NEW SMYRNA BEACH UTILITIES

200 CANAL STREET

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #17-26

REQUEST FOR PROPOSAL

for

PUBLIC RELATIONS FIRMS for the WESTERN UTILITIES COMPLEX

New Smyrna Beach Utilities seeks proposals from qualified public relations firms to provide proactive communications, public education, and community engagement services in support of the Western Complex, also referred to as the Western Utilities Complex (WUC).

Notice is hereby given that sealed proposals will be ACCEPTED ELECTRONICALLY VIA

VENDOR LINK, until July 27, 2026, AT 2:30PM https://www.myvendorlink.com/external/bids?a=358

Submit Proposals To:

Maureen Lynch, CPPB Procurement Manager New Smyrna Beach Utilities mlynch@nsbufl.com

(386) 424.3046 Voice

(386) 424.3147 Fax

TABLE OF CONTENTS

Proposal Schedule

General Terms & Conditions w. Insurance Requirements

Certification of Drug-Free Workplace Form

Non-Collusion Affidavit of Prime Proposer Form

Request for Taxpayer Identification Number and Certification W-9 Form

Vendor Application

Questionnaire

Required Disclosure

Scope of Work

Proposal Submittal Requirements and Evaluation Factors

Sample Agreement

PROPOSAL SCHEDULE

• DISTRIBUTION OF THE REQUEST FOR PROPOSAL: July 10, 2026

• DEADLINE FOR FINAL QUESTIONS BY 2:30 P.M.: July 17, 2026

➢ E-MAIL TO MLYNCH@NSBUFL.COM

• ADDENDUM PUBLISHED BY 5:00 P.M.: July 22, 2026

• PROPOSAL RETURN DEADLINE BY 2:30 P.M.: July 27, 2026

ELECTRONIC SUBMITTALS THROUGH VENDOR LINK

• BID OPENING 3:00 P.M. July 27, 2026

WE ARE ALSO OFFERING A REMOTE CALL-IN FOR LISTENING TO THE

BID

OPENING.

YOU CAN ATTEND BY DIALING (872) 216-5903

CONFERENCE ID: 380 532 343#

OR BY CLICKING ON THE LINK BELOW

https://teams.microsoft.com/meet/226527853602435?p=NkeNie

ZGJJoZNp4mDN https://teams.microsoft.com/meet/226527853602435?p=NkeNieZGJJoZNp4mDN https://teams.microsoft.com/meet/226527853602435?p=NkeNieZGJJoZNp4mDN

GENERAL TERMS AND CONDITIONS

1. INSTRUCTIONS TO PROPOSERS: To ensure consideration of your proposal, please follow these instructions. Proposals not in compliance with conditions specified herein are subject to rejection.

2. SEALED PROPOSALS: An Electronic Proposal must be submitted through Vendor Link by the date and time specified.

3. NEW SMYRNA BEACH UTILITIES: The term Commission used herein refers to the

New Smyrna Beach Utilities, or its duly authorized representative.

4. PROPOSER: The term PROPOSER used herein refers to the dealer/manufacturer/vendor or business organization submitting a proposal to the Commission in response to this solicitation.

5. COLLUSION: The Proposer hereby attests that the prices in this offer have been arrived at independently without consultation, communication, or agreement with any competitor for the purpose of restricting competition.

6. PRICE WARRANTY: The Proposer warrants that the prices of the items set forth herein do not exceed the prices charged by the Proposer under a contract with the State of Florida.

7. QUESTIONS REGARDING PROPOSAL: Commission has made every effort to provide prospective vendors with the information needed to appropriately respond to this RFP.

Commission realizes that some clarification, interpretation, or additional information may be required.

Questions regarding any portion of this RFP shall be directed, in writing, to:

New Smyrna Beach Utilities

Maureen Lynch, CPPB

Procurement Manager mlynch@nsbufl.com

All such requests must be received no later than 2:30 PM, Eastern Standard Time, July 17, 2026. Responses to all requests for more information will be included in any addenda and will be made available to all Proposers via Vendor Link on July 22, 2026, by 5:00PM.

