2024-RM1-21 - Events Ticketing _ Management Services for MDC.pdf

MIAMI DADE COLLEGE

RFP-2024-RM1-21

Request for Proposal No. 2024-RM1-21

Events Ticketing and Management Services for Miami Dade College

RFP OPENING: June 18, 2024, at 3:00pm

All prospective proposers that would be interested in providing a response to this RFP solicitation are invited to download the bid document for your perusal. All College solicitations can be downloaded from BidNet Direct which as part of the Florida Purchasing Group. All College issued solicitations will be posted on the Florida BidNet Direct website for suppliers to access. Suppliers will have the ability to download the bid document as well as any Addendums or other supporting bid documents. In addition, suppliers will be able to upload their bid response to the College via the BidNet portal.

You must register with BidNet Direct in order to view the official solicitation documents.

There are free and paid registration options available.

https://www.bidnetdirect.com/florida/miamidadecollege

All proposal responses MUST be unloaded to the BidNet site by 3:00 P.M. EST, on June 18, 2024. Proposals will be unable to be received after 3:00 P.M. on June 18, 2024, all late proposals will be deemed nonresponsive and receive no consideration.

CONTACT: ROMAN MARTINEZ, MPA, CPPO, CPPB

PURCHASING DIRECTOR

rmartin9@mdc.edu

TABLE OF CONTENTS

1.0 PURPOSE, SCOPE, TERMS

1.1 Purpose

1.2 Scope of Services

1.3 Terms

2.0 BACKGROUND INFORMATION

3.0 TIMELINE

4.0 PROPOSAL INSTRUCTIONS

4.1 Form of Vendor Response

4.2 Contact with College Personnel

4.3 Rules, Regulations and Requirement

4.4 Change of Proposal

4.5 Withdrawal of Proposal

4.6 Modifications of Proposal

4.7 Proposer’s Acknowledgement to all Terms and Conditions of this RFP

5.0 EVALUATION PROCESS

5.1 Evaluation Committee Meetings

5.2 Presentation and Interviews

5.3 Response to RFP

5.4 Selection Criteria

5.5 Acceptance/Rejection of Proposals

5.6 Protest of Intended Decision

5.7 Contract Requirement

5.8 Public Record

6.0 REQUESTED INFORMATION

6.1 Requested Forms to Submit with Proposal Response

6.1.1 Proposal Cover Sheet Form

6.1.2 Addendum Acknowledgement Form

6.1.3 Non-Collusion Affidavit Form

6.1.4 Conflict of Interest Form

6.1.5 Non-Discrimination in Employment Form

6.1.6 Public Entity Crimes Form

6.1.7 E-Verify/Unauthorized Aliens under 448.095, Florida Statutes

6.2 References – Performance Evaluation Surveys

6.3 Company/Individual Information

6.4 Proposed Project Personnel

6.5 Subcontractors

6.6 Minority Business Enterprise

6.7 Local Preference

6.8 Legal Issues

6.9 Indemnification Agreement

6.10 Additional Information or Services

6.11 Federal provisions related to Grant Funded Projects

6.12 Request to Waive Requirement

6.13 Florida Department of Education (FLDOE), Equity and Civil Rights Compliance

7.0 SCOPE OF SERVICES (TECHNICAL PROPOSAL)

7.1 Approach to providing the services

7.2 Sample Timeline

7.3 Communication

7.4 Technical Issues

7.5 Cost Structure

8.0 GENERAL TERMS AND CONDITIONS

8.1 Issuance of any Contract as a result of this RFP prequalification process

8.2 Modification of the Contract

8.3 Assignment of the Contract

8.4 Paragraph Headings

8.5 Applicable Law

8.6 Contractor’s Relationship to the College

8.6.1 Contractor as Independent Contractor

8.6.2 College Representative(s)

8.7 Termination

8.7.1 Termination without Cause

8.7.2 Termination with Cause

8.7.3 Suspension

8.7.4 Default

8.7.5 Non-Appropriations

8.8 Specification Deviations

8.9 Publicity Release

8.10 Contract Terms

8.11 Invoicing for Services

8.12 Bankruptcy

8.13 Official Notices

9.0 FORMS TO BE SUBMITTED BY THE PROPOSER

9.1 Proposal Cover Sheet Form

9.2 Acknowledgement of Addenda Form

9.3 Conflict of Interest Form

9.4 Non-Collusion Affidavit Form

9.5 Non-Discrimation in Employment Form

9.6 Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes, on Public Entity

Crimes

9.7 Affidavit Regarding Unauthorized Alines Under 448.095, Florida Statutes

9.8 Performance Evaluation Survey Form

10.0 FEDERAL GRANT PROVISION FORMS

1.0 PURPOSE, SCOPE, TERMS

1.1. Purpose

As a leading institution in Miami, Florida in the Educational, Cultural, and Arts fields, Miami Dade College is uniquely positioned to sponsor many important community functions. These include the Miami Book Fair, the Miami Film Festival, Live Arts Miami performances and events at the Koubek Center, Museum of Art and Design, and many other Cultural and Arts events.

The purpose of the issuance of this Request for Proposal (RFP) is to publicly solicit the services of qualified Events Ticketing and Management Services firms that will assist the College in the marketing efforts, ticketing sales and support services for planned events throughout the College’s calendar year.

