be held virtually, via the internet, at 3:00 P.M., on Tuesday November 3, 2026 You may call in by phone or internet using the following:

Meeting ID: 4509326156 One tap mobile:

+16465189805,,4509326156# US (New York) +16699006833,,4509326156# US (San Jose)

Dial by your location:

1.04 DISQUALIFICATION OF PROPOSERS

A. NON-COLLUSION AFFIDAVIT: Any person submitting a Proposal in response to this invitation must execute the enclosed NON-COLLUSION AFFIDAVIT. If it is discovered that collusion exists among the Proposers, the Proposal of all participants in such collusion shall be rejected, and no participants in such collusion will be considered in future Proposals for the same work.

B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on an agreement to provide any goods or services to a public entity, may not submit a Proposal on an agreement with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases or perform work as a contractor, supplier, subcontractor or consultant under an agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

C. DRUG-FREE WORKPLACE FORM: Any person submitting a Proposal in response to this competitive solicitation must execute the enclosed DRUG-FREE WORKPLACE FORM and submit it with the Proposal. Failure to complete this form in every detail and submit it with your Proposal may result in immediate disqualification of your Proposal.

D. LOBBYING AND CONFLICT OF INTEREST CLAUSE SWORN STATEMENT:

Any proposal submitted a Proposal in response to this invitation to this competitive solicitation must execute the enclosed LOBBYING AND CONFLICT OF INTEREST CLAUSE SWORN STATEMENT and submit it with the Proposal.

Failure to complete this form in every detail and submit it with your Proposal may result in immediate disqualification of your Proposal.

E. PROPOSALS RECEIVED AFTER DEADLINE: Any Proposal submitted after the

Request for Competitive Solicitation deadline of 3:00 P.M. Tuesday November 3, 2026 will automatically be disqualified.

F. VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES

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

G. AFFIDAVIT ATTESTING TO NONCOERCIVE CONDUCT FOR LABOR OR

SERVICES: Any Proposal submitted must include the enclosed Affidavit Attesting to Noncoercive Conduct for Labor or Services pursuant to F.S. 787.06(2)(a)

1.05 EXAMINATION OF REQUEST FOR COMPETITIVE SOLICITATION

DOCUMENTS

A. Each Proposer shall carefully examine the Request for Competitive Solicitation and other Agreement documents and inform himself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress or performance of the work to be performed under the Agreement. Ignorance on the part of the Proposer will in no way relieve him of the obligations and responsibilities assumed under the Agreement.

B. Should a Proposer find discrepancies or ambiguities in, or omissions from, the specifications, or should he be in doubt as to their meaning, he shall at once notify the County.

1.06 INTERPRETATIONS, CLARIFICATIONS AND ADDENDA

No oral interpretations will be made to any Proposer as to the meaning of the Agreement documents. Any inquiry or request for interpretation received seven (7) or more business days prior to the date fixed for opening of responses will be answered. Written questions should be emailed to AdminAsst@fla-keys.com. Any interpretation, correction or change of the Bidding Documents will be accomplished by Addenda and if issued will be posted on Bonfire and a notification will be furnished by Bonfire to all known prospective bidders listed as planholders prior to the established opening date. Copies of Addenda will also be made available for inspection wherever Bidding Documents are on file for that purpose.

Interpretations, corrections, or changes of the Bidding Documents made in any other manner will not be binding and Bidders shall not rely upon such interpretations and changes. Oral and other interpretations or clarifications will be without legal effect. Each Proposer shall acknowledge receipt of such addenda in the space provided in the response form attached to the Proposal document. In case any Proposer fails to acknowledge receipt of such addenda or addendum, his response will nevertheless be construed as though it had been received and acknowledged and the submission of his response will constitute acknowledgment of the receipt of same. All addenda are a part of the Proposal documents and each Proposer will be bound by such addenda, whether or not received by him. It is the responsibility of each Proposer to verify that he has received all addenda issued before responses are opened.

All Proposals received will be reviewed by the Selection Committee. The Selection Committee will recommend a list of finalists to make an oral/visual presentation. If requested, the presentation will be made to the Selection Committee during a Zoom meeting on a date in the week of December 1-11, 2026. Finalists will be informed of the exact time of the presentation. No contact regarding this Request for Competitive Solicitation will be allowed between the applicant and individual members of the Selection Committee or the TDC Board. The Selection Committee will be comprised of, two (2) Visit Florida Keys staff members and one (1) member of the community.

