1-RFP.pdf

Competitive Solicitation for Campaign Production and Roll Out – FY 2027

NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS

NOTICE IS HEREBY GIVEN that on October 20, at 3:00 P.M., the Monroe County Purchasing Office will receive and open sealed responses for the following:

Campaign Production, Roll Out and Management 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 October 20, 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 October 20, 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

CAMPAIGN PRODUCTION AND ROLL OUT 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, October 20, 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:

Campaign Production and Roll Out 24

SECTION FOUR

Draft Agreement 30

SECTION FIVE

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

Competitive Solicitation for Campaign Production, Roll out and Management Services – FY 2026

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 Campaign Production and Roll Out services for the Monroe County Tourist Development Council (TDC). The Agreement will provide for the Campaign Production and Roll Out 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 October 20, 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 October 20, 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. October 20, 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 plan holders 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.

An addendum with additional information will be forthcoming.

All Proposals received will be reviewed by the Selection Committee. The Selection Committee will recommend a list of finalists to make one or more oral/visual presentations. If requested, the presentation(s) will be made to the Selection Committee during Zoom meeting(s) between December 1, 2026 and January 14, 2027. Finalists will be informed of the exact time of the presentation(s). 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 October 20, 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.

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

Campaign Production and Roll Out Agency Total points earned are on a scale of 1–100 points (1 = lowest; 100 = highest; 110 with bonus)

1. Ability of Professional Agency Personnel 10 points Describe the qualifications, responsibilities, relevant experience, organizational structure, subcontractor relationships, resource capacity, and availability of all key personnel proposed for the project, including the designated day-to-day contact.

2. Campaign Launch Plan and Production Approach 10 points Describe the proposed approach, schedule, milestones, approvals, stakeholder coordination, production activities, dependencies, risks, and delivery requirements for implementing the established campaign concept through final launch.

3. Creative Concept Rollout and Campaign Messaging 20 points Describe the process for expanding the established campaign concept into a unified messaging platform that can be adapted across geographic areas, tourism products, audiences, and channels, including review, approval, consistency controls, and relevant past examples.

4. Video and Photography Production 15 points Describe the approach to planning, producing, licensing, managing, quality-controlling, archiving, and delivering all required video and photography, including vendors, talent, locations, permits, accessibility, usage rights, and representative work samples.

5. Content and Campaign Asset Production 20 points Describe the Proposer’s capabilities, process, quality controls, staffing capacity, subcontractor management, and relevant experience in producing and adapting an integrated suite of production-ready campaign assets across all required media formats, audiences, markets, specifications, and deadlines.

6. Media Alignment and Coordination 5 points Describe how the Proposer will coordinate with Visit Florida Keys, its media planning and buying agency, and internal subject-matter experts to align creative production, specifications, schedules, revisions, and asset delivery with established paid, earned, shared, and owned media plans.

7. Account Management, Scheduling and Budget Control 5 points Describe the proposed account-management structure, assigned responsibilities, communication and approval processes, project-management systems, version controls, scheduling procedures, budget tracking, invoicing, change management, and escalation of potential delays, issues, or cost changes.

8. Past Performance, Knowledge and Relevant Experience 10 points Demonstrate relevant experience completing comparable campaigns and experiential activations within the past five years, particularly for tourism, public-sector, hospitality, or multi-stakeholder clients, and provide a case study, at least three client references, and evidence of satisfactory, timely, and on-budget performance.

9. Financial Ability and Fee Proposal 5 points

(a) Submit the most recent two years of financial statements for review. The financial statements are not required to be audited and may be submitted in the form of:

Balance sheets, income statements, and annual reports;

Tax returns; or

Securities and Exchange Commission filings.

Any personal information, as defined under Section 501.171, Florida Statutes, shall be redacted before submission.

(b) Provide a statement describing the Proposer’s financial ability to respond to governmental purchase orders and manage campaign-related expenses, production costs, vendors, talent, subcontractors, licensing costs, and other third-party charges.

