1-PreAdvertisement Notice Draft RFP No. GEN2130519P1 Public Relations Services.pdf

Project Details

GEN2130519P1 - Public Relations Services BPRO Electronic Procurement System Back to list

Project: Public Relations Services

Ref. #: GEN2130519P1

Department: FASD - Purchasing

Type: RFP

Status: DRAFT

Open Date: --

Questions Due Date: Never

Contact Information:

DAZARENE LESCOTT, LATOYA CLARK-

FORBES @lclarkforbes@broward.org, DLESCOTT@broward.org

Close Date: --

Days Left: --

Contract Duration:

Open-End; Three-Year Initial

Contract Renewal:

Two One-Year Renewals

Bid Validity:

Not Applicable

DRAFT

https://broward.bonfirehub.com/portal https://broward.bonfirehub.com/portal/

Bonding Required:

No

Total Amount of Pass-Thru Allowance (Initial Term or Fixed):

OESBD Designation Goal Participation Type (Non-Multi):

CBE Goal

OESBD Designation Goal Participation Type (Multi):

CBE Goal

Goal Assigned Percentage (0 if No Goal):

Public Works/Construction:

No

Project Description:

Scope of Work: Broward County Greater Fort Lauderdale Convention & Visitors Bureau (GFLCVB/Visit Lauderdale) is seeking a qualified firm to provide Public Relations Services. Scope includes delivering creative strategic planning development, maintaining media relations, organizing press trips, conducting media missions and other promotional activities, in accordance with the Scope of Services.

Requested Information: BPRO's Requested Information section identifies "required" and "optional" items for submittal, however all documents and information are relevant to the evaluation process. Therefore, vendors are strongly encouraged to provide all files at time of submittal, including those listed as “optional” in BPRO, to enable a timely and comprehensive review by the County.

Solicitation Provisions/Requirements: (Vendor is cautioned that this is a summary only and the full solicitation must be reviewed).

- Broward County Project Specific Agreement (GEN2130519P1)

Office of Economic and Small Business Development (OESBD) Requirements refer to:

- County Business Enterprise (CBE) Goal Participation

DRAFT

Questions and Answers: The County provides a specified time for Vendors to ask questions and seek clarification regarding the solicitation requirements. All questions or clarification inquiries must be submitted through BPRO by the Questions due date. The County will respond to questions in BPRO (Messages section).

Submittals: Vendor MUST submit its solicitation response electronically through BPRO and receive a Submission Receipt. It is solely the Vendor’s responsibility to ensure its response is submitted and received through BPRO by the closing date and time. The County will not consider solicitation responses received by other means. Vendors are encouraged to submit in advance of the closing date and time. Refer to the Purchasing Division website or contact support@gobonfire.com for submittal instructions. In the event that the Vendor is having difficulty submitting a document, immediately notify the Purchasing Agent and then contact support@gobonfire.com for technical assistance.

Important Events:

Search

Status Event Name

Location Description Dat

ONGOING Que stio ns Due Dat e

Online Portal

The Q and A Period for thi s Opportunity is Ongoing

Never N

UPCOMING Ope n D ate

Online Portal

Posting date for the Oppor tunity

-- N

UPCOMING Clo se Dat e

Online Portal

Deadline for Submissions -- N

UPCOMING Pre- Pro pos al M eeti ng

Microsoft Teams

Attendance at the Pre-Pro posal Conference is OPTI ONAL. This information se ssion presents an opportu nity for the vendors to ask questions regarding the so licitation's proposal require ments. Copy and paste LI NK into your browser: http s://teams.microsoft.com/l/ meetup-join/19%3ameetin g_ZTQ5NTZiODUtMGUx NS00ZDk3LWJhYjgtNWM xYjdjYmYwMjdj%40threa d.v2/0?context=%7b%22T id%22%3a%229483ae6c- 808a-4f02-98a1-8154c0b3 5bfd%22%2c%22Oid%2

May 19th 2026, 11:00 AM EDT - May 19th 2026, 12:00 PM EDT NDRAFT

Supporting Documentation:

2%3a%2287adcb33-894d -42bd-b7ff-1d34c176f96 0%22%7d OR Dial by pho ne: (754) 900-8519 Phone conference ID: 149 648 54 8#

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File Type Description

Agreement Exceptions - RFP-RFQ-RLI.docx Documentation May 8th 2025, 5:06

PM EDT

Criminal History Screening Practices Certification.docx

Documentation Complete and sign this form.

Sep 6th 2024, 1:09

PM EDT

Domestic Partnership Act Certification - RFP-RFQ- RLI.docx

Documentation Complete and sign this form.

May 8th 2025, 5:28

PM EDT

Evaluation Criteria, GEN2130519P1, Public Relations Services.pdf

Documentation May 6th 2026, 9:15

AM EDT

Instructions to Vendors GEN2130519P1, Public Relations Services.pdf

Documentation May 6th 2026, 9:40

AM EDT

Insurance Requirements Form, GEN2130519P1, Public Relations Services.pdf

Documentation Apr 13th 2026, 12:53 PM EDT

Litigation History.docx Documentation Sep 10th 2024, 12:25 PM EDT

Lobbyist Registration Requirement Certification.docx

Documentation Complete and sign this form.

Sep 6th 2024, 1:09

PM EDT

Location Certification - RFP-RFQ-RLI.docx Documentation Complete and sign this form.