The respondent shall not lobby, solicit or act to influence the District Advisory Committees (DAC’s) or any other Advisory Committees and/or the TDC board members in any way that may have an effect on the outcome of the competition, discussion or negotiations leading to the allocation of funding, or an award of contract as reviewed and approved by the County Attorney’s office. Such action may lead to withdrawal of the proposal from consideration.

1.07 GOVERNING LAWS AND REGULATIONS

The Proposer is required to be familiar with and shall be responsible for complying with all federal, state and local laws, ordinances, rules and regulations that in any manner affect the work. Knowledge of occupational license requirements and obtaining such licenses for Monroe County and municipalities within Monroe County are the responsibility of the Proposer.

1.08 PREPARATION OF RESPONSES

Signature of the Proposer: The Proposer must sign the response forms in the space provided for the signature. If the Proposer is an individual, the words “doing business as ____________”, or “Sole Owner” must appear beneath such signature. In the case of a partnership, the signature of at least one of the partners must follow the Agency name and the words “Member of the Agency” should be written beneath such signature. If the Proposer is a corporation, the title of the officer signing the Proposal on behalf of the corporation must be stated along with the Corporation Seal Stamp and evidence of his authority to sign the Proposal must be submitted. The Proposer shall state in the response the name and address of each person interested therein.

1.08.1 SUBMISSION OF RESPONSES

A. Responses shall be submitted as indicated in the Notice of Competitive Solicitation. Please do not mail, email or attempt to deliver in person any sealed bids/proposals. Emailed or mailed/physically delivered bids/proposals/responses WILL NOT be accepted. Please be advised that it is the respondent’s sole responsibility to ensure the timely delivery of their bid/proposal via upload to Bonfire. Bonfire will not allow any Proposals to be uploaded after the time and date for receipt of Proposals. Proposals received after the time and date for receipt of Proposals will not be considered.

B. The bid opening for this solicitation will be held virtually, via the internet, at 3:00 P.M., on Tuesday November 3, 2026. You may call in by phone or internet using the following:

Meeting ID: 450 932 6156 One tap mobile +16465189805,,4509326156# US (New York) +16699006833,,4509326156# US (San Jose) Dial by your location

C. A public notice will be issued regarding the Selection Committee meeting and how to attend that meeting virtually.

D. Emailed/mailed/faxed proposals shall be automatically rejected. It is the sole responsibility of each Respondent to ensure its proposal is timely received.

E. Each Proposer shall submit with their Proposal the required evidence of their qualifications and experience.

Evaluation Criteria Points

1. Ability of Professional Agency Personnel

(a) Describe the qualifications and relevant international tourism sales and representation experience of the Account Manager and all key staff intended to be assigned to this project. Include resumes for the Account Manager and all key staff described.

(b) Include specific qualifications and experience as it relates to Latin America, with a primary focus on Brazil, Argentina, and approved additional Latin American markets.

(c) Demonstrate staff experience with travel trade engagement, sales outreach, agent training, cooperative marketing opportunities, market intelligence, and relationship-building with tour operators, travel agencies, Online Travel Agencies (OTAs), airlines, receptive operators, and other key travel industry partners.

(d) Provide an Organization Chart that demonstrates how the account will be managed.

(e) Provide a description of how the Proposer can tap into additional resources or reassign staff not assigned to the TDC’s account to assist with large-scale projects, in-market opportunities, staff transitions, or replacement of under-performing staff.

(f) Include qualifications and relevant experience of any proposed subconsultants.

10 points

2. Project Approach: Scope of Work Management

(a) Describe the Proposer’s methodology and approach to managing the full scope of work, including annual LATAM sales and marketing representation planning, travel trade sales representation, trade database management, agent training and destination education, cooperative marketing and trade promotions, trade shows, sales missions, in-market events, familiarization trip and destination review support, airline and access support, collateral and content support, inquiry support, market intelligence, reporting, and performance measurement.

(b) Describe how the Proposer will develop an annual plan aligned with Visit Florida Keys’ approved tourism goals, brand

10 points positioning, campaigns, and annual marketing priorities.