It is the goal of the College, that through this RFP selection process, the College may prequalify one or several service providers. The RFP screening process will allow the College to generate a pool of professional firm(s) that will provide the College with the necessary services to support the marketing, ticket sales as well as other support services.

It is important to note that this RFP prequalification process in essence does not guarantee any selected prequalified proposer to any specific award of services under this RFP by the College but will only serve as a tool for departments at the College to select prequalified proposers that are able, qualified, and ready to provide the services requested under this RFP solicitation.

1.2 Scope of Services

MIAMI FILM FESTIVAL

Essential Requirements and Needs

Sophisticated online integration with the Festival’s event website, enabling a consumer to add tickets to a “shopping cart” while they shop for tickets without any interruption in the browsing experience.

Requirement for a consumer to create an online profile with password specific to the service site – i.e, “sign in with Facebook option”, or “checkout without creating a “profile”.

Retargeting mechanisms within the software to target consumers after leaving the site with abandoned carts or webpages visited without purchase.

Consumer self-sharing on social media abilities.

Fast processing and quick loading.

Adaptability of the site to fit smart phones and desktop computers with equal navigational ease depending on platform.

Supply Festival with hardware: varies throughout the year, but 22-24 scanners/7-8 printers (depending on venue number) for March, at least.

The vendor would have to ensure connectivity at venues, whether by working with the venue to establish direct connection or providing portable hotspots.

Main point of contact (manager) that would assemble things for us and could troubleshoot for us, assemble reports, be at venues to work difficult nights/events (some of the ticketing companies are designed so we have to upload and update everything).

Login system for members that would let them purchase memberships/claim benefits.

Back-end access for multiple users with varying levels of control, so that festival management can determine who had access to see certain blocked seats, revenue, etc.

Ticket delivery options had to include mailing and not charge us or the patron

(the volume of mailings for us is too high for that to be an option).

We could not be charged for comp tickets distributed.

STRONGLY DESIRED SERVICES

Staffed, well versed and qualified/prepared call center to field both member and general public FAQs and orders.

Staff for the actual event at all venues (preferable if they were the same staff from the call center so they would be familiar with what they’re selling and the different types of tickets already) – 9-10 people.

Low direct-to-consumer service fees.

Ability to process other transactions other than tickets – for example, memberships, merchandise, donations, etc. – again with low direct-to-consumer service fees.

MIAMI BOOK FAIR

Ticket Sales

Vendor will receive and collect all proceeds from the sales of package and individual tickets to the event through online ticket sales, telephone sales, and sales at the on-site box office, and the applicable taxes on such sales.

Vendor will provide for and manage advanced sales from the ticket on-sale date through the event which will include:

an online sales webpage to sell author sessions, Street Fair tickets and any ticketed special program;

delivery of all tickets via email (e-tickets) to customers;

accounting & sales reports;

database capture and management;

the use of promotional codes;

telephone support for the online ticket ordering; and complimentary tickets printed in-house ticket stock and these tickets will not be subject to any customer charges.

Vendor will manage and operate the on-site box office at the venue during the event. Services will include:

Street Fair – Saturday and Sunday of Street Fair

All ticket sales and wristband staffing at five (5) entry points;

up to five (5) Box Office Managers; One (1) staff-member to scan pre-purchased Street Fair tickets and wristband individuals at the Red Gate entrance point;

hardware and software for an in-house ticketing system;

crisis management in connection with sales; and daily reconciliation of sales.

Chapman Conference Center – all eight days of the event from approximately 4 – 9 p.m.:

ticket scanning services during the event, including a minimum of two (2) staff members and one (1) manager;

One (1) will call representative to assist MDC with its complimentary ticket allocation, media credential and sponsor check-in desk at Chapman Conference Center;

hardware and software for an in-house ticketing system;

crisis management in connection with sales; and daily reconciliation of sales and provide real time reports.

Membership Sign-Up:

Vendor will receive and collect all proceeds from the sales of membership packages and individual tickets purchased by Friends of the Fair through online ticket sales, telephone sales, and sales at the on-site box office location.

Excellent customer service is critical. Vendor must be able to facilitate ticket sales over the telephone for Friends of the Fair and mail tickets to home for a small number of members who may not have access to a printer and/or holding tickets at will call.

Vendor shall remit a settlement payment from the Friends of the Fair sales to Miami Dade College Foundation (MDCF), after deducting all customer charges on a monthly basis. MDCF is tax exempt. Vendor will handle reconciliation of Friends of the Fair sales daily and provide daily reports. No service fees for donations.

Exhibitor Registration

Vendor will create exhibitor application management to accept exhibitor registration applications for the Miami Book Fair. Registration will consist of full booths, half booths and Writers Row (half booth for one day) for authors with 1-3 titles. Vendor will be responsible for collecting fees from exhibitors once applications have been approved. Exhibitors should be given the ability to pay by check for no additional cost. Vendor will also provide daily reconciliation of Exhibitor sales.

On a monthly basis, vendor will remit a settlement payment from sales via ACH to MDC, after deducting all customer charges and remit a final settlement payment within twelve (12) business days after the event. Vendor will collect any applicable taxes in connection with the sales and will remit the tax proceeds to

MDC.