Requests for additional information received after the July 17, 2026 deadline will not receive a response. Responses will not be made orally.

mailto:mlynch@nsbufl.com

Any additional information pertaining to this RFP or to the services being sought hereunder obtained in a manner other than as described in the preceding paragraph should be regarded as unofficial. Commission will not be bound in any way by information so obtained, or by a Proposer’s reliance thereon.

8. COMMUNICATIONS: Any communication between any potential vendor, service provider, bidder, lobbyist or consultant and any commission, staff member or consultant of the Commission regarding this procurement is strictly prohibited from the date on which the solicitation advertisement appears on the Commission website, VendorLink, or newspaper through the date of contract award. Also, from the date of the filing of any notice of protest of award through resolution for the parties involved in the protest or contract award, whichever is longer. The only exceptions to this are communications with the Commission

Material Manager or the Commission designated point of contact. Any violation shall constitute grounds for immediate and permanent disqualification of the offending firm and possible debarment or suspension. At the Commission General Manager/CEO and Director of Finance (CFO)’s sole discretion, it may also serve as grounds for the voiding of any

Contract with the violator and/or to temporarily or permanently debarring the violator from future work with the Commission. This process will safeguard the integrity of the

Commission procurement and protest process and also provide an ethical, equitable and transparent procurement process.

9. TRADE SECRETS AND CONFIDENTIAL INFORMATION: Trade secrets and information confidential and exempt from Subsection 119.07(1) of the Florida Statutes and

Subsection 24(a) of Article I of the Florida Constitution is not solicited nor desired as information to be submitted with proposals. The Florida Statutes and the State Constitution govern whether information in a proposal is confidential or exempt from the Florida Public

Records Act. If information is submitted in a proposal which a consultant deems to be a trade secret or confidential and exempt from the Public Records Act, the information shall be submitted with the proposal in a separate, clearly identifiable email referencing the specific statutory citation for such exemption. Submitted proposals which are marked “confidential”

(or other similar language) in their entirety or those in which a significant portion of the submitted proposal is marked “confidential” may be deemed non-responsive by NSBU. The

NSBU is not obligated to agree with the consultant’s claim of an exemption and, by submitting a proposal, the consultant agrees to be responsible for defending its claim that each and every portion of the separately marked information is exempt from inspection and copying under the Public Records Act. The consultant agrees that it shall protect, defend, and indemnify, including attorney’s fees and costs, the NSBU for any and all claims and litigation (including litigation initiated by the NSBU) arising from or relating to the consultant’s claim that the separately marked portions of its proposal are not subject to disclosure. If the consultant fails to separately mark portions of its proposal or marks its proposal “confidential” (or other similar language) in its entirety, the NSBU is authorized to produce the entire proposal submitted by the consultant in responding to a public records request.

10. E-VERIFY: By [registering as a vendor, submitting a response to this solicitation, entering into a Contract], you are obligated to comply with the provisions of Section 448.095, Florida

Statutes, “Employment Eligibility.” Further, by your [registration as a vendor/response to this solicitation/entering into a contract] you affirm and represent that you are registered with the

E-Verify system are using same, and will continue to use same as required by Section

448.095, Florida Statutes. Compliance with Section 448.095, Florida Statutes, includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. Failure to comply will lead to termination [as a vendor, disqualifying you for award of this solicitation, entering into a contract and/or, cancellation of an active contract], or if your subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit

Court no later than 20 calendar days after the date of termination. If terminated for a violation of the statute by the Proposer, the Proposer may not be allowed to do business with

Commission or be awarded a solicitation or contract for a period of 1 year after the date of termination. All costs incurred to initiate and sustain the aforementioned programs shall be the responsibility of the Proposer.

11. PROHIBITION AGAINST CONSIDERATION OF SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the Commission will not request documentation of or consider a

Proposer’s social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the Commission’s governing body may not give preference to a Bidder based on the Proposer’s social, political, or ideological interests.

12. COMPLIANCE WITH FOREIGN ENTITY LAWS

Pursuant to Section 287.138, Florida Statutes, Proposer hereby attests under penalty of perjury the following:

A. Entity is not owned by the government of a foreign country of concern as defined in

Section 287.138, Florida Statutes.