(c) Describe the procedures that will be used to issue invoices and provide supporting documentation for professional services, reimbursable expenses, production costs, licensing, talent, travel, and third-party vendor charges.

(d) Submit the proposed fee structure, staffing rates, hourly rate card, anticipated production costs, reimbursable expense policies, and all proposed markups, commissions, administrative charges, or other fees.

(e) Clearly identify which services and deliverables are included in the proposed professional fees and which services may require separate production estimates or authorization.

10. Authority to Conduct Business in Florida pass/fail

(a) The Proposer must have the authority to transact business in the State of Florida and be in good standing with the Florida Department of State, Division of Corporations, as applicable.

(b) Provide information regarding the location of the Proposer’s offices and its ability to provide timely and responsive service to Visit Florida Keys and Monroe County.

(c) Describe the Proposer’s familiarity with Monroe County, the Florida Keys tourism industry, local stakeholders, geographic considerations, production logistics, and destination-specific permitting requirements.

11. Completion of Required Information and Certifications pass/fail Proposers are required to submit all information, forms, and certifications required by the solicitation. Failure to submit required documentation may result in the proposal being deemed nonresponsive or disqualified.

Required documents shall include, as applicable:

(a) Response Form;

(b) Ethics Clause;

(c) Non-Collusion Affidavit;

(d) Drug-Free Workplace Certification;

(e) Public Entity Crimes Statement;

(f) Local Preference Form;

(g) Vendor Certification Regarding Scrutinized Companies Lists;

(h) Affidavit Attesting to Non-Coercive Conduct for Labor or Services;

(i) Proof of required insurance;

(j) Litigation Checklist;

(k) Fee proposal and hourly rate card;

(l) Required financial information; and

(m) Any other forms or certifications identified in the solicitation.

BONUS

Provide a statement of experience and representative examples of working with Destination Marketing Organizations with annual budgets of $30 Million and over for campaign production and rollout

5 points

Provide representative examples of previous campaign rollouts, message platforms, or creative adaptations for niche markets / targets while remaining consistent with the approved campaign concept. (e.g. Meetings & Groups, Diving etc.)

5 points

All Proposals received will be reviewed by the Selection Committee. The Selection Committee will recommend a list of finalists to make one or more oral/visual presentations.

If requested, the presentation(s) will be made to the Selection Committee during a Zoom meeting(s) on a date between December 1, 2026 and January 14, 2027. Finalists will be informed of the exact time of the presentation(s). 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.

1.10 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- Campaign Production and Roll Out 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.

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.

http://www.sunbiz.org/

(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

Campaign Launch Services

A draft contract has been furnished in Section Four to help outline the possible services of a full-service agency of record to Monroe County. The Scope of Services may change before negotiating the final contract between the parties.

CAMPAIGN CREATIVE PRODUCTION AND IMPLEMENTATION SERVICES

The Monroe County Tourist Development Council (“TDC”) and Visit Florida Keys (“VFK”) seek a qualified agency to provide creative production, campaign development, content production, and implementation support for VFK marketing initiatives for the new campaign launch. The selected Proposer shall work collaboratively with VFK staff, VFK’s media agency, and other designated agency partners to translate approved campaign concepts and strategies into coordinated, market-ready creative assets and visitor-facing initiatives.

The Proposer shall provide the following services:

Campaign Production Plan

• Develop and maintain a comprehensive campaign production and deployment plan.

• Identify key deliverables, responsibilities, dependencies, production schedules, review and approval periods, milestones, and anticipated deployment dates.

• Coordinate production schedules with VFK and its designated agency partners to support timely campaign implementation.

• Update the production plan as necessary throughout the engagement to reflect approved changes in priorities, timing, deliverables, or media requirements.

Media Alignment and Agency Coordination

• Review applicable paid, owned, shared, and earned media plans to ensure campaign creative, messaging, and assets are aligned with planned communications and distribution channels.

• Coordinate closely with VFK’s designated media and planning agency regarding the specifications, timing, and implementation requirements for paid media initiatives.