May 8th 2025, 5:17

PM EDT

OESBD - CBE Goal Participation.docx Documentation Jul 1st 2025, 4:33

PM EDT

OESBD Affiliated Entities of the Principals Certification.docx

Documentation Complete and sign this form.

Sep 6th 2024, 1:09

PM EDT

Project Specific Agreement, GEN2130519P1, Public Relations Services.docx

Documentation May 6th 2026, 9:22

AM EDT

Scope of Services, GEN2130519P1, Public Relations Services.pdf

Documentation May 6th 2026, 9:17

AM EDT

Subcontractors-Subconsultants-Suppliers Requirement.docx

Documentation Complete and sign this form.

Sep 6th 2024, 1:09

PM EDT

Summary of Vendor Rights for Broward County Competitive Solicitations.docx

Documentation Sep 6th 2024, 1:09

PM EDT

Requested Information:

Listed below are the documents and information needed to complete your submission:

Required with submission

If not provided with submittal, Vendor must submit within 3 business days of County's request

Vendor Questionnaire and Standard Certifications - RFP-RFQ-RLI.docx

Documentation Complete and sign this form.

Jul 1st 2025, 4:40

PM EDT

Vendor Reference Verification, GEN2130519P1, Public Relations Services.docx

Documentation Jun 30th 2025, 3:04 PM EDT

Volume of Previous Payments Attestation - RFP- RFQ-RLI.docx

Documentation May 8th 2025, 5:30

PM EDT

Name Type # Files Requirement Instruction

Bid Table, GEN2130519P1, Public Relations Services (BT-39LO)

BidTable:

Excel (.xlsx)

1 REQUIRED

You will need to fill out the provided Response Template for this BidTable.

Location Certification - RFP RFQ

RLI

File Type: Any (.*) Multiple REQUIRED

Vendor Proposal (including Evaluation Criteria Responses)

File Type: Any (.*) Multiple REQUIRED

Name Type

Broward County Local Business Tax Receipt File Type:

Any (.*) Multiple OPTIONAL

Certificate of Insurance/Letter from Insurance Carrier or Requirements

File Type:

Any (.*) Multiple OPTIONAL

Criminal History Screening Practices Certification File Type:

Any (.*) Multiple OPTIONAL

Domestic Partnership Act Certification - RFP RFQ RLI File Type:

Any (.*) Multiple OPTIONAL

Litigation History File Type:

Any (.*) Multiple OPTIONAL

Lobbyist Registration Requirement Certification File Type:

Any (.*) Multiple OPTIONAL

OESBD Affiliated Entities of the Principals Certification File Type:

Any (.*) Multiple OPTIONAL

OESBD Letter of Intent and/or Application of Good Faith Efforts or Procurement Preference

File Type:

Any (.*) Multiple OPTIONAL

Subcontractors Subconsultants Suppliers Requirement File Type:

Any (.*) Multiple OPTIONAL

Submissions and Prime/Subcontractor Interest

Provide with submission; County will not request after submittal

Document Takers

Interested Contractors

This project is not open for proposal submissions at this time.

Vendor Reference Verfication - RFP RFQ RLI File Type:

Any (.*) Multiple OPTIONAL

Vendor Questionnaire and Standard Certifications - RFP RFQ

RLI

File Type:

Any (.*) Multiple OPTIONAL

Volume of Previous Payments Attestation - RFP RFQ RLI File Type:

Any (.*) Multiple OPTIONAL

Name Type # Files

Agreement Exceptions - RFP-RFQ-RLI File Type: Any (.*) Multiple OPTIONAL

Search

Vendors # Files Actions

No data available in table

Prime/General Contractors Subcontractors

Search

Vendors Contact Email Phone Subcontract Services

No data available in table

Scope of Services Public Relations Services

Public Relations Services Project Overview Broward County (“County”) seeks a firm to provide public relations services (“Services”), for the Greater Fort Lauderdale Convention & Visitors Bureau (“GFLCVB”). Additional County departments or divisions may be added by County at any time upon written notice by the GFLCVB Contract Administrator, which notice shall specify the Contract Administrator and any applicable budget limitations for that department or division.

Service Description Contractor shall provide Monthly Services as described below on an ongoing basis without the requirement of specific written authorization from the County. County estimates the Monthly Services will require Contractor to provide approximately 125 service hours per month. The Monthly Services include all Services associated with performance of the services, but do not include the actual cost of the reimbursable expenses.

Note: The approximate 125 service hours per month is only an estimation and the actual number of hours required to perform the Services may vary from month-to-month. The selected Contractor will be required to provide all Services within the Scope of Work for the Monthly Fee.

1. Monthly Services:

Contractor shall provide the following Monthly Services - with accountability and justification to actual services performed; Contractor shall keep records reflecting the Monthly Services performed, costs incurred, and the actual total hours worked by each of Contractor’s employees or Subcontractors on each specific Service provided during the applicable billing period.

1.1 Strategic Planning + Media Relations Development

1.1.1. Develop, implement, and optimize an annual strategic media relations plan(s), determining key focuses/initiatives for pitching and promotion.

1.1.2. Identify local, regional, and domestic/international media, key publications, targeted outlets, and individual social influencers aligned with the agency’s public relations and promotional needs.

1.1.3. Coordinate public relations efforts that coincide with paid media, social media, and advertising efforts to support a cohesive marketing approach.