B. The government of a foreign country of concern does not have a controlling interest in Entity.

C. Entity is not owned or controlled by the government of a foreign country of concern, as defined in Section 692.201, Florida Statutes.

D. Entity is not a partnership, association, corporation, organization, or other combination of persons organized under the laws of or having its principal place of business in a foreign country of concern, as defined in Section 692.201, Florida

Statutes, or a subsidiary of such entity.

E. Entity is not a foreign principal, as defined in Section 692.201, Florida Statutes.

F. Entity is in compliance with all applicable requirements of Sections 692.202, 692.203, and 692.204, Florida Statutes.

13. INVOICES: All invoices resulting from the award of this bid will be paid within 30 days of receipt of invoice or receipt of goods or acceptance of work performed.

14. BID FORM: A Bid Form is provided, and shall be returned via Vendor Link https://www.myvendorlink.com/external/bids?a=358 marked with Bid number and acknowledgment of receipt of addenda where applicable. It is incumbent upon each Proposer to ensure that they have received all addenda before submitting their Proposals.

15. PREPARATION OF PROPOSAL: All information shall be entered in ink, typewritten or produced by computer. It is your responsibility to make certain that unit prices and extended prices are correct. The Commission will not be responsible for errors or omissions made by proposer.

16. OBLIGATION OF PROPOSER: By submitting a proposal, the Proposer covenants and agrees that they have satisfied themselves from their own investigation of the conditions to be met, that they fully understand their obligation and that they will not make any claim for or have right to cancellation or relief from the contract because of any misunderstanding or lack of information.

17. AMENDED OR WITHDRAWN PROPOSALS: Proposals may be amended or withdrawn only by written notice prior to the Proposal opening. Amendments will only be accepted in the form of a new Proposal package. The Proposer must pick up the original

RFP package and submit an amended sealed proposal prior to the RFP’s closing date and time. Amendments or withdrawals received after the RFP opening will not be effective, and the original RFP submitted will be considered.

18. PUBLIC ENTITY CRIMES: Under Section 287.133(2)(a), Florida Statutes, 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 public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.0l7, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

19. CONSIDERATION OF PROPOSALS: The Commission reserves the right to award the contract to the Proposer(s) that the Commission deems to offer the best overall proposal.

The Commission is therefore not bound to accept a proposal on the basis of lowest price. In addition, the Commission at its sole discretion, reserves the right to cancel this Proposal, to reject any and all proposals, to waive any and all informalities and/or irregularities, to re-advertise with either the identical or revised specifications, or not award a contract at all if it is deemed to be in the best interest of the Commission to do so. The Commission also reserves the right to make multiple or split awards if it is deemed to be in the Commission’s best interest. The Commission shall not be responsible for any cost or expense incurred by the Proposer in preparing or submitting a proposal or any cost prior to the execution of a contract agreement.

20. TIE PROPOSAL: In the event of a tie proposal where quality and service are equal; a preference is given to vendors submitting, with the proposal, a certification of a drug free workplace in accordance with Section 287.087, Florida Statutes. Where tie proposals are between proposers, one of which is located in Volusia County and the other proposer is not, the recommended award shall be to the local proposer. Past Performance-Consideration will be given to a vendor based on previous history and performance on similar Commission projects or requirements. Delivery availability or completion period. Capacity to perform in terms of service availability, facilities, personnel or financial availability. Closeness to delivery point. If all conditions are equal, a flip of a coin, with two witnesses present, shall be the deciding factor.

21. SUBMITTING PROPOSALS: Proposals shall be submitted through the Vendor Link.

22. NO PROPOSAL: In the event a Request for Proposal is returned as a no bid, “NO

PROPOSAL” shall be properly marked on the outside of the envelope with the RFP number.

23. REJECTED PROPOSAL: The Commission reserves the right to reject proposals containing any additional OR EXCLUDED terms or conditions not specifically requested in the original conditions and specifications.

24. AWARDS: Awards shall be made as required for the best interest of the Commission. The right is reserved to make award(s) by individual items, group of items, all or none, or any combination thereof, with one or more suppliers.