• Coordinate with VFK staff and designated subject matter experts and agency partners responsible for earned, shared, and owned media.

• Develop and deliver creative materials in the formats, dimensions, specifications, and versions required for their intended channels and placements.

• The Proposer shall not purchase or place paid media unless separately authorized in writing by VFK.

Creative Concept Development and Rollout

• Review and build upon the campaign concept and creative direction approved by

VFK.

• Develop a comprehensive campaign messaging framework, including campaign copy, messaging hierarchy, calls to action, and appropriate creative applications.

• Develop campaign messaging and creative variations, as directed by VFK, for:

o The five (5) District Advisory Committee (“DAC”) areas: Key West, Lower

Keys, Marathon, Islamorada, and Key Largo;

o Cultural;

o Fishing;

o Dive & Ecotourism; and o Meetings/Groups.

• Ensure all adaptations remain consistent with the overarching VFK brand and approved campaign strategy.

Video and Photography Production

• Review VFK’s existing photography and video library to identify usable assets, content gaps, and additional production needs.

• Plan, coordinate, manage, and execute photography and video production, including pre-production and post-production, required to support the campaign. This includes processing, editing and archiving of all photos and videos.

• Responsibilities may include, but are not limited to, production planning, vendor coordination, talent, locations, scheduling, permits, production crews, editing, post-production, music rights, licensing, usage rights, accessibility requirements, and delivery of final files.

• Coordinate with the VFK Film Commission and other applicable entities regarding location requirements, filming processes, permissions, and permits.

• Ensure appropriate releases, licenses, work-for-hire agreements, and usage rights are obtained for produced campaign materials.

Content and Campaign Asset Production

• Develop and produce all creative content and campaign assets necessary to support approved campaign implementation.

• Deliverables may include, but are not limited to:

o Digital advertising;

o Print advertising;

o Paid and organic social media creative;

o Video and photography;

o Landing-page content;

o Email creative and graphics;

o Out-of-home advertising;

o Broadcast creative;

o Audio creative;

o Podcast scripts and related assets; and o Other campaign materials requested by VFK.

• Provide copywriting, editing, proofreading, graphic design, production, resizing, versioning, and other services necessary to deliver completed, deployment-ready assets.

• Provide final assets in the appropriate formats and specifications required by VFK and its designated agency partners.

Visitor Activation

• Develop an experiential activation concept deck identifying opportunities to extend the campaign into visitor-facing and/or consumer-facing experiences.

• Concepts should be designed to maximize engagement, inspiration, memorability, retention, and campaign recall.

• Where appropriate, activation concepts shall incorporate a clear call to action designed to increase travel consideration, engagement, and/or booking.

• Provide sufficient information for VFK to evaluate the feasibility, anticipated audience, potential locations or channels, estimated implementation requirements, and relationship of each concept to the overall campaign.

Account Management and Project Administration

• Designate a primary account lead and identify key personnel responsible for delivery of the Services.

• Establish and maintain project timelines, production schedules, status reporting, review meetings, and approval workflows.

• Conduct regular status calls or meetings with VFK and designated agency partners regarding active projects and upcoming deliverables.

• Maintain an updated project-status report identifying assignments, responsible parties, deadlines, approvals, and outstanding decisions.

• Maintain ongoing budget tracking for production activities and notify VFK of anticipated budget variances before incurring additional costs.

• Coordinate review and approval of deliverables with VFK and obtain required approvals prior to final production or deployment.

• Maintain responsive communications with VFK staff and other designated project partners.

SECTION FOUR

DRAFT AGREEMENT

THIS AGREEMENT (Agreement), made and entered into this ______ day of ____________, 2026, A.D., by and between Monroe County, Florida, (hereinafter called the County), and __________ (hereinafter called the Contractor).