(c) Provide a description of the Proposer’s organization’s services and specific account processes, including monthly billing with all appropriate backup documentation, detailed invoices, receipts, reporting, and budget tracking.

(d) Provide a description of how the Proposer manages workflow, assignment tracking, project approvals, translation/localization approvals, and coordination of reimbursable or pass-through expenses.

(e) Indicate the Proposer’s expertise in managing multiple destination priorities, including the overarching Visit Florida Keys & Key West brand and regional sub-brands designed to promote Key West, Big Pine and the Lower Keys, Marathon, Islamorada, and Key Largo, as well as special travel categories including diving, fishing, and cultural tourism.

3. Project Approach: Account Management and Client Service

(a) Describe the Proposer’s approach for handling account management of an international tourism sales representation program. Describe how activities will be tracked, reported, and evaluated.

(b) Identify how the Proposer will maintain accountability, responsiveness, and alignment with destination goals throughout the term of the contract.

(c) Explain the proposed structure for onboarding, staff continuity, issue resolution, quality control, and communication with Visit Florida Keys.

(d) Describe how the Proposer will participate in monthly conference calls or virtual meetings with Visit Florida Keys to review sales activity, upcoming opportunities, market conditions, event planning, partner needs, and performance against goals.

(e) Describe the Proposer’s availability for additional meetings, presentations, planning sessions, and annual updates to Visit Florida Keys, TDC, or related committees.

(f) Describe the Proposer’s process for responding to travel trade inquiries and approved consumer destination-information inquiries in a timely, professional, and brand-aligned manner, generally within 24 to 48 hours.

4. Project Approach: Travel Trade Sales, Training, and Market Development

(a) Describe the Proposer’s approach to maintaining regular contact with current and prospective travel trade partners in Brazil, Argentina, and approved additional Latin American markets, including tour operators, travel agencies, OTAs, consortia, wholesalers, receptive operators, airlines, car rental companies, and other relevant travel sellers.

(b) Describe how the Proposer will conduct sales calls, account meetings, destination presentations, product updates, agent trainings, webinars, newsletters or electronic updates, and follow-up communications designed to increase knowledge of and bookings to The Florida Keys & Key West.

(c) Explain how the Proposer will identify new trade partners with potential to sell The Florida Keys & Key West and recommend strategies to secure or expand destination programming.

(d) Describe the Proposer’s approach to providing ongoing destination education to the travel trade, including agent trainings, product presentations, webinars, sales toolkits, updates on accommodations, attractions, experiences, events, access, and itinerary opportunities, incorporating VFK’s Key Lime Academy.

(e) Explain the Proposer’s ability to adapt and deliver training materials in Portuguese and Spanish as appropriate and ensure messaging is aligned with Visit Florida Keys’ approved brand, campaign, and destination positioning.

10 points

5. Project Approach: Cooperative Marketing, Events, FAMs, Airline Access, and Content Support

(a) Describe the Proposer’s approach to identifying and recommending travel trade joint marketing placements, cooperative campaigns, sales promotions, e-newsletter opportunities, product launches, incentive campaigns, and other marketing opportunities with selected tour operators, travel agencies, OTAs, airlines, and other relevant partners.

(b) Explain how the Proposer will facilitate approvals, creative coordination, graphics, translations, placement, campaign implementation, tracking, and post-campaign reporting as needed.

(c) Describe the Proposer’s experience recommending, coordinating, and participating in trade shows, sales missions, workshops, roadshows, agent trainings, airline events, consumer travel events, and other in-market opportunities.

(d) Describe the Proposer’s approach to event recommendations, registration coordination, appointment scheduling, booth or table setup, collateral coordination, staffing, presentations, lead capture, and post-event follow-up.

(e) Describe how the Proposer will support educational familiarization trips, site inspections and destination/product reviews to The Florida Keys & Key West, including outreach, qualification, pre-trip coordination, and post-trip follow-up.

(f) Describe the Proposer’s ability to monitor and report on air service, route developments, airline partnerships, gateway access, and travel patterns and provide promotional support to airline partners, receptive operators, and other organizations that can help drive visitation.

(g) Describe the Proposer’s ability to support collateral, sales materials, fact sheets, maps, itineraries, images, videos, destination updates, Portuguese and Spanish localization, trade-facing content, agent training decks, international sales content, trade portals, educational platforms, and partner-facing destination materials.