1.2 Media Relations

1.2.1. Maintain and utilize updated media lists and editorial contacts by segment of interest, as well as provide these details to the GFLCVB as requested.

1.2.2. Reactive and proactive media lead/request fulfillment.

1.2.3. Distribute press releases to appropriate media-locally, regionally, nationally, and internationally.

1.2.4. Develop, pitch, and maintain a calendar relative to story ideas, brand identity, and core target initiatives.

1.2.5. Track editorial calendars and pitch appropriate brand-focused leads.

1.2.6. Craft talking points, and perform media training, for agency and County executives as needed.

1.3 Media Experience + Press Trips

1.3.1. Plan and execute press trip(s):

1.3.1.1. Highlight destination offerings, programs, initiatives, and industry partnerships, giving lift to the brand.

1.3.1.2. Plan and execute press trips, including itinerary creation and collaboration among partners and agency.

1.3.1.3. Pitch and secure agreed-upon amount of media.

1.3.1.4. Conduct follow-up with all media attendees for secured stories.

1.3.2. Execute social influencer programs/activities to generate extended visibility for agency and County.

1.4 Media Missions + Events

1.4.1. Plan, execute, and implement media mission(s) on behalf of agency in agreed upon markets based on destination priorities.

1.4.2. Plan, execute, and implement media events for agency.

1.4.3. Provide conference and tradeshow support.

1.5 Consumer Events + Activations

1.5.1. Plan and facilitate out-of-market consumer promotional events in key target markets to generate visibility and heighten brand awareness for the agency, promoting Broward County as requested by the agency Contract Administrator.

1.6 Account Management

1.6.1. Hold client calls and provide counsel on story ideas, destination programs, development, and public relations initiatives.

1.6.2. Service day-to-day calls and emails from journalists, routing to the clients as necessary.

1.6.3. Bi-weekly conference calls to discuss status of projects.

1.6.4. Creation of press materials and press kits.

1.6.5. Research and study of agency’s assets and activities.

1.6.6. Database input of media contacts, press trip itineraries, and other related content as requested by the GFLCVB.

1.7 Reporting + Analytics

1.7.1. Develop goals and measurements to define impact and success of editorial/promotional coverage.

1.7.2. Provide media monitoring services through media monitoring software and ensure the GFLCVB has login access to view reporting on demand.

1.7.3 Monthly report on media coverage and outline of performance/account activity.

2. Excluded Items:

2.1. County will not incur any fees associated with Contractor travel to Broward County for meetings or work with the agency in the Tri-County area (Broward County, Miami-Dade County, and Palm Beach County).

2.2. The following administrative costs are part of overhead and will not be reimbursed:

2.2.1. Telephone calls, including long distance.

2.2.2. Color printouts (11x17 or smaller).

2.2.3. Copies (color or black & white, 11x17 or smaller).

3. Reimbursables:

3.1. If requested by County, Contractor may perform the following reimbursable activities at actual cost without markup. Before completing the reimbursable activity, Contractor will provide the Contract Administrator with required documentation determined acceptable by the Contract Administrator and a written estimate to secure a written Notice to Proceed.

3.1.1. Travel costs and travel related expenses must adhere to Section 112.061, Florida Statutes.

3.1.2. Mileage reimbursement for approved travel outside of the Tri-County area.

3.1.3. Expenses related to hosting out of market activations, media missions, local familiarization trips/events (“FAM” tours), and press trips, in accordance with Section 125.0104, Florida Statutes.

3.1.4. Media Kit Production (duplication/collation of releases, duplication of photos, and mailing of releases/press kits).

3.1.5. Production and dissemination of editorial material to media.

3.1.6. Monitoring of Publicity, including clipping service fees.

3.1.7. Expenses related to production and distribution, nationally and internationally, of press releases.

3.1.8. Newsletter and flyers at the request of the Contract Administrator.

EVALUATION CRITERIA

Submit responses to all evaluation criterion as outlined below. Vendors that fail to submit information and/or documentation required by an evaluation criterion by solicitation’s closing date and time, except for Reference Forms, may receive no points (if applicable) for the corresponding Evaluation Criteria.

Refer to Instructions to Vendors, Section K, for additional information. Vendors should structure their proposal to align with the order of the Evaluation Criteria.

1) Ability of Professional Personnel Maximum Points

A. Describe the qualifications and relevant experience of Account Manager and all key staff (Project Team) to be assigned to this Project. Include resumes for Project Team, including Subconsultants/Subcontractors.

B. Provide Project Team’s Organizational Chart, identifying key personnel, showing roles and/or position titles, staff names and licenses, if any, and lines of authority that demonstrate how the account will be managed.

Include specific qualifications and experience as it relates to public relations of a tourism agency.

Provide a description for how the Prime Vendor can tap into additional resources or reassign staff not assigned to County's account to assist with large-scale projects or replace under-performing staff on the project.

2) Project Approach Maximum Points A. Scope of Work Management:

Describe the Prime Vendor’s Project methodology and approach, including use of Subconsultants/Subcontractors, and completion of all items from the Scope of Work (i.e. message platform, channel strategy, integration, etc.).

Provide description of the Vendor's organization's services, creative portfolio examples, and specific account processes (e.g. contract structure, billing, communication protocols with vendor and client, etc.).

Include how the Prime Vendor will use subconsultants in completing projects, and how Prime Vendor will utilize SBE/CBE firm(s).