25. PURCHASING AGREEMENTS WITH OTHER GOVERNMENT AGENCIES

At the option of the awarded Proposer, the submission of any bid in response to this proposal request constitutes a bid made under the same terms and conditions, for the same contract price, to other governmental agencies including the State of Florida and its agencies, political subdivisions, counties and cities.

Each governmental agency desiring to accept these bids, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases, and each shall be liable only for materials ordered and received by it and no agency assumes any liability by virtue of this bid.

26. CHANGES: Commission may, at any time, direct in writing additions, deletions or changes to all or any part of the work. If any such changes cause an increase or decrease in the cost of or in the time required to perform such work, Proposer shall submit detail information substantiating such claims and an equitable adjustment shall be made to the price or time of performance.

27. CONFLICT OF INTEREST OF OFFICERS OR EMPLOYEES OF THE

CONTRACTING ENTITY/LOCAL JURISDICTION, MEMBERS OF THE LOCAL

GOVERNING BODY, OR OTHER ELECTED OFFICIALS: No member or employee of the contracting entity/local jurisdiction or its designees or agents; no member of the governing body; and no other public official of the Commission who exercises any function or responsibility with respect to this contract, during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed. Further, the Proposer shall cause to be incorporated in all subcontracts, the language set forth in this paragraph prohibiting conflict of interest.

28. EMPLOYEE CONFLICT OF INTEREST: It shall be unethical for any Commission employee to participate directly or indirectly in a procurement contract when the Commission employee knows that:

(1) The Commission employee or any member of the Commission employee’s immediate family has a financial interest in the procurement contract; or

(2) Any other person, business, or organization with whom the Commission employee or any member of a Commission employee’s immediate family is negotiating or has an arrangement concerning prospective employment is involved in the procurement contract.

A Commission employee or any member of a Commission employee’s immediate family who holds a financial interest in a disclosed blind trust shall not be deemed to have a conflict of interest with regard to matters pertaining to that financial interest.

29. GRATUITIES AND KICKBACKS:

(1) Gratuities. It shall be unethical for any person to offer, give, or agree to give any

Commission employee or former Commission employee, or for any Commission employee or former Commission employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity Commission in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

(2) Kickbacks. It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier sub-contractor or any person associated therewith, as an inducement for the award of a subcontract or order.

(3) Contract Clause. The prohibition against gratuities and kickbacks prescribed in this

Section shall be conspicuously set forth in every contract and solicitation, therefore.

30. Indemnification for Tort Actions/Limitation of Liability- The provisions of Section

768.28, Florida Statutes, apply in full to this contract. Any legal actions to recover monetary damages in tort for injury or loss of property, personal injury, or death caused by the negligent or wrongful act or omission of any employee of the Commission acting within the scope of his/her office or employment are subject to the limitations specified in this statute.

No officer, employee or agent of the Commission acting within the scope of his/her employment or function shall be held personally liable in tort or named as a defendant in any action for injury or damage suffered as a result of any act, event or failure to act.

The Commission shall not be liable in tort for the acts or omissions of an officer, employee or agent committed while acting outside the course and scope of his/her employment. This exclusion includes actions committed in bad faith or with malicious purpose, or in a manner exhibiting wanton and willful disregard of human rights, safety, or property.

To the fullest extent permitted by law, the Proposer shall defend, indemnify, and hold harmless the Commission, its officials, agents, and employees from and against any and all claims, suits, judgments, demands, liabilities, damages, cost and expenses (including attorney’s fees) of any kind or nature whatsoever arising directly or indirectly out of or caused in whole or in part by any act or omission of the Proposer or its subcontractors (if any), anyone directly or indirectly employed by them, or anyone for whose acts any of them may be liable; excepting those acts or omissions arising out of the sole negligence of the

Commission.

Provided, however, if the contract between the Commission and the Proposer is deemed by a court of competent jurisdiction to be a construction contract for purposes of Section 725.06, Florida Statutes, any obligation of the Proposer to defend, indemnify or hold harmless the

Commission, shall be limited to an obligation to indemnify or hold harmless the

Commission, its officers and employees from liability damages, losses, and costs, including but not limited to reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentionally wrongful conduct of the contractor and persons employed or utilized by the Proposer in the performance of the contract.