6. Past Performance: Evidence, Knowledge, and Experience

(a) Describe the Proposer’s experience on projects of similar nature, scope, and duration, along with a description of satisfactory completion, both on time and within budget, for the past five (5) years.

(b) Provide a minimum of three (3) projects with references and measurable outcomes.

(c) Demonstrate knowledge of the international travel landscape, travel trade environment, and tourism sales channels in Brazil, 20 points

Argentina, and approved additional Latin American markets.

(d) Provide examples of successful sales representation, travel trade engagement, agent training, cooperative marketing, trade show participation, sales missions, airline/access support, market intelligence, and account development for tourism destinations or similar clients.

(e) Demonstrate the Proposer’s ability to produce measurable results related to trade professionals reached, trade inquiries fulfilled, cooperative marketing activity and results, new product development or account opportunities, booking trends or forecasts where available, and recommendations for future sales activity.

7. Past Performance: Transparency, Integrity, Reporting, and Performance Measurement

(a) Describe how the Proposer communicates with clients and values integrity, transparency, and honesty.

(b) Describe how the Proposer will provide monthly written reports documenting activities, results, and upcoming priorities, including sales calls and account meetings completed; agent training, webinars, and presentations delivered; number and type of trade professionals reached; trade inquiries received and fulfilled; cooperative marketing activity and results; trade show or event participation and follow-up; new product development or account opportunities; market trends and economic indicators;

booking trends or forecasts where available; updated future calendar of promotional events; key accomplishments, challenges, and recommended next steps; and monthly invoice and required backup documentation.

(c) Describe how the Proposer will provide quarterly market intelligence and competitive insights, including travel demand trends, economic indicators, consumer confidence, airline/access updates, booking patterns, tour operator trends, competitor destination activity, relevant tourism marketplace developments, and Florida Keys opportunities in relation to other Florida destinations and other long-haul leisure destinations.

(d) Describe how the Proposer will provide an annual performance summary comparing goals, activities completed, 15 points outcomes achieved, incomplete items, recommendations, and opportunities for the next fiscal year.

8. Financial Ability to Provide Services

(a) Submit the most recent three years of financial statements for review. The financial statements are not required to be audited financial statements. The annual financial statements shall be in the form of: i. Balance sheets, income statements and annual reports; or ii. Tax returns; or iii. SEC filings. If tax returns are submitted, ensure they do not include any personal information, as defined under Section 501.171, Florida Statutes, such as social security numbers, bank account or credit card numbers, or personal PIN numbers. If any personal information data is part of financial statements, redact information prior to submitting a response.

(b) Provide a statement regarding the Proposer’s ability to respond to government purchase orders.

(c) Provide a statement outlining the procedures that will be used to issue invoices in the billing of services for the TDC.

(d) Include Proposer’s Monthly Fee & Hourly Rate Card.

(e) Describe how the Proposer will manage and document pre-approved reimbursable or pass-through expenses, including trade show registrations, exhibit or booth expenses, sales mission costs, cooperative marketing placements, travel and entertainment, printing, translation, collateral distribution, courier or shipping, promotional materials, industry memberships, destination review or FAM-related expenses, and other approved expenses included in the annual sales and marketing plan.

15 points

9. Conduct Business in Florida & Monroe County

(a) Proposer must have the authority to transact business in the State of Florida and be in good standing with the Florida Secretary of State. For further information, contact the Florida Department of State, Division of Corporations.

(b) Please provide proof of registration with the State of Florida, Division of Corporations. If an application is pending, please provide proof of said application and the status.

0 points Pass or Fail All required forms must be attached.

Finalists will be notified in writing after the Selection Committee reviews and selects finalists to make presentations during the week of December 1-11, 2026 via Zoom.

Thereafter, the recommendation of the Selection Committee will be made to the TDC Board and will be submitted to the Board of County Commissioners. No contact regarding this Request for Competitive Solicitation will be allowed between the applicant and the TDC Board or the Selection Committee. The respondent shall not lobby, solicit or act to influence the District Advisory Committees (DAC’s) or any other Advisory Committees and/or the TDC board members in any way that may have an effect on the outcome of the competition, discussion or negotiations leading to the allocation of funding, or an award of

(c) Please provide the location of the Proposer’s office and how that may affect the delivery of services. Please note that a Local Preference is intentionally not being considered for this RFP given the nature of the services.

