1-RFP Establishing and Maintaining Advertisements on TDC Website.pdf

NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS

NOTICE IS HEREBY GIVEN that on Thursday, October 9, 2025, at 3:00 P .M., the Monroe County Purchasing Office will receive and open sealed responses for the following:

Establishing and Maintaining Sales of Digital Advertising on the Florida Keys and Key West Website Monroe County, Florida

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 Thursday, October 9, 2025. There is no cost to the bidder to use the Bonfire platform.

Please do not 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 Thursday, October 9, 2025. 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)

Publication Dates Keys Citizen: Sat., 08-23-2025 Keys Weekly: Thur., 08-28-2025 News Barometer: Fri., 08-29-2025 http://www.floridapublicnotices.com/ https://monroecounty-fl.bonfirehub.com/ http://www.monroecounty-fl.gov/BonfireBids http://www.monroecounty-fl.gov/BonfireBids https://monroecounty-fl.bonfirehub.com/

MONROE COUNTY BOARD OF COUNTY

COMMISSIONERS

REQUEST FOR COMPETITIVE SOLICITATION FOR

Establishing and Maintaining Sales of Digital Advertising on the Florida

Keys & Key West Website

FOR MONROE COUNTY TOURIST DEVELOPMENT COUNCIL

MONROE COUNTY TDC

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

Mayor DeeDee Henriquez, Co-Treasurer Robyn Still

Bobby Mongelli Peg Laron

Mayor James Scholl Patti Stanley

Ms. Rachael Oropeza

President & CEO Visit Florida Keys (VFK)

Kara Franker

Senior Vice President of Partnerships & Technology Visit Florida Keys (VFK)

Jeanne Quinn

All responses submitted to this solicitation should be submitted via the Bonfire electronic bidding platform at https://monroecounty-fl.bonfirehub.com 3:00 P.M, Thursday October 9, 2025

Attention: REQUEST FOR COMPETITIVE SOLICITATION: Establishing and Maintaining Sales of Digital Advertising on the Florida Keys & Key West Website

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 17

SECTION THREE

Terms and Conditions Specific to:

Establishing and Maintaining Sales of Digital Advertising on the Florida Keys and Key West Website 20

SECTION FOUR

Draft Agreement 23

SECTION FIVE

Insurance Requirements and Response Forms Required By Monroe County, Florida 37

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida Keys & Key West Website – 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 establish and maintain sales of digital advertising on the Florida Keys & Key West Website for the Monroe County Tourist Development Council (TDC). The Agreement will provide for the 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 Thursday October 9, 2025.

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 not 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”

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida 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 Thursday October 9, 2025. 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

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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 pm on Thursday October 9, 2025 will automatically be disqualified.

F. LOCAL PREFERENCE FORM: Proposer claiming a local preference must complete the enclosed Local Preference Form. Agencies may hire a 3rd party company located in Monroe County to partner on scope of work services to qualify for local preference.

G. 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.

H. 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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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 webeditor@fla-keys.com. Any interpretation, correction or change of the Bidding Documents will be accomplished by Addenda and if issued will be posted on Bonfire and a notification will be furnished by Bonfire to all known prospective bidders listed as planholders prior to the established opening date. Copies of Addenda will also be made available for inspection wherever Bidding Documents are on file for that purpose.

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

All Proposals received will be reviewed by the Selection Committee. The Selection Committee will recommend a list of finalists to make an oral/visual presentation. If requested, the presentation will be made to the Selection Committee during a Zoom meeting on a date in the weeks of October 20, 2025 – October 31, 2025. Finalists will be informed of the exact time of the presentation. No contact regarding this Request for Competitive Solicitation will be allowed between the applicant and individual members of the Selection Committee or the TDC Board. The Selection Committee will be comprised of two (2) Visit Florida Keys staff members and one (1) member of the community. The respondent shall not lobby, solicit or act to influence the District Advisory Committees (DACs) 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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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 _Thursday October 9, 2025. 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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