Performing Arts Live

Seamless online integration with our website.

Ability to sell packages/subscriptions across venues and activate multiple promotional codes.

Ability to sell individual tickets both as general admission and tiered seating and for users to be able to select their seats and see venue seat maps.

Customizable ticket fees that allow the event organizer to include fees in the published ticket price or present them as additional to a base ticket price.

Option to include donation solicitation and survey questions upon checkout.

Customizable sales and attendance reports.

Integration with Sales Force or other CRM mechanisms to manage customer data and audience development.

Paperless check-in mechanisms on-site.

Koubek Center

The Koubek Center’s needs are similar to the needs of Live Arts Miami.

Museum of Art and Design (MOAD)

The museum needs are similar to the Performing Arts unit needs. Their specific requirement is for the service provider to separate and handle tax revenue.

1.3 Terms

The terms of the prequalification period will commence on or about August 1, 2024. This initial pre-qualification period will end on June 30, 2025. The College may extend the prequalification of service providers under this RFP for an additional four-one-year terms, at the College’s discretion.

2.0 BACKGROUND INFORMATION

Miami Dade College stands as the largest institution of higher education in America, proudly enrolling over 120,000 students across eight campuses within Miami-Dade County. Serving as the cornerstone of higher learning for South Florida's diverse population, the College is committed to providing accessible, affordable, and high-quality education. This commitment is underscored by a learner-centric approach, working collaboratively with the vibrant, multicultural community it serves.

As one of the 28 Colleges in the Florida College System, Miami Dade College operates as a political subdivision of the State of Florida. Oversight is provided by the District Board of Trustees, comprising seven appointed members who collaborate closely with the College District President on governance and operational matters. The Board remains accountable to the State Board of Education and the State Commissioner of Education, ensuring adherence to educational standards and objectives. Embracing an open-door policy, the College welcomes individuals from all backgrounds, emphasizing inclusivity and equal access to education.

Miami Dade College offers an extensive array of educational pathways, encompassing over 200 major areas of study through Associate in Arts, Associate in Science, and various Bachelor's degree programs. Additionally, the College provides a comprehensive selection of short-term professional certification, career enhancement, and specialized programs tailored to meet the evolving needs of the greater Miami metropolitan area.

Notably, adult learners constitute 38% of the student body, with the average student age being 27 years old.

As a political subdivision of the State of Florida, Miami Dade College enjoys exemption from Federal Excise Taxes and State Sales Tax. Furthermore, the College is deeply committed to fostering the growth and development of small, minority, and women-owned businesses. Emphasizing diversity and inclusion, the College actively encourages the participation of these enterprises in the State's procurement process, both as prime contractors and subcontractors. Small and women-owned businesses are strongly encouraged to engage with the College in response to solicitations and opportunities.

For further insight into Miami Dade College, its student body, and its distinctive educational environment, please visit its website at www.mdc.edu.

3.0 TIMELINE

The following timeline is a general guideline for the issuance, evaluation, recommendation for award of this RFP and the issuance of the contract for this service. The College may change tasks or dates of the timeline as required.

DATE EVENT

5/20/24 RFP Issuance.

5/23/24 Legal Advertisement.

6/6/24 Last date to present written questions

6/11/24 Answers to Questions Posted

6/18/24 Deadline for submittal of proposals (Proposals due and to be submitted on BidNet prior to 3:00 p.m.

EST)

6/19/24 Deadline of receipt of Evaluation Surveys at the

College’s Purchasing Department (By 5:00pm

6/27/24 Evaluation Committee Meeting and Ranking

(shortlisting, if required)

7/2/24 Presentations by shortlisted proposers (if required)

7/3/24 Award recommendation posted

7/16/24 Award recommendation to The College’s President and Board of Trustees

8/1/24 Commencement of Pre-Qualification Period

All Meeting will publicly advertised on the Colleges Purchasing Website at www.mdc.edu/purchasing under “Bid Postings”, also on BidNet under the bids “Communications” tab.

4.0 PROPOSAL INSTRUCTIONS

4.1 Form of Vendor Response

Proposals shall be submitted electronically to the College’s Purchasing Department via BidNet. All proposals submittals must be submitted in a pdf file format and shall be one file for all the documentation that will submitted.

Prospective proposers must register with BidNet at the following link:

https://www.bidnetdirect.com/florida/miamidadecollege

Registration thru Bidnet is free and there are free and paid subscriptions.

Proposal submittals will be received through this BidNet’s upload link before June 18, 2024 at 3:00pm. Proposals will be unable to be received by the College after 3:00 p.m. EST on June 18, 2024, late proposals will be not be considered and will be deemed non-responsive. The time of receipt of the proposal will be based on the time stamp provided by the BidNet uplink portal application. Proposals are to be labeled RFP#2024-RM1-XX.

No physical deliveries and mail in’s will be accepted, it is the sole responsibility of the Proposer to assure that the proposal is unloaded to BidNet’s upload portal according to the terms of this section. No copies of the response to this RFP shall be submitted to any other office or department at the College.