10. Completion of Additional Information and Certifications Proposers are required to submit detailed information on their firm and certify to the below requirements. Failure to submit the following forms and information may result in disqualification.

(a) Response Form

(b) Ethics Clause

(c) Non-Collusion Affidavit

(d) Drug-Free Workplace Certification

(e) Public Entities Crimes Statement

(f) Vendor Certification Regarding Scrutinized Companies List

(g) Affidavit Attesting to Noncoercive Conduct for Labor or Services

(h) Proof of Insurance Requirements

(i) Litigation Check-List — Please ensure that information/answers are provided as requested as set forth in 1.19 below.

(j) Proposer’s Monthly Fee & Hourly Rate Card

0 points Pass or Fail All required forms must be attached.

contract as reviewed and approved by the County Attorney’s office. Such action may lead to withdrawal of the proposal from consideration.

1.09 DETERMINATION OF SUCCESSFUL PROPOSER

Award shall be made to the responsible Proposer whose proposal is determined to be the most advantageous to the TDC and County, taking into consideration the evaluation criteria set forth below:

EVALUATION CRITERIA FORM

LATIN AMERICA SALES AGENCY

Total points earned are on a scale of 1 – 100 points (1 = lowest 100 = highest)

1.10 CONTENT OF SUBMISSION

The proposal submitted in response to this Request for Competitive Solicitation shall be in PDF format; shall be clear and concise and provide the information requested herein.

Responses shall be organized, and sections noted at top of page. Since oral presentations or demonstrations may not be solicited, the Proposer should not withhold any information from the written response. Each Proposer must submit adequate documentation to certify the Proposer’s compliance with the County's requirements. Proposer should focus specifically on the information requested. Additional information, unless specifically relevant, may distract rather than add to the Proposer’s overall evaluation.

A. COVER PAGE

A cover page that states “REQUEST FOR COMPETITIVE SOLICITATION- Professional Latin America Sales Agency Services for Monroe County Tourist Development Council.” The cover page should contain name, address, telephone number of Proposer, and the name of the Proposer’s contact individual or corporate officer authorized to execute agreements. Proposers may bid for any of the following:

1) Scope of Services, 2) Scope of Services and any Optional Services, or 3) any individual Optional Services. They should clearly state which services are included in their proposal on their cover page.

B. SECTIONS

Each section should be formatted in the order of the Evaluation Form provided.

1.11 MODIFICATION OF RESPONSES

Written modification will be accepted from Respondents if modified by removing the existing proposal/response from Bonfire and uploading a new complete proposal.

Modifications submitted in any other way will not be considered.

1.12 RESPONSIBILITY FOR RESPONSE

The Proposer is solely responsible for all costs of preparing and submitting the response, regardless of whether an Agreement award is made by the County.

1.13 RECEIPT AND OPENING OF RESPONSES

Responses will be received until the designated time and will be publicly opened and read aloud at the appointed time and place stated in the Notice of Request for Competitive Solicitations. Monroe County’s representative authorized to open the responses will decide when the specified time has arrived, and no responses received thereafter will be considered.

No responsibility will be attached to anyone for the premature opening of a response not properly addressed and identified. Proposer or their authorized agents are invited to be present.

1.14 DETERMINATION OF SUCCESSFUL PROPOSER

Following the receipt of responses, the Selection Committee will meet in a publicly noticed meeting and evaluate the responses based on the criteria and point total above. The County reserves the right to reject any and all responses and to waive technical errors and irregularities as may be deemed best for the interests of the County. Responses that are incomplete, unbalanced, conditional, obscure or which contain additions not requested or irregularities of any kind, or which do not comply in every respect with the instruction to Proposers and the Agreement documents, may be rejected at the option of the County.