CERTIFICATION OF DRUG-FREE WORKPLACE FORM

IDENTICAL TIE BIDS - Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied proposers have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

PROPOSER SIGNATURE

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER FORM

State of______________

County of____________

_____________________________, being first duly sworn, deposes and says that:

He/she is ______________of__________________, Proposer that has submitted the attached

Proposal.

He/she is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid.

Neither the said Proposer nor any of its officers, partners, owners, agent representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person, to fix the price or prices in the attached Bid or of any other Proposer, or to fix any overhead, profit or cost element of the Bid price or the Bid price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Commission.

The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signed

Title

Subscribed and sworn to before me this _____day of________, 20___.

Title

My Notary Commission Expires: ___________

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri nt o r ty p e.

S ee S p ec if ic

In st ru ct io n s on p ag e 3.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign Here

Signature of U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What’s New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the “LLC” box and enter its appropriate tax classification.

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (Form 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS is giving you this form because they

Cat. No. 10231X Form W-9 (Rev. 3-2024)

VENDOR APPLICATION

In addition to General conditions, your Proposal may be disqualified if the following vendor information is not returned with your Proposal.

Proposer is:

( ) Corporation

( ) Partnership

( ) Sole Proprietorship

( ) Other ________________________________________________ (Explain)

Federal Employer Identification

Number or Social Security Number: _________________________________

Do you collect Florida State Sales Tax? ( ) Yes ( ) No

Firm Name: ______________________________________________________

Mailing Address: __________________________________________________

Telephone No. _______________________ Fax No. ____________________

Email Address: ____________________Web Address:____________________

Commodity or Service Supply: ________________________________________

If Proposer is quoting, as a manufacturer’s representative and the purchase order should be addressed to the manufacturer in care of the Proposer, so indicate.

If remittance address is different from the mailing address so indicate below.

Firm Name: ________________________________________________________

Mailing Address: ____________________________________________________

Submitted by: _______________________________________________________

Name & Title Printed: _________________________________________________

QUESTIONNAIRE

Additional space may be required. Please answer questions in the order presented. All questions must be answered, or Proposer may be disqualified.

1. Has your company ever been denied insurance or had insurance canceled?

2. Is your company bondable? Has your company ever been denied bond?

If yes, explain.

3. Can your insurance company produce a certificate of insurance stating your limits and naming Commission as an Additional Insured?

4. Has your company been a defendant in any lawsuits?

5. Is your company a subsidiary or otherwise legally affiliated with any other company?

6. Is your company rated by Dunn & Bradstreet or any other rating agency?

If yes, what is the name of the agency and rating?

7. Is your company in any stage of bankruptcy, including initial filing?

8. Has your company been disbarred by the Federal Government or any State

Government?

9. How many employees does your company have?

Staff Employees: Full Time______________ Part Time______________

Contract Employees: Full Time_______________ Part Time_______________

REQUIRED DISCLOSURE

At its sole discretion, the Commission may reject any proposer the Commission finds to lack, or whose present or former executive employees, officers, directors, stockholders, partners or owners are found by the Commission to lack honesty, integrity, or moral responsibility. The discretion of the Commission may be exercised based on the Commission own investigation, public records, or any other reliable sources of information. By submitting a proposal, Proposer recognizes and accepts that the Commission may reject the proposal based upon the exercise of its sole discretion and proposer waives any claim it might have for damages or other relief resulting from the rejection of its proposal based on these grounds.

Proposer:_____________________________________

Background of NSBU

New Smyrna Beach Utilities (NSBU) is a municipal utility providing electric, water, and wastewater services. It was established by a special act of the Florida Legislature and operates as part of the City of New Smyrna Beach government. Governance is provided by a five-member board appointed by the City Commission. NSBU operates without taxing authority and is limited to utility-related functions.

NSBU is currently embarking on a project related to the planning, entitlement, and conceptual development of NSBU-owned property known as the Western Utility Complex.