B. Creative Assignment: Design a brief public relations pitch and press release to support Visit Lauderdale’s marketing for Dine Out Lauderdale. Response should not exceed eight pages.

C. Account Management 10

Describe the Prime Vendor's approach for handling account management of the annual public relations plan including media relations and media placements. Describe how management of these items will be guided by business intelligence.

Indicate research, overall business intelligence, and tourism industry knowledge specific to Destination Marketing Organizations (DMOs) or a tourism product. Describe resources the Prime Vendor will use to provide analytics to the GFLCVB and provide examples of how these details will be used to make research-driven decisions.

D. Public Relations Strategy: Demonstrate how you've used public relations to leverage existing resources to amplify a brand campaign. Response should include at least one case study and one campaign deck showing how the PR strategy amplified awareness of the brand.

3) Past Performance Maximum Points A. Evidence, Knowledge, and Experience

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

Provide a minimum of three references for projects described. Refer to Vendor Reference Verification Form and submit as instructed or within three business days after County’s request. Only provide references for non-Broward County Board of County Commissioners contracts. For Broward County contracts, the County will review performance evaluations in its database for vendors with previous or current contracts with the County. The County considers references and performance evaluations in the evaluation of Prime Vendor’s past performance.

B. Creative Portfolio (Note: Do not include any speculative creative work specific to the GFLCVB, as this will not be considered.)

Provide two samples from creative portfolio(s) relevant to the travel and tourism industry to be used as a measure of capabilities and quality; and provide case studies that measure return on investment on these samples.

Provide two samples of high-impact media coverage relevant to the travel and tourism industry; and describe the return on investment.

4) Workload of Vendor Maximum Points For the Prime Vendor only, list all completed and active projects that the Prime 5

Vendor has managed within the past five (5) years. In addition, list all projected projects in the near future. Projected projects will be defined as a project(s) that Prime Vendor is awarded a contract but the Notice to Proceed has not been issued.

Identify any projects that Prime Vendor worked on concurrently. Describe Prime Vendor’s approach to managing these projects. Were there or will there be any challenges for these projects? If so, describe how Prime Vendor dealt or will deal with the challenges of managing multiple projects concurrently.

5) Location Maximum Points Refer to Location Certification and submit as instructed. Points shall be allocated as follows based on the Prime Vendor’s selection of one of the five options in the Location Certification Form: Option 1 (0 points); Option 2 (5 points); Option 3 (3 points); Option 4 (points range from 0-5 depending on the composition of the joint venture); and Option 5 (0 points).

6) Pricing Maximum Points Proposed price is being used for evaluation purposes.

Refer to Instructions to Vendors for additional instructions and Bid Table in BPRO to submit as instructed.

Total points awarded for price will be determined by applying the following formula: (Lowest proposed price/Proposer’s price) x 20 = Price Score

TOTAL POINTS 100

Form Date 9/23/25

INSTRUCTIONS TO VENDORS

REQUEST FOR PROPOSAL, REQUEST FOR QUALIFICATION, OR REQUEST FOR LETTER OF INTEREST

Vendor is instructed to read and follow the instructions carefully, as any misinterpretation or failure to comply with instructions may lead to Vendor’s submittal being rejected or may affect Vendor’s evaluation.

Vendor MUST submit its solicitation response electronically and MUST confirm its submittal in the electronic bidding system for the response to be deemed valid by the County. Refer to Submittal Instructions.

A. Responsiveness Criteria:

A responsive Vendor means a vendor who submits a response to a solicitation that the Director of Purchasing determines meets all solicitation requirements.

Information and applicable forms, are requested to be submitted by the solicitation’s closing date and time, as instructed. Failure to timely submit may result in the Vendor being deemed nonresponsive per instructions.

The County reserves the right to waive minor technicalities or irregularities as is in the best interest of the

County in accordance with Section 21.37(b) of the Broward County Procurement Code.

1. Bond Requirement

Not applicable to this solicitation.

2. Criminal History Screening Practices Requirement

Broward County’s Criminal History Screening Practices Ordinance applies to this solicitation. Vendor must follow the instructions and submit the completed Criminal History Screening Practices Certification with its submittal. If not provided with the submittal, the Vendor must submit within three business days after the County's written request. Failure to submit within the stated timeframe may determine the Vendor to be nonresponsive to the Criminal History Screening Practices requirement.

3. Domestic Partnership Act Requirement

Broward County’s Domestic Partnership Act applies to this solicitation (as a requirement and a tiebreaker criteria). Vendor must follow the instructions and submit the completed Domestic Partnership Act

Certification with its submittal. If not provided with the submittal, the Vendor must submit within three business days after the County's written request. Failure to submit within the stated timeframe may determine the Vendor to be nonresponsive to the Domestic Partnership Act requirement. However, to be eligible for the Domestic Partnership tiebreaker, the Vendor must currently offer the Domestic

Partnership benefit and the completed form must be returned at the time of solicitation submittal.

Vendors who fail to comply with this submittal deadline will not be eligible for the Domestic Partnership tiebreaker.