Finalists will be notified in writing after the Selection Committee reviews and selects finalists to make presentations during the weeks of October 20, 2025 – October 31, 2025 2025 via Zoom. Thereafter, the recommendation of the Selection Committee will be made to the TDC Board and will be submitted to the Board of County Commissioners. No contact regarding this Request for Competitive Solicitation will be allowed between the applicant and the TDC Board or the Selection Committee. The respondent shall not lobby, solicit or act to influence the District Advisory Committees (DAC’s) or any other Advisory Committees and/or the TDC board members in any way that may have an effect on the outcome of the competition, discussion or negotiations leading to the allocation of funding, or an award of contract as reviewed and approved by the County Attorney’s office. Such action may lead to withdrawal of the proposal from consideration.

1.09 DETERMINATION OF SUCCESSFUL PROPOSER

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

EVALUATION CRITERIA FORM

SALES OF DIGITAL ADVERTISING ON THE FLORIDA KEYS

AND KEY WEST WEBSITE

Total points earned are on a scale of 1 – 100 points (1 = lowest 100 = highest 105 if Local Preference is met)

1. Ability of Professional Agency Personnel:

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

(b) Include specific qualifications and experience as it relates to selling and maintaining digital ads to local tourism businesses and organizations for placement on DMO websites.

10 points

2. Project Approach: Scope of Work & Account Management

25 points

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

(a) Describe the Proposer’s methodology and approach for running a fixed-scope program that manages and sells ads to local tourism business and organization for placement on destination website.

(b) Describe the Proposer’s approach for handling account management of the digital advertising program including advertising sales, partner engagement, and program operations.

(c) Indicate research, business intelligence and tourism industry knowledge specific to Destination Marketing Organizations (DMOs) and tourism websites.

3. Project Approach: Sales of Digital Advertising and Revenue Structure

(a) Describe and provide examples of how the Proposer would handle managing a sales program that places local tourism business and organization advertisements on a DMO/destination website..

Briefly explain the functionality of your website advertising sales solution, how it works with existing websites and web CMS/hosting platforms, plus onboarding, services, continuous training and reporting available to the TDC and tourism business and organizations that purchase ads to be placed on the TDC website.

(b) Describe and provide examples of how the Proposer would structure a revenue sharing model for sales of digital advertising placed on websites.

30 points

4. Past Performance: Evidence, Knowledge, and Experience

(a) Indicate the Proposer’s specific expertise in selling & managing the sales of digital advertisements on a variety of destination websites and working with a variety of tourism partner businesses and organizations.

25 points

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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

5. Financial Ability to Provide Services

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

i. Balance sheets, income statements and annual reports; or ii. Tax returns; or iii. SEC filings. If tax returns are submitted, ensure it does not include any personal information (as defined under Section 501.171, Florida Statutes), such as social security numbers, bank account or credit card numbers, or any personal pin numbers. If any personal information data is part of financial statements, redact information prior to submitting a response.

Submit examples (dashboard, reports) of how total advertising sales will be reported on a monthly basis.

(b) A statement outlining the procedures that will be used to issue invoices in the billing of services for the TDC and advertising partners.

10 points

6. Conduct Business in Florida & Monroe County + Local Preference

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

(b) Provide information about the location of the Proposer’s office in proximity to Monroe County.

(c) Describe how the Proposer meets the Local Preference standard. Agencies may hire a third-party company located in Monroe County to partner on scope of work services to qualify for local preference.

5 points

5 points-Local preference (must meet requirements as specified in the local preference form)

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

7. Completion of Additional Information and Certifications

Proposers are required to submit detailed information on their firm and certify to the below requirements. Failure to submit the following forms and information may result in disqualification.

(a) Response Form

(b) Ethics Clause

(c) Non-Collusion Affidavit

(d) Drug-Free Workplace Certification

(e) Public Entities Crimes Statement

(f) Local Preference Form

(g) Vendor Certification Regarding Scrutinized

Companies List

(h) Affidavit Attesting to Noncoercive Conduct for

Labor or Services

(i) Proof of Insurance Requirements

(j) Litigation Check-List- Answers to these Questions must be provided as requested in detail below.