1.15 AWARD OF AGREEMENT

a) If the award of an Agreement is annulled, the County may award the Agreement to another Proposer or the work may be re-advertised or may be performed by other qualified personnel as the County decides.

b) An Agreement will be awarded to the highest ranked Proposer deemed to provide the services which are in the best interest of the County.

c) The County reserves the right to award multiple contracts or separate contracts for portions of the work, waive any irregularity in any response, or to re-advertise for all or part of the work contemplated.

d) The County also reserves the right to reject the response of a Proposer who has previously failed to perform properly or to complete contracts of a similar nature on time.

e) The recommendations of the TDC will be presented to the Board of County Commissioners of Monroe County (BOCC), Florida, for final approval of Agreement.

f) The Agreement may be awarded by the BOCC and/or VFK and a contract may be entered into between the County or Visit Florida Keys as determined by the

BOCC.

1.16 EXECUTION OF AGREEMENT

The Proposer to whom an Agreement is awarded will be required to return to the County one

(1) signed original Agreement together with the required certificates of insurance.

1.17 INSURANCE

The Proposer shall defend, indemnify and hold harmless the County as outlined on the attached form on page 41.

1.18 BID PROTEST

Any Bidder/Respondent/Proposer who claims to be adversely effected by the decision or intended decision to award a contract shall submit in writing a notice of protest which must be received by the County Attorney’s Office within seventy-two (72) hours or three (3) business days, whichever is greater, after the posting of the notice of decision or intended decision on Bonfire or posting of the notice of decision or intended decision on the Monroe County Board of County Commissioners’ (“BOCC”) agenda, whichever occurs first. Additionally, a formal written protest must be submitted in writing and must be received by the County Attorney’s Office seventy-two (72) hours or three (3) business days prior to the BOCC’s meeting date in which the award of contract by the BOCC will be heard. The only opportunity to address protest claims is before the BOCC at the designated public meeting in which the agenda item awarding the contract is heard. In accordance with the Rules of Debate as set forth in the Monroe County Board of County Commissioners Administrative Procedures, the Bidder/Respondent/Proposer that filed the protest is responsible for providing the Clerk with his/her name and residence prior to the agenda item to award the contract being called in order to preserve their opportunity to be heard on this matter. An individual has three (3) minutes to address the Commission and a person representing an organization has five (5) minutes to address the Commission. The BOCC decision to award the contract is final and at their sole discretion. Failure to timely protest within the times and manner prescribed herein shall constitute a waiver of the ability to protest the award of contract, unless the BOCC determines that it is in the best interest of the County to excuse the protest waiver. The filing of a protest shall not stop the solicitation, negotiations, or contract award process, unless it is determined that it is in the best interest of the County to do so.

1.19 LITIGATION & FINANCIAL INFORMATION CHECK-LIST

The Proposer must provide the following information:

(1) A list of the person's or entity's shareholders with five percent or more of the stock or, if a general partnership, a list of the general partners; or, if a limited liability company, a list of its members; or, if a solely owned proprietorship, names(s) of owner(s);

(2) A list of the officers and directors of the entity;

(3) The number of years the person or entity has been operating and, if different, the number of years it has been providing the services, goods, or construction services called for in the bid specifications (include a list of similar projects);

(4) The number of years the person or entity has operated under its present name and any prior names;

(5) A print out of the “Detail by Entity Name” screen from the Proposer’s listing in www.sunbiz.org;

(6) A copy of the Proposer’s Annual Report that is submitted to the Florida Secretary of State.

B. The Proposer must provide answers to the following questions regarding claims and suits:

(1) Has the person, principals, entity or any entity previously owned, operated or directed by any of its officers, major shareholders or directors, ever failed to complete work or provide the goods for which it has contracted? Yes or No. If yes, provide details.

(2) Are there any judgments, claims, arbitration proceeding or suits pending or outstanding against the person, principal of the entity, or entity, or any entity previously owned, operated or directed by any of its officers, directors, or general partners? Yes or No. If yes, provide details.

(3) Has the person, principal of the entity, entity, or any entity previously owned, operated or directed by any of its officers, major shareholders or directors, within the last five (5) years, been a party to any lawsuit, arbitration, or mediation with regard to an Agreement for services similar to those requested in the specifications with private or public entities? Yes or No. If yes, provide details.

(4) Has the person, principal of the entity, or any entity previously owned, operated or directed by any of its officers, owners, partners, major shareholders or directors, ever initiated litigation against the County or been sued by the County in connection with an Agreement to provide services, goods or construction services? Yes or No. If yes, provide details.