Introduction

NSBU seeks to retain a full-service marketing and public relations (PR) firm to supplement internal resources with specialized expertise in general marketing, public relations, digital communications, and community engagement. The engagement’s core objective is to develop and deliver transparent, accurate, and timely communications that foster public understanding and trust. The selected firm will support proactive community engagement and clear messaging tailored to diverse audiences and channels. These services are intended to encourage meaningful dialogue and enhance public perception of NSBU’s Western Utility Complex (WUC) Project.

The WUC is a minimally developed site which is approximately 600 acres. The project encompasses a multi-phase effort to establish a modern NSBU operational campus on public parcels and to facilitate a complementary long-term redevelopment framework for adjacent private development parcels under a market-driven approach.

The public parcel program is expected to include, at a minimum, a headquarters facility, fleet maintenance and water field operations building and related structures, along with supporting utility infrastructure. The private parcels are anticipated to be advanced by a master developer or other private-sector entities, subject to separate entitlements and approvals.

The successful PR firm should have knowledge of local issues, stakeholders and community dynamics. Furthermore, the firm should have extensive experience providing:

• Experience supporting utility, infrastructure, or public-sector projects

• Social media strategy and execution

• Community outreach and public engagement expertise

• Media relations capabilities

• Support for public meetings and stakeholder communications

The PR firm’s role is to plan and execute transparent, accurate, and accessible communications and engagement aligned with the project’s phases, milestones, and decision points. NSBU will award and authorize work by Component and Phase. The PR firm shall only perform services for the Component(s) and Phase(s) expressly authorized in writing by NSBU.

Additionally, and from time-to-time, NSBU may request that the PR firm support additional NSBU projects which may or may not be related to the WUC. Any such work will be performed at the

PR firm’s hourly rates or flat fee as mutually agreed to by NSBU and the selected PR firm.

Project Overview and Phasing

The WUC will proceed through four integrated phases that include planning, entitlements, implementation, and long-term buildout.

Phase 1: Collaborative, market-driven master planning and entitlement strategy, including:

a. Component A (Public Parcel/NSBU Operational Campus): Conceptual planning and entitlement strategy for the NSBU operational campus and facilities.

b. Component B (Private Development Parcels/Master Developer): Conceptual master planning and entitlement strategy for private development parcels.

c. Establishment of the overall development framework, land use strategy, public communications strategy and outreach approach, and an entitlement roadmap.

Phase 2: Refinement of the land use program and advancement of regulatory approvals, including:

a. Component A: Zoning approvals, comprehensive plan amendments, platting, and environmental permits for the NSBU campus.

b. Component B: Zoning and planned unit development approvals, comprehensive plan amendments, platting, and environmental permits for private parcels.

Phase 3: Implementation following approvals, including:

a. Component A: Finalization/execution of development agreement(s), construction of new WUC facilities, and delivery/turnover.

b. Component B: Implementation planning and infrastructure coordination to support future private redevelopment.

Phase 4: Long-term redevelopment and phased buildout, including:

a. Component A: Long-term operational expansion and utility infrastructure integration.

b. Component B: Phased private-sector redevelopment and vertical development, including Canal Street redevelopment and Western Complex buildout.

PR Firm Objectives

1. Provide clear, accurate, and timely public information about the WUC and its phases, decisions, and impacts.

2. Build understanding and trust through proactive outreach and two-way engagement with stakeholders, including residents, businesses, and community organizations.

3. Support orderly, transparent processes for entitlements and approvals while maintaining the integrity of public involvement.

4. Reinforce NSBU’s brand and values, including safety, reliability, fiscal stewardship, customer service, and environmental responsibility.

5. Deliver measurable results through defined Key Performance Indicators (KPIs) and continuous improvement based on feedback and analytics.

6. Maintain a strict separation between communications for Component A (public parcel/NSBU operational campus) and Component B (private development parcels).