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

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- Establishing and Maintaining Sales of Digital Advertising on the Florida Keys & Key West Website 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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida 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 http://www.sunbiz.org/

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida 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.

(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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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.

Agreement Time: The Agreement shall be in force and binding on the County and the Agency for a period of three (3) year 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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

SECTION THREE

SCOPE OF SERVICES

PARTNER WEB ADVERTISING SALES AGENCY

The Monroe County Tourism Development Council (TDC) and Visit Florida Keys (VFK) invites agencies to respond to a Request for Proposal (RFP) for Establishing and Maintaining Sales of Digital Advertising on the Florida Keys & Key West Website tourism partner advertising sales for the TDC website

The retained agency will work with the TDC/VFK staff and the website agency of record (MMGY Global Inc.) in implementing, managing and optimizing a tourism partner advertising sales program that offers local stakeholders the opportunity to place brand-aligned ads on visitfloridakeys.com / fla-keys.com, which receives approximately 4.5M visitors per year.

These ads need to work seamlessly with the destination’s website, align with the destination’s brand, and generate non-tax revenue without compromising the user experience of the website or the integrity of tourism messaging.

The TDC website previously had a considerable number of advertising partners, although advertising on the current site is not currently available. The intention is to work with the previous advertisers as well as cultivate new relationships and improve the overall advertising value for the tourism business partners in the Florida Keys.

This is a fixed-scope & finite program which is limited to selling and managing ads for stakeholders in Monroe County, Florida on the TDC website only and does not include running the TDC’s website, external paid media, digital advertising or programmatic advertising.

Proposer should detail their ability to provide the following services:

Digital Advertising Strategy & Sales

• Scope and execute a program to sell and manage digital advertisements working with local tourism businesses and organizations aligned with TDC goals and brand standards

• Sell advertising inventory to qualified tourism partner advertisers for placement on the TDC’s website

• Recommend website ad format and placements that balance user experience with revenue potential, for review and approval by the TDC.

Technology & Integration

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

• Provide or integrate with an ad-serving platform (e.g. Google Ad Manager) with sufficient bandwidth to ensure a high-quality user experience with no degradation to the TDC website

• Ensure ads are responsive and optimized across devices

• Maintain compliance with privacy regulations (e.g. GDPR, CCPA) and accessibility guidelines (e.g. WCAG 2.1)

• Work collaboratively with TDC staff and web agency for necessary integrations, data flows, and user experience optimization

Creative & Inventory Management

• Manage collection of partner-submitted creative assets and approval workflows with the TDC prior to placement on the website

• Ensure quality control and adherence to TDC brand standards

• Recommend and enforce technical specifications for ads, featured listings and placements, or sponsored editorial content

Advertising Operations

• Handle end-to-end ad sales operations, including contract management, invoicing, billing and collections with the advertising partners

• Administer advertiser agreements and ensure fulfillment of ad placement terms

• Track and manage ad placement dates, renewal timelines and deliverables

• Provide monthly, quarterly and annual reports detailing advertiser performance, payment status and contract renewals

• Serve as primary point of contact for advertiser communications, support and issue resolution

Performance Tracking & Reporting

• Provide monthly performance reports, including impressions, click-through rates and revenue

• Offer real-time dashboards or access to performance metrics

• Make optimization recommendations based on performance trends

Proposed Revenue Sharing Terms

Proposers must clearly outline their proposed compensation structure for website advertising and monetization services.

• Specify the percentage of gross or net advertising revenue to be retained by the vendor versus the percentage remitted to the TDC. Clearly define what constitutes gross vs. net revenue. Indicate how this will be tracked and reported to the TDC/County and verified as needed. The Proposer must provide an example exhibit that outlines how the total revenue will be reported.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

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.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

SECTION FOUR

DRAFT AGREEMENT

THIS AGREEMENT (Agreement), made and entered into this ______ day of ____________, 2025, 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 advertising and sales services for the establishment and maintenance of the sales of digital advertising on the Florida Keys and Key West Website for the Tourist Development Council (TDC) , and

WHEREAS, a Request for Proposal (RFP) was issued in xxx of 2025 for advertising services as outlined in the attached scope of services; and

WHEREAS, Contractor has been selected to provide web 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 web advertising services be entered into with Contractor, and

WHEREAS, County desires to enter into this Agreement for web advertising 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 [date] and expiring on [date]. The County shall have an option to extend the Agreement for one additional two (2) year periods.