(5) Whether, within the last five (5) years, the owner, an officer, general partner, principal, controlling shareholder or major creditor of the person or entity was an officer, director, general partner, principal, controlling shareholder or major creditor of any other entity that failed to perform services or furnish goods similar to those sought in the request for competitive solicitation: Yes or No. If yes, provide details.

http://www.sunbiz.org/

C. Proposer must provide the following:

(1) Customer references (minimum of three): provide customer contact name, email address, current phone number, brief project description, contract amount, contract duration.

(2) Credit references (minimum of three), including name, current address and current telephone number.

(3) Financial statements for the prior three years for the responding entity or for any entity that is a subsidiary to the responding entity.

SECTION TWO

GENERAL TERMS AND CONDITIONS

2.01 DEFINITIONS

Wherever used in these General Conditions or in the other Agreement documents the terms below have the meanings indicated which are applicable to both the singular and plural thereof.

The use of the terms “he,” “him,” “himself” or “his” shall refer to male and female persons alike and should not be construed as derogatory or discriminatory to female persons.

Request for Competitive Solicitation: This term includes Request for Proposal (RFP) and is a solicitation of responses for prices and terms for procurement of goods and/or services for which the scope of work, specifications or contractual terms and conditions cannot reasonable be closely defined by the county. Evaluation of a proposal is based upon prior established criteria which may include but may or may not be totally limited price.

Addenda: Additional directions or modifications issued during the procurement process provided via written or graphic instruments which clarify, correct or change the proposal documents or the Agreement documents.

Proposal Documents: The advertisement or Notice of Request for Competitive Solicitation, instructions and forms contained in this Request for Competitive Solicitations (Response Form, Non-Collusion Affidavit, Lobbying and Conflict of Interest Clause, Public Entity Crime Statement, Drug Free Workplace) and the proposed Agreement documents (including all addenda issued prior to receipt of responses).

Proposer: a person or entity who submits a proposal/response.

Agreement Documents: The Proposal Documents, Agreement, Addenda (which pertain to the Agreement documents), the Proposer’s proposal or response (including documentation accompanying the response and any post-response documentation submitted prior to the notice of award) when attached as an exhibit to the Agreement, these General Conditions, together with all amendments, modifications and supplements.

Compensation: Compensation will be discussed during finalist presentations and final decision made during Agreement negotiations.

Agreement Time: The Agreement shall be in force and binding on the County and the Agency for a period of three (3) years with an option for the County to renew for one additional two-year period.

Agency: Entity that is providing the Response and with whom the County may ultimately enter into an Agreement.

Contractor: The person, agency or corporation with whom the County has entered into the Agreement.

Effective Date of the Agreement: The date indicated in the Agreement on which it becomes effective, but if no such date is indicated it means the date on which the Agreement is signed and delivered by the last of the two parties to sign and deliver.

Laws and Regulations; Laws or Regulations: Federal, state and local laws, rules, regulations, ordinances, codes and/or orders.

Notice of Award: The written notice to the apparent successful Proposer stating that upon compliance by the apparent successful Proposer with the conditions precedent enumerated therein, within the time specified, the County will sign and deliver the Agreement. The County reserves the right to award multiple contracts.

County: The Monroe County Board of Commissioners with whom the Agency has entered into the Agreement and for whom the work is to be provided.

Specifications: Those portions of the Agreement documents consisting of written technical descriptions of materials and services required under the Agreement.

Written Amendment: A written amendment of the Agreement documents, signed by the County and the Agency, on or after the effective date of the Agreement.

Failure to Execute Required Forms: Failure to execute the required forms shall result in entity being disqualified and the response being rejected.

2.02 PROPOSER’S RESPONSIBILITIES

2.02.1 Supervision and Personnel

The Proposer shall supervise and direct the work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the work in accordance with the Agreement documents.

2.02.2 Parts, Materials and Equipment

Unless otherwise specified in the Agreement, the Proposer shall furnish and assume full responsibility for all services, materials, equipment, labor, transportation, machinery, tools and all other incidentals necessary for the completion of the work.

2.02.3 Taxes

The Proposer shall pay all sales, consumer, use and other similar taxes required to be paid by the Proposer in accordance with the laws and regulations of the place of the project which are applicable during the performance of the work. The County is not liable for sales or use taxes.