4. Funding Requirements (ex. Grant, State, or Federal) https://library.municode.com/fl/broward_county/codes/administrative_code?nodeId=CH21OPPOPRCOFIADSEDE_PTVPRCOSO_21.37ACREWATEIR https://library.municode.com/fl/broward_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH26PE_ARTVIIICRHICHEMAPVE_S26-125CRHISCPR https://library.municode.com/fl/broward_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH16_1-2HURI_ARTVIIIDOPAAC_S16_1-2_-157COCOPREQBEDOPA

5. Living Wage Requirements

6. Lobbyist Registration Requirement

Broward County’s Lobbyist Registration Act applies to this solicitation. Vendor must follow the instructions and submit the completed Lobbyist Registration Requirement Certification with its submittal. If not provided with the submittal, the Vendor must submit within three business days after the County's written request. Failure to submit within the stated timeframe may determine the Vendor to be nonresponsive to the Lobbyist Registration requirement.

7. Pricing Requirements and Submittal

a. Vendor must submit pricing via electronic bidding system. It is solely the Vendor’s responsibility to ensure pricing is submitted and received electronically through electronic bidding system by the solicitation’s closing date and time. The County will not consider pricing received by other means.

b. Pricing submittal is a matter of responsiveness. Failure to complete and electronically submit pricing per solicitation’s instructions by the solicitation’s end closing date and time shall determine the

Vendor to be nonresponsive to the Pricing Requirements.

c. Proposed pricing remains subject to negotiation, which may result in a reduction from the Vendor’s proposed pricing. If scoring is applicable to the solicitation, scoring for price is set forth in the

Evaluation Criteria, including the formula for calculation of pricing points.

8. Additional Responsiveness Requirement

B. Responsibility Criteria:

A responsible vendor means a vendor who is determined to have the capability in all respects to fully perform fully the requirements of a solicitation, as well as the integrity and reliability that will ensure good faith performance.

The Director of Purchasing or the Evaluation Committee (as applicable) may request additional information from any Vendor on matters that may affect a Vendor’s responsibility. A Vendor may submit additional information regarding its responsibility, but such information will not be considered if it contradicts or materially alters the information provided in the original solicitation response.

A Vendor’s failure to provide information requested in the manner required may result in a recommendation by the Director of Purchasing to, and/or a determination by an Evaluation Committee that the Vendor is nonresponsible.

1. Affiliated Entities of the Principal(s)

a. Vendor is required to disclose the names of “affiliated entities” of the Vendor’s principal(s) over the https://library.municode.com/fl/broward_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH1AD_ARTXIIILOAC_S1-262LORESTFE last five (5) years (from the solicitation’s closing deadline) that have acted as a Prime Vendor with the

County. Vendor must follow the instructions and submit the completed Affiliated Entities of the

Principal(s) Certification with its submittal. If not provided with the submittal, the Vendor must submit within three business days after the County's written request.

b. The County will review all affiliated entities of the Vendor’s principal(s) for contract performance evaluations and the compliance history with the County’s Small Business Program, including County

Business Enterprise (CBE), and Disadvantaged Business Enterprise (DBE), goal attainment requirements in its review and determination of responsibility. “Affiliated entities” of the principal(s) are those entities related to the Vendor by the sharing of stock or other means of control, including but not limited to a subsidiary, parent, or sibling entity.

2. Enterprise Technology Services (ETS) Vendor Security Questionnaire (VSQ)

3. Financial Information/Financial Ability

a. The County may consider the Vendor’s Dun & Bradstreet reporting information in its review and determination of financial responsibility.

b. The County may request additional information from any vendor on matters that may affect a

Vendor's responsibility (Section 21.40(b)(4)), such as financial statements or guaranties, including but not limited to most current and/or previous reporting periods balance sheets, income statements and annual reports, federal corporate tax returns, and SEC filings.

4. Foreign Country of Concern Requirements

5. Insurance Requirements

The Minimum Insurance Requirement Form reflects the insurance requirements deemed necessary for this project. Vendor is required to either submit insurance certificates indicating that the Vendor currently carries the level insurance coverages OR submit a letter from the insurance carrier indicating the Vendor can obtain the required insurance coverages if awarded this contract. If not provided with the submittal, the Vendor must submit within three business days after the County's written request.

6. License, Prequalification, or Certification Requirements

Not applicable for solicitation’s Responsibility Criteria.

7. Litigation History

Vendor must follow the instructions and submit the completed Litigation History with its submittal. If not provided with the submittal, the Vendor must submit within three business days after the County's written request.

8. Office of Economic and Small Business Development Program Requirements

This solicitation has the following Broward County Business Enterprise Goal: 15% CBE. Refer to the

Office of Economic and Small Business Development Requirements: CBE Goal and submit all required forms and information as instructed.

9. Workforce Investment Program Requirements

10. Payment Card Processing Questionnaire

11. Additional Responsibility Requirement

C. Additional Information and Certifications

The following forms and supporting information (if applicable) should be completed and provided with the solicitation response. If not provided with the submittal, the Vendor must submit within three business days after the County's written request. Failure to timely submit requested information and/or to certify to requirement may affect the Vendor’s evaluation.

1. Vendor Questionnaire and Standard Certifications

Refer to the Vendor Questionnaire and Standard Certifications and submit as instructed.

a. Drug-Free Workplace Certification

b. Non-Collusion Certification

c. Public Entities Crimes Certification

d. Scrutinized Companies List Certification

2. Procurement Preference for SBE and CBE (Section 1-81.10, Broward County Business Opportunity Act)

D. Standard Agreement Language Requirements

1. The solicitation’s contract terms and conditions are:

Public Relations Services (Broward.org)

2. Vendor is required to review the terms and conditions and submit the Agreement Exceptions. The completed form should be provided with the solicitation response. If not provided with solicitation response, it shall be deemed an affirmation by the Vendor that it accepts all the referenced contract terms and conditions and any additional terms listed above.