2. Scope of Services: The Contractor will provide the services 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 advertising & sales programs for the Website is 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.

a) Key Personnel: This Agreement is a Professional Service Agreement with expectation that principal personnel performing the services are those personnel listed.

Notice of any change in personnel shall be sent to the TDC, VFK and County. A list of the principal personnel will be given to the TDC for their record, and the TDC shall be informed of any changes in Contractor’s assigned personnel.

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida

b) If necessary, and at the request of the Visit Florida Keys (VFK) Chief Executive Officer (CEO), at least one Contractor representative shall be available, at any official meetings of the TDC, committee meetings, or at any other times as directed by the

TDC.

The Contractor agrees to assign a Senior Account Executive who will devote such time and effort as necessary to the account on a priority basis, including emergency situations when required. Duties of the Senior Account Executive or Contractor's assigned representative will include contact as required with the VFK CEO or other designees.

5. Contractor’s Acceptance of Conditions: The Contractor hereby agrees to carefully examine the Scope of Services and assumes full responsibility therefore. Under no circumstances, conditions or situations shall this Agreement be more strongly construed against the County than against the Contractor.

a) Any ambiguity or uncertainty in the Scope of Services shall be interpreted and construed by the County, and the County’s decision shall be final and binding upon all parties.

b) The passing, approval and/or acceptance by the County of any of the services furnished by the Contractor shall not operate as a waiver by the County of strict compliance with the terms of this Agreement. Failure on the part of the Contractor, immediately after Notice to Correct a default, shall entitle the County, if it sees fit, to correct the same and recover the reasonable cost of such replacement and/or repair from the Contractor, who in any event shall be jointly and severely liable to the County for all damage, loss and expense caused to the County by reason of the Contractor’s breach of this Agreement and/or his failure to comply strictly and in all things with this Agreement and with the specifications.

c) The Contractor agrees that the TDC may designate representatives to visit the

Contractor’s facility(ies) periodically to conduct random open file evaluations during the Contractor’s normal business hours.

d) The Contractor warrants that it has, and shall maintain throughout the term of this

Agreement, appropriate licenses and permits required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. Proof of such licenses and permits shall be submitted to the County upon request.

6. Contractor’s Financial Records and Right to Audit: Contractor shall maintain all books, records and documents directly pertinent to performance under this Agreement in accordance with generally accepted accounting principles consistently applied. Each party to this Agreement or their authorized representatives shall have reasonable and timely access to such records of each other party to this Agreement for public records purposes during the term of the Agreement and for four years following the termination of this Agreement. If an auditor

Competitive Solicitation for Establishing and Maintaining Sales of Digital Advertising on the Florida employed by the County or Clerk determines that monies paid to the Contractor pursuant to this Agreement were spent for purposes not authorized by this Agreement, the contractor shall repay the monies together with interest calculated pursuant to Sec. 55.03, Florida Statute, running from the date the monies were paid to Contractor.

Right to Audit Availability of Records. The records of the parties to this Agreement relating to the Scope of Services/Project, which shall include but not be limited to accounting records (hard copy, as well as computer readable data if it can be made available; subcontract files (including proposals of successful and unsuccessful bidders, bid recaps, bidding instructions, bidders list, etc.); original estimates; estimating work sheets; correspondence; change order files (including documentation covering negotiated settlements); backcharge logs and supporting documentation; general ledger entries detailing cash and trade discounts earned, insurance rebates and dividends; any other supporting evidence deemed necessary by County or the Monroe County Office of the Clerk of Court and Comptroller…