9-11_Day_of_Service_-_Emergency_Readiness_Summit.pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

9-11 DAY OF SERVICE - EMERGENCY READINESS SUMMIT

Viviana Giarimoustas, Management Analyst II

Procurement Services Division

3295 Tamiami Trail,NAPLES, FL, 34112 viviana.giarimoustas@colliercountyfl.gov

(239) 252-4915

Quick Quote Title: 9-11 Day of Service - Emergency Readiness Summit

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

B - FPP Grant Provisions

C - Insurance Requirements

1. QUICK QUOTE

9-11 Day of Service - Emergency Readiness Summit

Release Project Date: July 11, 2024

Question Submission Deadline: July 18, 2024, 5:00pm

Response Submission Deadline: July 22, 2024, 3:00pm

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Community & Human Services Division (hereinafter, the “Division or Department”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

3. TERM

The purchase order term, if an award is made is intended to be for a one-time purchase.

Prices shall remain firm for the term of the resultant purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

4. AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the responsive vendor with the lowest quote.

5. SPECIFICATIONS/SCOPE OF WORK

https://procurement.opengov.com/portal/collier-county-fl

5.1. 9/11 Day of Service – Collier County Emergency Readiness Summit

Collier County Community & Human Services is seeking a Public Relations Firm to provide services to support the 9/11 Day of

Service - Collier County Emergency Readiness Summit.

A. Event Collateral Materials:

Develop a two-sided, 8.5" x 11" flyer and an event poster, 24" x 36". Develop a trifold brochure that can be used for the trainings to be conducted after the September 14, 2024, event that can be edited. Turnkey services for the flyer and poster include:

• Creative copywriting.

• Layout/design.

• Photography selections.

• Two rounds of CLIENT revisions.

• Production Coordination.

• Printing costs will be estimated using 3 different printing companies and presented once the final format, design and quantity is determined and approved.

B. Event Marketing Plan and Budget:

Develop an overarching marketing strategy and provide recommended event awareness tactics for the period leading up to the event on September 14, 2024. Turnkey services provided include:

• Research of advertising and marketing opportunities to reach target markets.

• Negotiation of advertising rates and schedule with media representatives to maximize the advertising budget.

• Development a comprehensive marketing plan to include:

o Situational analysis of the current market o Strategies, tactics, and activities for all owned (ex. website), shared (ex. social media), paid (ex. advertising), and earned (ex.

public relations) channels.

o Key messaging to be used across all marketing and public relations channels.

o A budget to accompany the recommended marketing and public relations strategies.

• A presentation of the marketing plan and budget.

• Assist in developing an event name and tagline.

• Create the copy and manage photos of the Eventbrite site.

• Help create a landing page for the event.

• Create ads that can be used in printed publications, billboards and other marketing outlets that are deemed effective for the event.

C. Social Media Event Posts Development:

Draft no more than 15 posts, including a combination of timeline posts, stories and reels promoting the event for Facebook, Instagram, and X (Twitter). A Facebook event cover image will also be designed and provided. Upon approval of the outlined post-plan, graphics and animated files will be provided along with accompanying copy per platform to schedule and publish. Turnkey services provided include:

• Creative concepting, layout and design.

• Creative copywriting.

• Two rounds of CLIENT revisions to the post plan.

D. Public Relations Services:

Provide public relations services to increase the awareness of the event through earned tactics. Turnkey services include:

• Research and development of a news release distribution list of targeted media contacts and publications applicable to Collier

County Community and Human Services Division's key objectives and target audiences.

• Development of:

o Two press releases:

▪ One (1) press release to announce the event.

▪ One (1) reminder press release.

▪ Copywriting, project coordination and two rounds of CLIENT revisions for standard news releases o Calendar listings to generate awareness.

o One (1) media advisory encouraging media to cover the live event.

o One (1) radio Public Service Announcement script, with up to two rounds of CLIENT revisions, to facilitate publicity.

• Pitching story to targeted media and interview coordination.

• Monitoring of coverage and single coverage summary report at the conclusion of the campaign.

o Draft contributed post-event article on Collier County's Disaster Preparedness Summit

6. INSURANCE REQUIREMENTS

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$100,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

6.4. Additional Information

https://apps.fldfs.com/bocexempt/

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Public Relations in support of 9/11

Day of Service - Collier County

Emergency Readiness Summit

1 Lump Sum

TOTAL

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required

2. Provide copy of E-Verify Registration*

Vendor must upload copy of E-Verify Registration

*Response required

3. Upload Completed FPP Grant Provisions Documents*

Completed Grant Provisions must be uploaded

*Response required