3. If exceptions are taken, the Vendor must specifically identify each term and condition to which it is taking an exception. Any exception not specifically listed is deemed waived. Simply identifying a section or article number is not sufficient to state an exception. The Vendor must provide either a redlined version of the specific change(s) or specific proposed alternative language. Additionally, a brief justification specifically addressing each provision to which an exception is taken must be provided.

4. The acceptance of or any exceptions taken to the terms and conditions of the County’s agreement language is considered a part of the Vendor’s response and will be considered by the Evaluation

Committee. Submission of exceptions by the Vendor does not constitute acceptance of those exceptions by the County. Furthermore, taking exceptions to the County’s terms and conditions may be viewed unfavorably by the Evaluation Committee and ultimately may impact the overall evaluation of a Vendor’s submittal.

E. Procurement Authority

Pursuant to Section 21.33 of the Procurement Code, RFPs, RLIs, and RFQs with an anticipated total value of more than $500,000 require Board approval.

F. Project Funding Source

This project is funded in whole or in part by:

Tourist Development Tax (TDT) Funds

G. Cone of Silence

1. The County’s Cone of Silence Ordinance, Section 1-266, of the Broward County Code of Ordinances, prohibits all communications, oral or written, relating to a competitive solicitation among vendors/vendor representatives, County Staff, and Commissioner Offices while the Cone is in effect.

2. Only communications with Purchasing Division employees, the solicitation’s designated Project

Manager(s) or designee(s), the Office of Economic and Small Business Development (OESBD) Small

Business Development Specialist Supervisor (954) 357-6400, and others as specifically identified in the

Cone of Silence Ordinance are permitted. Additionally, communication is permitted at pre-bid conferences and negotiation meetings, as applicable.

3. The Cone of Silence begins upon the advertisement of an ITB, RFP, RFQ, or RLI. The Cone of Silence terminates when the solicitation is awarded, all responses are rejected, or the Board takes other action which ends the solicitation, as more fully stated in the Cone of Silence.

4. Any violations of the Code of Silence Ordinance by any vendor or vendor representative may be reported to the County’s Professional Standards. If the County’s Professional Standards determines that a violation has occurred, a fine shall be imposed as provided in the Broward County Code of Ordinances. At the sole discretion of the Broward County Board of County Commissioners, a violation may void an award of the applicable competitive solicitation.

5. Review the Cone of Silence Ordinance, Section 1-266 of the Broward County Code of Ordinances, for more detailed information.

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H. Vendor Questions

The County provides a specified time for Vendors to ask questions and seek clarification regarding the solicitation requirements. All questions or clarification inquiries must be submitted through BPRO by the

Question due date. The County will respond to questions in BPRO (Messages section).

I. Addenda

The County reserves the right to amend this solicitation prior to the deadline for Vendor responses by issuing written addenda to the solicitation. If, upon review, a Vendor finds a nonclerical error in an addendum, that

Vendor must contact the Purchasing Division immediately, prior to the deadline for submission of responses, to allow the County to review the alleged error and to issue any clarification, if the County determines that a clarification is necessary. Vendors are responsible for obtaining and reviewing each addendum prior to the deadline for submission of responses to the solicitation. The terms of all addenda are incorporated into the solicitation.

J. Committee Appointment and Project Manager

1. Committee Members Information:

An Evaluation Committee is responsible for recommending the most qualified Vendor(s). The solicitation’s appointed committee members are listed on the Purchasing Division’s website under Committee

Appointment. Committee Members are covered by the Cone of Silence.

2. Project Manager Information:

Project Manager: Kristen Norona, Contracts & Billing Manager

K. Evaluation Criteria

1. The Evaluation Committee will evaluate Vendors as per the Evaluation Criteria. The County reserves the right to obtain additional information from a Vendor.

2. Unless the Evaluation Criteria is identified as a solicitation Responsiveness or Responsibility Requirement

(i.e., pricing, certifications, etc.), a Vendor’s failure to respond to Evaluation Criteria will not be considered a matter of responsiveness or responsibility. Vendors that fail to submit information and/or documentation required by an evaluation criterion by solicitation’s closing date and time may receive no points (if applicable) for the corresponding Evaluation Criteria. The County is not required to request, consider, or analyze the Vendor’s Evaluation Criteria responses received after the solicitation’s closing date.

3. The County reserves the right to obtain clarifying information from a Vendor in writing for the Evaluation

Committee.

4. For Request for Proposals - the following shall apply:

a. The Evaluation Committee may shortlist the most qualified firms prior to the Final Evaluation, in accordance with the Procurement Code.

b. The Evaluation Criteria identifies points available; a total of 100 points is available.

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c. If the solicitation includes a request for a pricing submittal, the formula for awarding points will be identified in the Evaluation Criteria.

d. After completion of scoring, the County may negotiate pricing as in its best interest.

5. For Requests for Letters of Interest or Request for Qualifications - the following shall apply:

a. The Evaluation Committee will create a shortlist of the most qualified firms.

b. The Evaluation Committee will either:

i. Rank shortlisted firms; or

ii. If the solicitation is part of a two-step procurement, shortlisted firms will be requested to submit a response to the Step Two procurement.