WITNESSETH:

WHEREAS, Contractor is uniquely qualified to provide professional Campaign Production and Roll Out services which includes consulting advice relating to the Tourist Development Council (TDC) marketing and promotion of tourism, and

WHEREAS, a Request for Proposal (RFP) was issued in September of 2026 for Campaign Production and Roll Out services as outlined in the attached scope of services; and

WHEREAS, Contractor has been selected to provide advertising services as per the scope of services; and

WHEREAS, the TDC, an advisory board to the County’s Board of County

Commissioners (BOCC) has recommended to County that a new Agreement for campaign production and roll out services be entered into with Contractor, and

WHEREAS, County desires to enter into this Agreement for Campaign Production and Roll Out services with the Contractor;

NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

1. Term: The term of this Agreement is for a period of approximately three (3) years beginning December 1, 2026 and expiring on September 30, 2030. The County shall have an option to extend the Agreement for one additional two (2) year period.

2. Scope of Services: The Contractor will serve as the project-based agency for the Monroe County TDC and County as set forth in the Scope of Services-Attached hereto as Attachment A- Scope of Services. The Contractor and the campaign production and launch services are subject to review by the Monroe County TDC. Contractor acknowledges and understands that the relationship between County and Contractor is nonexclusive in nature and County may obtain services similar or identical to the Services from other individuals and entities.

The Contractor shall provide campaign creative production, content development, photography and video production, campaign asset production, visitor activation development, media coordination, account management, and related services for the Monroe County Tourist Development Council (“TDC”) and Visit Florida Keys (“VFK”) as set forth in Attachment A – Scope of Services, attached hereto and incorporated herein by reference. The Contractor's services and deliverables shall be subject to review and approval by VFK and the TDC, as applicable. Contractor acknowledges and understands that the relationship between the County and Contractor is nonexclusive in nature and that the County and/or VFK may obtain services similar or identical to the Services from other individuals or entities.

a) Key Personnel: Contractor shall designate qualified personnel to perform the Services and shall identify a primary account lead responsible for overall coordination, quality control, timely delivery, and communication with VFK. Contractor shall notify VFK of any proposed material change in personnel assigned to the account.

b) Campaign Planning and Coordination: Contractor shall develop and maintain a campaign production and deployment plan identifying deliverables, milestones, schedules, dependencies, review periods, approvals, and anticipated deployment dates. Contractor shall coordinate its activities with VFK staff and VFK's designated agency partners as necessary to support timely implementation of the campaign.

c) Creative Development and Production: Contractor shall develop and produce approved campaign messaging, creative materials, photography, video, content, and other campaign assets in accordance with the requirements set forth in Attachment A. Creative shall include appropriate variations for the five (5) DAC areas and for Cultural, Fishing, Dive & Ecotourism, and Meetings/Groups initiatives, as directed by VFK.

d) Media and Agency Coordination: Contractor shall review applicable paid, owned, shared, and earned media plans and coordinate with VFK's designated media agency, VFK staff, and other designated partners to ensure campaign materials are appropriate for the intended channels and placements. Contractor shall provide required creative assets in accordance with applicable specifications and deadlines. Contractor shall not purchase or place paid media unless separately authorized in writing.

e) Photography and Video Production: Contractor shall coordinate and manage photography and video production required under the Scope of Services, including vendors, talent, locations, permits, editing and post-production, licensing, music and usage rights, accessibility requirements, and delivery of final files. Contractor shall coordinate with the VFK Film Commission and other applicable entities regarding required filming processes and permits.

f) Visitor Activation: Contractor shall develop experiential activation concepts supporting the campaign, including concepts intended to increase visitor engagement, memorability, campaign recall, travel consideration, and booking action.

g) Account and Project Management: Contractor shall conduct status meetings or calls as requested by VFK; maintain project schedules and status reporting; coordinate review and approval processes; track applicable production budgets; and communicate regularly with VFK staff and designated agency partners regarding active projects, deadlines, approvals, and deliverables.

h) Approval: Contractor shall obtain written approval from VFK's CEO or designated representative, as applicable, prior to final production, publication, distribution, or deployment of campaign materials and prior to incurring any third-party production expense for which reimbursement will be requested.

3. Conflict Clients: Contractor will not perform any professional services during the Term for any…