Please be advised that it takes 30 minutes plus, at a minimum, to upload a bid to BidNet. Please do not attempt to upload an RFP response with less than 30 minutes of anticipation, as you will be risking that your response may not be uploaded within the required time and your bid may be deemed non-responsive. Also, note that you should allow some troubleshooting time just in case you have any difficulty in uploading your bid. Troubleshooting issues on BidNet may be addressed by calling BidNet's Support Team at 800-835-4603 option 2 if you need any assistance.

Provide one (1), all inclusive, digital pdf copy of your RFP proposal response.

4.2 Contact with College Personnel

Questions concerning this RFP shall be directed to Roman Martinez, MPA, CPPO, CPPB Group Director, Purchasing at his email at rmartin9@mdc.edu and to no other person or department at the College. Questions and requests must be in writing and must be received no later than June 6, 2024, before 5:00 p.m. EST.

The fax or email should contain the following information: RFP #2024-RM1-XX, company name, address, phone number, facsimile number, the requestor’s name, the number of pages being faxed or attached to the email and specific questions.

ANY VENDOR, OR ANY PERSONS OR ENTITIES ACTING ON THE

BEHALF OF ANY VENDOR, MAY NOT CONTACT THE COLLEGE

PRESIDENT, ANY COLLEGE TRUSTEE, ANY EMPLOYEE OF THE

COLLEGE OR ANY EMPLOYEE OF ANY COLLEGE TRUSTEE

CONCERNING ANY ASPECT OF A SOLICITATION, FROM THE

RELEASE OF THE SOLICITATION THROUGH THE END OF THE 72-

HOUR PERIOD, AS PROVIDED FOR IN SECTION 120.57(3), FLA.

STAT., FOLLOWING THE ACTION ON THE RECOMMENDED

AWARD BY THE COLLEGE’S DISTRICT BOARD OF TRUSTEES.

EXCEPT AS OTHERWISE SPECIFICALLY PROVIDED FOR BY THE

SOLICITATION, ALL COMMUNICATIONS TO THE COLLEGE

CONCERNING ANY ASPECT OF THE SOLICITATION DURING THE

FOREGOING TIME PERIOD MUST BE MADE IN WRITING AND ONLY

TO THE COLLEGE’S ASSIGNED PURCHASING DEPARTMENT

OFFICER OR THE COLLEGE’S OFFICE OF LEGAL AFFAIRS. IT IS

THE RESPONSIBILITY OF THE VENDOR TO ADVISE ANY PERSON

OR ENTITY AUTHORIZED TO ACT ON ITS BEHALF OF THIS

REQUIREMENT. A VIOLATION OF THIS PROVISION SHALL BE

GROUNDS FOR REJECTING A RESPONSE.

THIS PROVISION SHALL BE REFERRED TO AS THE “CONE OF

SILENCE”.

4.3 Rules, Regulations, and Requirement

All Proposers shall comply with all laws, ordinances, and regulations of any Federal, State of Florida, Dade County, or city government applicable to submitting a response to this RFP and to providing the services described herein.

4.4 Change of Proposal

Should a Proposer desire to change their proposal, the Proposer must do so in writing. Any request for changes must be received prior to the date and hour of the proposal submission deadline. The Proposer name and the RFP# must appear on the envelope.

4.5 Withdrawal of Proposal

A proposal may be withdrawn prior to proposal submission date of June 18, 2024 at 3:00pm. Any proposal not so withdrawn shall, upon opening, constitute an irrevocable offer for a period of ninety (90) days after the date of the proposal opening, to provide the proposed services.

4.6 Modifications of Proposal

No unsolicited modifications to proposals will be permitted after the proposal submission deadline of June 18, 2024.

4.7 Proposer’s Acknowledgement to all Terms and Conditions of this RFP

Proposer shall acknowledge all terms and conditions included in this RFP solicitation. Proposer understands these terms and conditions will be required of the selected vendor(s) and incorporated into the contract awarded as a result of this solicitation. Any requested waivers or changes by the proposer to the terms and conditions must be submitted in writing no later than 7 calendar days after posting and sent to the attention of Roman Martinez, Purchasing Director at rmartin9@mdc.edu

The College will provide its response within 10 calendar days of the submission deadline.

5.0 EVALUATION PROCESS

5.1 Evaluation Committee Meetings

An Evaluation Committee will review all responsive and responsible proposals and will make a recommendation for award to the College President. The recommendation of the Evaluation Committee will be based on an evaluation of the proposals submitted based on the criteria outlined in Section 5.4. The final award recommendation will be presented to the College President who in turn will present the recommendation of award to the District Board of Trustees. The District Board of Trustees of Miami Dade College will make the final approval of any recommendation provided by the Evaluation Committee and the College President.

5.2 Presentation and Interviews

Proposers may be asked to meet with the Evaluation Committee for the purpose of clarifying or expanding upon any information contained in their proposal. In addition, the College may require that additional information be presented at this meeting. Any information provided during the interviews may be included in the evaluation of the firm.

5.3 Response to RFP

The evaluation of the proposals will be based primarily on information provided by the Proposer; therefore, care should be taken to submit as much information as necessary to fully and completely respond to all sections of this RFP. Proposals that do not comply with the requirements of this RFP including, but not limited to, the use of required forms and the inclusion of all required materials and data may be deemed as “Non-Responsive” and will receive no further consideration.