L. Review and Evaluation of Responses

The process for this procurement may proceed in the following manner:

1. Agency staff prepares a report, including a matrix of responses submitted by the Vendors. This may include a technical review, if applicable.

2. A solicitation may only be awarded to a Vendor determined responsive and responsible to the solicitation’s requirements. The Director of Purchasing shall determine whether submissions are responsive. The

Director of Purchasing’s responsiveness determination is not binding on the Evaluation Committee; the

Evaluation Committee may accept or reject the Director of Purchasing’s responsiveness determination but must specifically state the basis for any rejection.

3. When making determinations of responsibility, the Director of Purchasing or the Evaluation Committee (as applicable) may request additional information from any Vendor on matters that may affect a Vendor’s responsibility. The failure of a Vendor to provide information requested by the County may result in a determination of nonresponsibility. In addition, a Vendor may submit information regarding its responsibility; however, information shall not be considered if it contradicts or materially alters the information provided by the Vendor in its original response to the solicitation.

4. The Evaluation Committee, with assistance of the Purchasing Division and based on information provided by the applicable County Agencies and the Office of the County Attorney, shall determine whether Vendors who have submitted responsive submissions are responsible. The solicitation’s awarding authority shall have the ultimate authority to determine whether Vendors who have submitted responsive submissions are responsible.

M. Local Preference

Broward County’s local preference provisions shall apply except where otherwise prohibited by federal or state law or other funding source restrictions.

Refer to Section 1-75 of the Broward County Local Preference Ordinance and the Location Certification Form for further information.

https://library.municode.com/fl/broward_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH1AD_ARTIVFIAF_DIV5BIPRLOVE_S1-75LOPRPR

For RFPs: upon the completion of final rankings (technical and price combined, if applicable) by the Evaluation

Committee, if a nonlocal Vendor is the highest ranked Vendor and one or more Local Businesses (as defined by Section 1-74 of the Broward County Code of Ordinances) are within five percent (5%) of the total points obtained by the nonlocal Vendor, the highest ranked Local Business shall be deemed to be the highest ranked

Vendor overall, and the County shall proceed to negotiations with that Vendor. If impasse is reached, the

County shall next proceed to negotiations with the next highest ranked Local Business that was within five percent (5%) of the total points obtained by the nonlocal Vendor, if any.

The Location Certification Form will be used for local preference and location tiebreaker criteria.

N. Demonstrations

O. Presentations

1. Vendors that are determined to be both responsive and responsible to the solicitation’s requirements and shortlisted (if applicable) may make a presentation to the Evaluation Committee on the Vendor’s submittal. The committee may provide a list of presentation topics. Each Vendor will have equal time to present; question-and-answer time may vary by Vendor.

2. In accordance with Section 286.0113, Florida Statutes, and the direction of the Broward County Board of

Commissioners, presentations during Evaluation Committee meetings are closed. Only the Evaluation

Committee members, County staff (and County’s representative, if applicable), and the Vendor and their team scheduled for that presentation will be present in the meeting during the presentation and subsequent question and answer period. Subconsultants/subcontractors may only participate during one presentation/question and answer session, if partnering with multiple Prime Vendors.

P. Evaluation Committee Meetings, Committee Questions, Request for Clarifications, Additional Information

1. Evaluation Committee Meetings dates, times and locations are posted on Broward County’s Sunshine

Meetings website.

2. At any committee meeting, the Evaluation Committee members may ask questions, request clarification, or require additional information of any Vendor’s submittal or proposal. It is highly recommended

Vendors attend to answer any committee questions (if requested), including a Vendor representative that has the authority to bind the Vendor. Vendor’s answers may impact evaluation (and scoring, if applicable).

Q. Confidential Material; Public Records and Exemptions

1. Broward County is a public agency subject to Chapter 119, Florida Statutes. Upon receipt, all submittals become “public records” and are subject to public disclosure consistent with Chapter 119, Florida

Statutes. Submittals may be posted on the County’s public website or provided by the County in a public records request response, except to the extent records are identified by the Vendor as confidential and/or exempt pursuant to the public records law and in accordance with the procedures in this section.

https://library.municode.com/fl/broward_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH1AD_ARTIVFIAF_DIV5BIPRLOVE_S1-74DE https://www.flsenate.gov/Laws/Statutes/2020/0286.0113 http://www.broward.org/Commission/Pages/SunshineMeetings.aspx http://www.broward.org/Commission/Pages/SunshineMeetings.aspx

2. Any material(s) that the Vendor asserts are confidential and/or exempt from public disclosure under

Florida Statutes must be conspicuously labeled at the time of submittal as “Confidential” and marked with the specific Florida statute and subsection permitting that exemption under Florida public records law.

3. To submit material as confidential and/or exempt, the Vendor must submit to “Broward County

Purchasing Division, 115 South Andrews Avenue, Room 212, Fort Lauderdale, Florida 33301,” in a sealed envelope labeled with the solicitation number and title, name and contact information for the Vendor, itemization of the contents, identification of the Florida statute(s) and subsection(s) permitting the applicable exemption(s), and the solicitation’s closing date and time, the following:

a. Three (3) hard copies of the materials, unredacted, with each page containing material that is confidential and/or exempt conspicuously labeled “Confidential”; and

b. One (1) copy of the same materials, titled “Redacted Copy,” redacted to remove/redact only those portions of the materials that are confidential and/or exempt under Florida law.