7. Only perform services specifically authorized by NSBU.

8. Do not release materials without NSBU approval.

Phase 1 Services:

Component A (Public Parcel/NSBU Operational Campus)

a. Develop a project-specific communications and engagement plan aligned to the conceptual planning and entitlement strategy.

b. Create core messages, visual identity/brand alignment, and key facts/FAQs for NSBU campus needs and benefits.

c. Map stakeholders and identify engagement channels for customers, nearby neighborhoods, businesses, civic groups, and agencies.

d. Plan and facilitate listening sessions, briefings, and open houses; prepare presentation materials; and document feedback.

e. Prepare initial media strategy and protocols; draft holding statements and Q&A.

f. Launch initial digital content and updates, including website landing page, newsletters, and social media posts.

g. Coordinate with NSBU staff on public-facing content related to Component A; prepare summary reports and recommendations.

h. Provide updates to NSBU Commission at regularly scheduled NSBU Commission meetings

Component B (Private Development Parcels/Master Developer)

a. Prepare a parallel, separately branded communications and engagement plan focused on conceptual master planning and entitlement strategy for private parcels.

Phase 2 Services

Component A

a. Prepare and disseminate plain-language explanations of proposed zoning, comprehensive plan amendments, platting, and environmental permitting.

b. Manage media outreach and responses; provide spokesperson prep and briefing materials.

c. Maintain accessible digital channels with updates, documents, and engagement opportunities; track analytics.

d. Produce monthly progress summaries and engagement reports.

Component B

a. Provide public information support for entitlement processes for private parcels with distinct materials and channels.

Phase 3 Services

a. Support communications for development agreement finalization and execution, including summaries and FAQs.

b. Develop construction-phase communications: schedule notices, safety messages, traffic and access updates, and mitigation information.

c. Implement neighborhood and business outreach for construction impacts; maintain hotlines and inquiry response protocol/s.

d. Provide public meeting support for construction milestones; prepare progress visuals and site photos.

e. Coordinate ribbon cuttings, facility previews, and turnover communications.

f. Produce monthly progress summaries and engagement reports.

a. Prepare materials explaining infrastructure phasing, access, and anticipated timelines.

Phase 4 Services

a. Develop long-term operations communications for the NSBU campus, including service enhancements and infrastructure integration.

b. Maintain ongoing community relations with neighborhoods and businesses; provide annual updates and performance highlights.

c. Produce monthly progress summaries and engagement reports.

a. Prepare materials for Canal Street redevelopment and Western Complex buildout updates, focusing on timelines, benefits, and mitigation of impacts.

Required Deliverables

1. Communications strategy and work plan, by Phase and Component, including schedule, channels, risk assessment, and approval workflows.

2. Stakeholder mapping and engagement matrix identifying audiences, interests, influence, and engagement methods.

3. Core messaging, brand guidelines/visuals, and style guide aligned to NSBU standards, with separate treatments for Component A and Component B.

4. Public meeting support packages, including agendas, presentations, exhibits, sign-in tools, comment forms, and logistics plans.

5. Media relations toolkit, including media list, pitch calendar, press releases, advisories, op-eds, holding statements, and Q&A.

6. Digital content suite, including website landing pages/updates, e-newsletters, email templates, and social media content calendars.

7. FAQs, fact sheets, process explainers, and infographics for each Phase and Component.

8. Monthly metrics and analytics reports, including reach, engagement, sentiment indicators, and KPI performance.

Coordination Requirements and Approvals

1. The PR firm shall work under the direction of NSBU’s designated Project Manager and

Communications Lead and obtain written approval for all strategies, key messages, and public-facing materials prior to release.

2. The PR firm shall maintain separate content, channels, and records for Component A and

Component B. No blending of messages, data, or branding is permitted.

3. The PR firm shall only perform services explicitly authorized in writing by NSBU for the applicable Component(s) and Phase(s).

4. When directed by NSBU, the PR firm shall coordinate with City staff, agencies, and private developers or their representatives on schedule, facts, and materials review, subject to

NSBU approval.

5. All media inquiries shall be logged and addressed in accordance with NSBU-approved protocols. Spokespersons shall be designated by NSBU.

6. The PR firm shall comply with NSBU’s records management, brand standards, accessibility requirements, and legal review processes.

Reporting and Performance Metrics

1. Monthly Reports detailing activities, approvals, media coverage, stakeholder interactions, issues/risks, and next-month plan.