5.4 Selection Criteria

In the evaluation of the responses to this RFP and in making a recommendation for award, the Evaluation Committee will consider a number of factors. These factors will include, but may not be limited to, the criteria as listed in this section.

Information submitted in response to Section 6.0, and 7.0 Scope of Services/Technical Proposal as well as information obtained from references and/or interviews with the Proposers (if required) will be used during the evaluation process.

There are five (5) Criteria items that comprise the Evaluation Criteria, these criteria items will facilitate the evaluation process and will provide the Evaluation Committee with a method to score each proposal received as part of this solicitation process. Each criterion will have a numerical weighted score and the determination of how each Proposer will receive their score is dependent on their response to the proposal requirements as outlined herein in this solicitation. The identified points for each criteria is the maximum allowed for each criterion item.

The Evaluation Committee will utilize a scale from 0 – 5 with 0 being lowest and 5 being highest. Below is table depicting the sample scoring scale the Evaluation Committee will be utilized:

Scoring Scale

Score Competency 5 Significantly exceeds requirements; achievable; applies best practices; clearly and concisely presented; logically organized; well-integrated.

4 Somewhat exceeds requirements; achievable; applies best practices;

clearly and concisely presented; logically organized; well-integrated.

3 Meets requirements; achievable; suitable; acceptably presented;

organized; integrated

2 Somewhat less than meeting requirements; achievable; somewhat suitable; less than acceptably presented; somewhat unorganized;

somewhat integrated

1 Significantly less than requirements; not fully achievable, suitable or addressed

0 Not addressed or failed to answer question appropriately

Evaluation Criteria Points

A. Experience of the Firm 20

B. Experience and Qualifications of Personnel 20

C. Technical Proposal – Approach in Providing the Services 25

D. Local Preference 10

E. Cost Structure 25

Total 100

The Evaluation Committee has the prerogative to determine what scoring methodology to utilize. There are two types of scoring methodologies, one is subjective scoring whereby each member of the committee provides their individual score, for each criteria, for each proposal reviewed. The other is a consensus methodology scoring; this method allows for the committee to discuss each criteria for each proposal and have open and detailed discussions related to each criteria for each of the proposers. After all discussions are completed the Evaluation Committee may assign a score based on the consensus agreement by all Evaluation Committee members. This consensus score must be unanimous. If the committee does not arrive at a unanimous decision, they will continue discussing of the criteria until a consensus is reached.

5.5 Acceptance/Rejection of Proposals

The College may, at its sole and absolute discretion, reject any and all proposals;

re-advertise this RFP; postpone or cancel this RFP process at any time; or waive any minor irregularities in the RFP or in the proposals received as a result of this RFP. Also, the determination of the criteria and process whereby proposals are evaluated, the decision as to a recommendation for the award, or whether or not an award shall ever be made as a result of this RFP, shall be at the sole and absolute discretion of the College. In no event will any successful challenger of these determinations or decisions be automatically entitled to a contract for the services described in the RFP. The submittal of a proposal will be considered by the College as constituting an offer by the Proposer to perform the required service at the stated fees.

5.6 Protest of Intended Decision

A Notice of Intended Decision to recommend or reject proposals will be posted in the Purchasing Department and at the Purchasing website www.mdc.edu/purchasing. In the event an unsuccessful Proposer desires to protest the College’s notice of intended decision to award or reject a proposal, that Proposer shall be required to comply with the Miami Dade College Bid Protest Procedures 6010 (a copy of which is available from the Purchasing Director at Miami Dade College, including, without limitation, filing a notice of protest with the Director of Purchasing, in writing, within seventy-two (72) hours after receipt of the notice or posting of the intended decision, and filing a formal written protest within ten (10) calendar days after the date the notice of protest is filed.

Failure to file a protest that complies with Section 120.53(5), Florida Statutes, within the time prescribed herein shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

5.7 Contract Requirement

Once a proposer is prequalified under this RFP process and is approved by the administration and Board of Trustees, they will be listed in a pool of prequalified service providers to the College. College departments may select from the pool of prequalified vendors. Once a college department selects a vendor and requests a proposal for a specific project, the College may issue a Contract which will outline all terms and conditions as well as milestones and cost for the services. The vendor will be required to sign a contract within 30 days once the College issues the agreement. In the event that a contract cannot be executed within the thirty (30) period, the College may extend the period if needed, or may give notice to such

Proposer of intent to award the contract to another prequalified Proposer and follow the same process with another prequalified service provider.

5.8 Public Record

Unless specifically exempted by law, all information supplied to the College is subject to disclosure by the College under the State of Florida Public Records Law, Florida Statutes Chapter 119.07 (“Public Records Law”). The College shall permit public access to all documents, papers, letters or other material submitted in connection with this RFP and the Contract to be executed for this RFP, subject to the provisions of Chapter 119.07 of the Florida Statutes.

If a Proposer submits any documents or other information to the College which the Proposer claims is confidential information and exempt from Florida Statutes Chapter 119.07 (“Public Records Law”), the Proposer shall clearly designate that it is confidential information and that it is asserting that the document or information is exempt. The Proposer must specifically identify the exemption being claimed under Florida Statutes 119.07.