2.02.4 Compliance with Laws

The Proposer shall comply with all applicable laws and regulations of federal, state and local governments.

SECTION THREE

SCOPE OF SERVICES

INTERNATIONAL LATIN AMERICA SALES AGENCY

LATAM: Brazil, Argentina, and approved additional Latin American markets The Monroe County Tourist Development Council (TDC) and Visit Florida Keys (VFK) invite qualified agencies to respond to a Request for Proposal (RFP) for international sales and representation services in Latin America, with the focus on Brazil and Argentina, while also supporting strategic opportunities that may arise in other relevant Latin American markets .

These services will support efforts to promote The Florida Keys & Key West as a premier Florida travel destination through travel trade engagement, sales outreach, agent training, cooperative marketing opportunities, market intelligence, and relationship-building with tour operators, travel agencies, OTAs, airlines, receptive operators, and other key travel industry partners. Support includes the overarching Visit Florida Keys & Key West brand and regional sub-brands designed to promote the five (5) destinations: Key West, Big Pine and the Lower Keys, Marathon, Islamorada, and Key Largo, as well as special travel categories including diving, fishing, and cultural tourism.

1. Market Strategy and Annual Sales Plan

The agency shall provide market-specific recommendations for Brazil, Argentina and approved additional Latin American markets, including travel trends, booking windows, airlift/access considerations, economic conditions, traveler behaviors, competitive destination insights, and opportunities to increase awareness of The Florida Keys and sales conversion.

2. Travel Trade Sales Representation

The agency shall maintain regular contact with current and prospective travel trade partners in Brazil, Argentina and approved additional Latin American markets, including tour operators, travel agencies, OTAs, consortia, wholesalers, receptive operators, airlines, car rental companies, and other relevant travel sellers.

Sales representation services shall include regular sales calls, account meetings, destination presentations, product updates, agent trainings, webinars, newsletters or electronic updates, and follow-up communications designed to increase knowledge of and bookings to The Florida Keys & Key West.

The agency shall identify new trade partners with potential to sell The Florida Keys & Key West and recommend strategies to secure or expand destination programming.

3. Trade Database Management

The agency shall create, maintain, and provide Visit Florida Keys with an up-to-date travel trade database for Brazil, Argentina and approved additional Latin American markets, including full contact details, account type, market, sales potential, product focus, and history of engagement.

The database shall be shared with Visit Florida Keys on a monthly basis and updated regularly to reflect new contacts, staff changes, sales activity, agent trainings, and account development opportunities.

4. Agent Training and Destination Education

The agency shall provide ongoing destination education to the travel trade in Brazil, Argentina and approved additional Latin American markets, including agent trainings, product presentations, webinars, sales toolkits, and updates on the Florida Keys & Key West accommodations, attractions, experiences, events, access, and itinerary opportunities, incorporating VFK’s Key Lime Academy.

The agency shall adapt and deliver training materials in Portuguese and Spanish as appropriate, and ensure messaging is aligned with Visit Florida Keys’ approved brand, campaign and destination positioning.

5. Cooperative Marketing and Trade Promotions

The agency shall identify and recommend travel trade joint marketing placements, cooperative campaigns, sales promotions, e-newsletter opportunities, product launches, incentive campaigns, and other marketing opportunities with selected tour operators, travel agencies, OTAs, airlines, and other relevant partners in Brazil, Argentina and approved additional Latin American markets.

The agency shall facilitate approvals, creative coordination, graphics, translations, placement, campaign implementation, tracking, and post-campaign reporting as needed. Any cooperative marketing or promotional expenses shall be pre-approved by Visit Florida Keys and treated as pass-through or reimbursable expenses, as applicable.

6. Trade Shows, Sales Missions, and In-Market Events

The agency shall recommend, coordinate, and participate in a mutually agreed-upon set of trade shows, sales missions, workshops, roadshows, agent trainings, airline events, consumer travel events, and other in-market opportunities in Brazil, Argentina and approved additional Latin American markets.

Services may include event recommendations, registration coordination, appointment scheduling, booth or table setup, collateral coordination, staffing, presentations, lead capture, and post-event follow-up.

The agency shall provide written recaps following each approved event, including attendees, contacts made, opportunities identified, follow-up actions, and recommendations for future participation.

7. Familiarization Trip and Destination Review Support

The agency shall assist…