4. If the Vendor does not submit the materials in strict accordance with this section, then the Vendor may be deemed to have waived any claim that the materials are confidential and/or exempt and the County is deemed authorized to post the entire submittal on the County’s public website and/or produce the entire submittal in response to a public records request for the materials.

5. By submitting materials marked as confidential and/or exempt, Vendor agrees to indemnify County and its employees and agents from any and all claims, fines, penalties, damages, judgments, and liabilities of any kind, including attorneys’ fees and costs, relating to the County’s nondisclosure of those materials in response to a public records request by a third party. The Vendor shall be responsible for defending its determination that the redacted portions are not subject to disclosure under applicable law.

6. Submitting material as confidential and/or exempt may impact discussion and consideration of the

Vendor’s submittal by the Evaluation Committee because the Evaluation Committee may be unable to fully discuss the confidential and/or exempt material at the public evaluation meeting.

R. Copyrighted Materials

Submittal of copyrighted material will constitute a license and permission for the County to use, reproduce, distribute, and publish (including both hard copy and electronic copies) as reasonably necessary for the evaluation of the solicitation response by County staff and agents, as well as to make the materials available for inspection or production pursuant to Public Records Law, Chapter 119, Florida Statutes.

S. Public Art and Design Program

T. Tiebreaker Criteria

In accordance with Section 21.42(d) of the Broward County Procurement Code, the tiebreaker criteria shall

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Complete and accurate information must be contained in the Vendor’s initial submittal to ensure credit is received for any tiebreaker criterion. Except to the extent precluded by applicable funding or legal requirements, tiebreaker criteria are as follows:

1. Location Certification;

2. Domestic Partnership Act Certification;

3. Drug-Free Workplace Certification;

4. Volume of Previous Payments Attestation;

5. If the foregoing does not resolve the tie, the Evaluation Committee shall reconsider the responses and re-rank the tied vendors;

6. If the foregoing does not resolve the tie, the Vendor receiving the most first place votes from the

Evaluation Committee's reranking.

U. Posting of Solicitation Results and Recommendations

The Broward County Purchasing Division's website is the location for the County's posting of all solicitations and recommendation for award and recommendation of rankings. It is the obligation of each Vendor to monitor the website in order to obtain complete and timely information.

V. Vendor Protest

Part X of the Broward County Procurement Code sets forth procedural requirements that apply if a Vendor intends to protest a solicitation or proposed award of a contract and states in part the following:

1. Any written protest concerning the specifications or requirements of a solicitation (or of any addenda thereto) must be received by the Director of Purchasing within five (5) business days after the applicable solicitation (or addenda) is posted on the Purchasing Division’s website.

2. Any written protest concerning a proposed award or ranking must be received by the Director of

Purchasing within five (5) business days after the proposed award or ranking is posted on the Purchasing

Division’s website.

3. Failure to file a written protest so that it is received by the Director of Purchasing within the timeframes set forth in Part X of the Broward County Procurement Code shall constitute a waiver of the right to protest. A protest submitted to anyone other than the Director of Purchasing shall not be a valid protest.

4. Except as to any protest of the specifications or requirements of a solicitation, as a condition of initiating any protest, the protestor must, concurrently with filing the protest, pay a filing fee for the purpose of defraying the costs in administering the protest in accordance with the scheduled provided below. The filing fee shall be refunded if the protestor prevails in the protest. Failure to timely pay the required filing fee shall render the protest invalid.

Estimated Contract Amount Filing Fee https://library.municode.com/fl/broward_county/codes/administrative_code?nodeId=CH21OPPOPRCOFIADSEDE_PTXPTIRECO

Mandatory Bid Amount up to $250,000 $500

$250,000 - $500,00 $1,000

$500,001 - $5 million $3,000

Over $5 million $5,000

The estimated contract amount shall be the total bid (proposal) amount offered by the protesting Vendor in its response to the solicitation, inclusive of any contract renewals or extensions. If no amount was submitted by the protestor, the estimated contract amount shall be the County’s estimated procurement contract price. The County will accept a filing fee in the form of a money order, certified check, or cashier’s check, payable to “Broward County,” or other manner of payment approved by the Director of Purchasing.

W. Right To Appeal

The protestor may appeal the Director of Purchasing’s denial of the protest with respect to the proposed award of a solicitation in accordance with Part XII of the Broward County Procurement Code. Decisions by the

Director of Purchasing with respect to the specifications or requirements of a solicitation may only be appealed to the County Administrator or their designee, who shall determine the method, timing, and process of the appeal and whose decision shall be final.

1. The appeal must be received by the Director of Purchasing within ten (10) days after the date of the determination being appealed.

2. The appeal must be accompanied by an appeal bond by a Vendor having standing to protest and must comply with all other requirements of Part XII of the Broward County Procurement Code. The appeal bond is based on the estimated contract amount, per Section 21.84 of the Procurement Code.

3. Except as otherwise provided by law, the filing of an appeal is an administrative remedy that must be exhausted prior to the filing of any civil action against the County concerning any subject matter that, had an appeal been filed, could have been addressed as part of the appeal.

X. Rejection of Responses

The Director of Purchasing may reject all responses to a solicitation, even when only one response is received, if the Director of Purchasing determines that doing so would be in the best interest of…