The College shall notify the Proposer within three (3) business days of receiving a request in writing from another party for disclosure of any documents or other information provided by the Proposer to the College and designated as confidential information. The Proposer shall thereafter notify the College within seven (7) days after the date of written notification as to whether the Proposer intends to have the College continue to treat the information requested for disclosure as confidential information and pursue its claim of exemption from the Public Records Law in accordance with the process outlined below. The College may release the requested documents or other information to the requesting party within three (3) business days after the above reference seven (7) day period has elapsed or earlier, if required by law; unless (i) the Proposer states in its written response to the College that the Proposer shall, at its own cost and expense, immediately undertake all necessary legal actions, including the filing of any necessary papers with a court or other tribunal, to establish or protect the confidential information and the claimed exception under the Public Records Law and to stay any requirement of the College to release the documents or other information. The Proposer must provide the college with evidence that the required documentation has been filed; (ii) the Proposer must provide written confirmation to the College that the Proposer shall indemnify and hold harmless the College and its trustees, officers, employees and agents, individually and collectively, from and against any and all loss, damages, expenses, demands, claims, liabilities or obligations (including interest, penalties, court costs, costs of preparation and investigation, reasonable attorney’s fees and associated costs, whether suit is instituted or not and if instituted, at all tribunal levels); and (iii) the Proposer shall undertake no action that would expose the College, its trustees, officers, employees and agents to any civil or criminal liability. If at any time the Proposer determines to release such documents or other information previously claimed to be confidential information and exempt, or otherwise not to prosecute any action to make such a claim, the Proposer shall immediately notify the College in writing thereof.

Notwithstanding the above provision, the college may disclose confidential information to the extent required by law or regulation, or any validly issued subpoena or court order within the required time frame even if it is less time than that outlined above. Also, the College may release the Proposer confidential information if the Proposer fails to strictly comply with any or all of the requirements outlined above.

6.0 REQUESTED INFORMATION

6.1 Requested Forms to Submit with Proposal Response

It is recommended that prospective proposers to this RFP submit as much information as necessary to respond to all sections of this RFP fully and completely. The College understands that responding to this RFP solicitation includes providing requested forms and/or information to be evaluated. In the event proposer does not include all requested information in its submission, the College reserves the right, in its sole discretion, to request such information from proposer. The College may provide a period for such requested information to be submitted to the College’s Purchasing Department. If the requested information is not submitted by the date and time allotted by the College, then the proposer’s submittal may be deemed “Non-Responsive” and may receive no consideration under this RFP procurement process.

6.1.1 Proposal Cover Sheet

Proposer is to complete all requested information on the Proposal Cover Sheet.

Label this Response to Section 6.1.1

6.1.2 Addendum Acknowledgement

If any addendums are issued, the Proposer is requested to acknowledge compliance with the addendum by submitting a signed copy of the addendum in this section. This form will be issued as part of the addendum process. If no addendums are issued, this section only needs to be acknowledged as “None Received”. All addendums will be posted on the Miami Dade College, Purchasing Department Webpage.

Label this Response to Section 6.1.2

6.1.3 Non-Collusion Affidavit

Proposer is to complete all requested information on the Non-Collusion Affidavit Form and submit completed form with their proposal response.

Label this Response to Section 6.1.3

6.1.4 Conflict of Interest Form

Proposer is to complete all requested information on the Conflict of Interest Form and submit completed form with their proposal response.

Label this Response to Section 6.1.4

6.1.5 Non-Discrimination in Employment Form.

Proposer is to complete all requested information on the Non- Discrimination in Employment Form.

Label this Response to Section 6.1.5

6.1.6 Public Entity Crimes

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 bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any entity, and may not transact business with any public entity in excess of $15,000 for a period of 36 months from the date of being placed on the convicted vendor list as per State of Florida Statute 287-133(2)(a). The contractor’s proposal must contain a statement acknowledging that the Contractor and the proposal are in compliance with State of Florida Statute 287-133(2)(a) and the intent of the statute.

Label this Response to Section 6.1.6

6.1.7 E-Verify

In order to meet all Federal, State and Local employments laws Miami Dade College adheres to the E-Verify registration of Contractors that are to perform services as a result of this RFP selection. Contractor selected to provide services under this solicitation are requested to utilize the U.S.

Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of;

1. All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

2. All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the contract with Miami Dade College.

Proposer is to provide confirmation in their proposal response that they will be in compliance with this request. Additionally, proposer is to complete the form entitled “Affidavit Regarding Unauthorized Aliens under 448.095, Florida Statutes” found on Section 9 this RFP solicitation and submit the completed form with their proposal response.

Label this Response to Section 6.1.7

6.2 References – Performance Evaluation Surveys

Proposers are to submit a minimum of three (3), maximum of five (5) references that best exemplifies the Events Ticketing and Management Services as provided to other clients. Please provide your present or past clients with the Performance Evaluation Letter and Survey attached herein on pages 47 & 48 and request that your client submit the completed survey (page 48) to Roman Martinez, Group Director - Purchasing to his e-mail at rmartin9@mdc.edu.

Please note, that we will not accept Client Surveys being sent to our office from the office of the proposer, the effort by the proposers is to have their clients send the Surveys to MDC’s Purchasing Department. Final date for the receipt of Performance Surveys in the Purchasing Department is end of business day on June 19, 2024, any survey submitted after this date will not be evaluated or considered.