2. KPI Dashboard including, as applicable, website unique visits and time on page; email open and click-through rates; social media reach, engagement, and sentiment indicators;

public meeting attendance and feedback volume; media placement quantity and quality;

inquiry response times; on-time deliverable rate; and ADA compliance checks passed.

Proposal Submittal Requirements

NSBU requires a uniform format to ensure that all proposals are fairly evaluated. Proposals shall be organized as outlined below and shall include the information specified.

Introduction Letter

Each proposal shall begin with an Introduction Letter on company letterhead, signed by an authorized officer, that includes:

1. Legal name of the firm, corporate structure, principal business address, and website.

2. Name, title, email, and phone of the principal officer authorized to negotiate and bind the firm.

3. Years in business and total staff size, with locations of key offices proposed for this engagement.

4. A statement of understanding of NSBU’s WUC project, including the four integrated phases (planning, entitlements, implementation, long-term buildout) and the strict separation between Component A (Public Parcel/NSBU Operational Campus) and

Component B (Private Development Parcels/Master Developer).

5. A statement of capacity, availability, and commitment to perform only services specifically authorized by NSBU and to refrain from releasing any materials without NSBU’s prior written approval.

Qualifications of Proposer/Relevant Experience

1. Provide an organizational chart and resumes for key personnel who will manage and execute the project. List relevant educational qualifications. Provide proof that the team possesses the skills identified in the description of services. Include any personnel or services that set you apart from other public relations firms and why it would be most advantageous for NSBU to contract with your firm.

2. Demonstrate experience developing messaging and community engagement strategies in communities focused on managing growth while preserving community character, quality of life, and public trust.

3. Demonstrate experience with multi-phase public infrastructure communications, entitlement and regulatory process communications, construction-phase outreach, and agency coordination.

4. Identify at least three comparable projects with references, including scope, duration, KPIs, and outcomes.

5. Confirm capacity to provide the services listed, provide rapid response as-needed, and staff public meetings/events, including after-hours needs.

6. Identify any subcontractors and their roles; the prime firm remains responsible for performance and compliance.

References

A minimum of three references to whom similar services were provided within the last three years.

The client references must include the name of the organization, address, telephone number, individual contact person, the dates services were performed and a description of the services provided.

Proposal Requirements

1. Technical approach addressing each Phase and Component, including methods, tools, approvals, and risk mitigation.

2. Work plan and schedule with staffing allocation.

3. Relevant experience and references demonstrating comparable project performance and

KPIs.

4. Sample deliverables, such as messaging frameworks, fact sheets, meeting summaries, and

KPI dashboards.

5. Pricing by Phase, Component, and task.

6. Pricing for other NSBU projects which may or may not be related to the WUC.

7. Proposed SLAs for responsiveness, turnaround times, and issue escalation.

Completed Forms

Execute and include the forms as requested in the RFP o Certification of Drug-Free Workplace o Non-collusion Affidavit o Request for Taxpayer Identification Number and Certification W-9 Form o Proposer Application o Questionnaire o Required Disclosure o Addenda Acknowledgement o Include a copy of your current Occupational License from an authorizing government agency

Evaluation Process and Selection Criteria

1. Responsiveness and Compliance Review (Pass/Fail) -- Prior to detailed evaluation, NSBU will determine whether proposals are responsive and compliant. Proposals must:

a. Be received by the deadline and follow the required format.

b. Include all required sections and signed Introduction Letter.

c. Provide a Price/Cost Proposal with required detail.

d. Satisfy minimum experience and reference requirements.

Proposals failing any pass/fail criterion may be deemed non-responsive and not evaluated further.

2. Evaluation Committee -- A committee designated by NSBU will evaluate responsive proposals. The committee may seek clarifications in writing. Only materials submitted and clarifications requested by NSBU will be considered.

3. Shortlisting -- Based on initial scores, NSBU may establish a shortlist of the highest-ranked proposers for further consideration.

4. Interviews/Oral Presentations -- Shortlisted proposers may be invited to interviews/oral presentations to assess proposed approaches, key personnel, approval workflows, and understanding of the separation between Component A and Component B. Scores may be adjusted based on interviews.

5. Reference…