In addition to the above, please provide a list of those clients you have contacted and that will be sending the Performance Evaluation Surveys to the College. Please use the Client Reference form on page 49 to list your client contacts and submit this form as part of your proposal.

Proposers are responsible for making sure their clients return the Performance Evaluation Surveys to the College. The College reserves the right to verify and confirm any information submitted in this process. Such verification may include, but is not limited to, speaking with current and former clients, review of relevant client documentation, site-visitation, and other independent confirmation of data.

Label this Response to Section 6.2

6.3 Company / Individual Information

In order to evaluate the abilities of the Proposer to perform the services requested, information about each Company/Individual must be provided to determine the Company's or individual’s ability to meet all of the criteria to be evaluated, which are to be considered in the award of this RFP. This section identifies specific information that must be included in the proposal.

Provider must supply a brief history of the firm/organization submitting the proposal. This history should include:

A. How long the company has been in business under the present management/ownership.

B. Identity and background of the principals, including the position/title of each principal.

C. Name of person(s) authorized to make representations for the Proposer, title, address and phone number.

D. Current number of employees.

E. Description and location of all current facilities operated by proposer.

Label this Response to Section 6.3

6.4 Proposed Project Personnel

Proposer is requested to provide resumes of key personnel that are being proposed to provide the services to MDC. Biographical descriptions should include:

A. Current job title and responsibilities with the current firm.

B. The role of the individual on the project.

C. Past and current experience conducting marketing and ticketing services.

D. Experience working with any other educational or similar institutions.

E. Overall experience in providing Events Ticketing and Management Services.

Label this Response to Section 6.4

6.5 Subcontractors

Proposer shall provide a list of proposed subcontractors, including the names and mailing addresses on any/all proposed subcontractors and a description of the scope and scope of work the subcontractors will perform. Proposer shall also provide biographical resumes of subcontractor personnel including items A-F listed in Section 6.4.

Label this Response to Section 6.5

6.6 Minority Business Enterprise

The College encourages Minority Business Enterprise (MBE) Participation in accordance with MDC MSBE Policy No.VI- 3A and utilizes the MDC Small Local Business Enterprise Policy VI-4 and Procedure No. 6550. Proposers are encouraged, whenever possible, to provide minority business utilization. Indicate whether the Proposer or any proposed subcontractors are certified as a small or minority-owned business under the state where the business is located. If certified, provide a copy of the certification or evidence of the certification.

Label this part of the proposal Response to Section 6.6

6.7 Local Preference

Miami Dade College has adopted Policy VI-5 - Local Business Preference.

Subsequently it has also adopted College Procedure 6550 - Local Business Preference. This procedure allows the College to issue weighted scoring points for Businesses’ that submit proposals related to Bids, RFPs and ITNs. It also allows for local businesses that are finalists on a bid/proposal to have an additional opportunity to submit pricing if their pricing on a bid falls within 5% of the lowest bidder to provide a Best and Final Offer (BAFO). The Local Preference Policy and Procedure are attached to Section 10 of this solicitation for reference.

6.8 Legal Issues

The proposer must indicate if there are any:

A. Suits or proceedings pending, or to the knowledge of the proposer, threatened in any court or before any regulatory commission or other administrative governmental agency against or affecting the proposer or the Instructors to be used in providing the Services, which, if adversely determined, will have a material adverse effect on the ability of the proposer or any of its Instructors to perform their obligations as stated in their response.

B. The proposer is not in default under any instrument or agreement to which it is a party or by which it or any of its properties or assets may be bound, or in violation of any applicable laws, which default or violation may reasonably be expected to have a material adverse effect on the financial condition of the proposer.

If there are no issues in these areas, please provide a notarized letter indicating that there are no pending or threatened suits or defaults.

Label this part of the proposal Response to Section 6.8

6.9 Indemnification Agreement

The Contractor shall indemnify and hold harmless the College, its District Board of Trustees, officers, employees, agents, and other representative, individually and collectively (collectively, the “College Indemnities”) from and against any and all Liabilities incurred by any of the College Indemnities. For purposes hereof, Liabilities shall mean, but are not limited to, any losses, damages (including loss of use), expenses, demands, claims, suits, proceedings, liabilities, judgments, deficiencies, assessments, actions, investigations, penalties, interest or obligations (including court costs, costs of preparation and investigation, reasonable attorneys’, accountants’ and other professional advisors’ fees and associated expenses), whether suit is instituted or not and, if instituted, at all tribunal levels and whether raised by the Parties hereto or a third party, incurred or suffered by the College Indemnities or any of them arising directly or indirectly from, in connection with, or as a result of (a) any false or inaccurate representation or warranty made by or on behalf of the Contractor in or pursuant to this RFP and the Agreement; (b) any disputes, actions, or other Liabilities arising with respect to, or in connection with, compliance by the College with any Public Records laws (as hereinafter defined) with respect to the Contractor’s documents and materials;

(c) any dispute, actions, or other liabilities arising in connection with the Contractor, the Contractor’s subcontractors, or their respective agents or employees or representatives otherwise sustained or incurred on or about the Premises; (d) any act or omission of, or default or breach in the performance of any of the covenants or agreements made by the Contractor in or pursuant to this RFP or the Contract executed in connection with this RFP; and (e) any services provided by the Contractor, its employees, agents, or authorized representatives in connection with the performance of the Contract executed for this RFP. This indemnification shall survive termination of the RFP and the contract executed in connection with the RFP.

The Contractor must acknowledge acceptance of the Indemnification Agreement.

Label this acceptance Response to Section 6.9

6.10 Additional Information or Services

In addition to the required information noted in Sections 6.0 through 7.0, the Proposer may include any additional information which may be helpful to the College in analyzing the Proposer's ability to provide Events Ticketing and Management Services.

6.11 Federal provisions related to Grant Funded Projects

Services under this RFP may utilize Federal Grants, if so, the selected service provider must comply will all Federal Grant provisions if Federal Grant funds are used for payment under this RFP. Proposers is to review a Section 10 of this RFP solicitation for the listing of all Federal Grant provisions and submit all the forms in this Section in compliance with any Federal Grant provisions.

6.12 Request to Waive Requirement

The Proposer must provide a summary of any RFP specifications, requirements, terms, conditions, and provisions the Proposer requests to waive. This summary should include a justification and acceptable alternative to the part being waived.

If the response to this RFP is in compliance with all RFP specifications, requirements, terms, conditions, and provisions, the Proposer should acknowledge 100% compliance to this section.

Label this Response to Section 6.12

6.13 Florida Department of Education (FLDOE), Equity and Civil Rights

Compliance

Miami Dade College is an equal access/equal opportunity institution which does not discriminate on the basis of sex, race, color, marital status, age, religion, national origin, disability, veteran’s status, ethnicity, pregnancy, sexual orientation or genetic information. Additional information may be obtained by contacting the College’s Equity Officer: Cindy Lau Evans, Office of Equal Opportunity Programs/ADA Coordinator/Title IX Coordinator, at (305) 237-2577 (Voice) or 711 (Relay Service). 11011 SW 104 St., Room 1102-2; Miami, FL 33176, Email:

EquityOff@mdc.edu.

As a service provider to Miami Dade College, proposer is to provide a statement that they, like Miami Dade College, will be in compliance with this this section as they provide the contract services to Miami Dade College.

Label this Response to Section 6.13

7.0 SCOPE OF SERVICES (TECHNICAL PROPOSAL)

7.1 Approach to providing the services

Provide an overview of the Proposer’s approach in providing the ticketing and marketing services for the college. Step by step explanation of how the proposer has provided similar services for other clients is requested.

Label this Response to Section 7.1

7.2 Sample Timeline

Describe a sample timeline indicating the time your company was awarded a project as to when your company was fully ready providing the services as requested by the client.

Label this Response to Section 7.2

7.3 Communication

The Proposer is to provide a description of how they will provide their communications related to marketing and ticketing strategy with the College staff.

Any successful approaches that will streamline the process in providing the services is highly desirable and should be highlighted in the proposer’s response.

Label this Response to Section 7.3

7.4 Technical Issues

Identify potential technical issues, any areas of uncertainty, and any possible risks associated in providing the required services. When possible, explain possible solutions to these challenges, as well as how these issues were handled in similar projects.

Label this Response to Section 7.4

7.5 Cost Structure

Proposer is to provide a sample cost commission structure. Proposer to provide the cost associated with the services to be provided. Marketing and Ticketing and other support services may be outlined and price related to each section may be provided. Detail as to the pricing structure is highly desirable. This information will help the Evaluation Committee to score and rank the Cost Structure Criteria.

Label this Response to Section 7.5

Cost Structure

Please provide pricing information for the following listed functions below.

Substitution for a similar function that your company has undertaken previously may be included as a sample to what your pricing structure will be for the College.

Events:

Miami Film Festival

Miami Book Fair

Live Arts Miami

Koubek Center

MDC’s Museum of Art and Design (MOAD)

Attached are approximate ticket or admission sales information for the major event functions at the College. Functions not listed will be negotiated with the selected service provider at the preplanning stage of the event.

Miami Film Festival Estimated 30,000 ticket membership sales throughout the calendar year (including two large events, the Film Festival in March and the GEMS in October).

Miami Book Fair ” Evenings With” and Street Fair Admission - Admission cost $5.00 - $60.00;

30,000 approximate ticket sales.

Book Fair Membership levels ranges between $100 - $5,000; 700 memberships transactions (credit card fees absorbed by Miami Book Fair).

Exhibitor rental fees ranges between $320 - $1,060; 250 rental transactions (Note:

some vendors choose to pay by check to avoid the credit card fees).

MDC’s Museum of Art and Design (MOAD) In the last 8 months MOAD has received $40,064 in museum admissions. Ticketed events last year brought $7,000 in revenues.

Approximate amount of College Transactions of schedule Annual Events:

Department Amount of Transactions

Miami Book Fair Year-Round Programs 5,250 Koubek Center 6,200 Live Arts Miami 74,000 Miami Book Fair 32,000 Miami Film Festival 15,000 Museum of Art & Design 7,125

8.0 GENERAL TERMS AND CONDITIONS

This section of the RFP contains general terms and conditions which will form the basis of the contract between the College and the Contractor.

8.1 Issuance of any Contract as a result of this RFP prequalification process

Prior to the start of the services as awarded under this RFP,…