FWC 24.25-78 Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

REQUEST FOR PROPOSALS

FWC 24/25-78

MEDIA PLANNING AND BUYING SERVICES

RESPONDENT ACKNOWLEDGEMENT FORM

Purpose: The intent of this RFP is to obtain competitive responses for providing the FWC with effective educational, outreach, and advertising campaigns for the best value, per the specifications contained herein. Only responsive and responsible Respondents will be considered for award of this RFP.

Responsive: To be responsive, a response must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of this RFP. Material terms are those that could affect the price, quantity, quality, or delivery.

Also included as material terms are those which are clearly identified in this RFP and which, for reasons of policy, must be complied with at risk of response rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this RFP in any way, does not contain all the properly signed forms, supplements or deviates from the RFP requirements or has an incomplete Cost Sheet may be considered nonresponsive at the discretion of Procurement Manager.

Responsible Companies: The Commission shall only consider responsible companies. Responsible companies are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the Respondent. The Commission reserves the right to use any information, whether supplied through the Respondent’s submission or otherwise obtained, in determining responsibility.

Rejection of Reponses: The Commission reserves the right to reject any and all responses and to waive any minor irregularity in the submissions received in response to this RFP. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject responses accordingly.

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: ____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ___________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: ____________________

I certify that this RFP response is submitted without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same professional services and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this RFP and certify that I am authorized to sign this acknowledgement for the Respondent.

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: __________________________________________________________________________

Date: _________________________________________

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 2 of 68

CALENDAR OF EVENTS

FWC 24/25-78

SCHEDULE DUE DATE METHOD

RFP Advertised March 26, 2025 Posted on the Vendor Information Portal (VIP)

Non-Mandatory Pre-Proposal

Conference

April 2, 2025

@ 11:00 AM ET

See Pre-Proposal Conference Clause

Deadline for Questions

Must be received

PRIOR to:

April 9, 2025

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to

Written Questions April 16, 2025 Posted on the Vendor Information Portal (VIP)

SEALED RESPONSE DUE

(REMEMBER: RFP number should be clearly marked on envelope)

Must be received

PRIOR to:

April 23, 2025

@ 4:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Response Opening April 23, 2025

@ 4:00 PM ET

Public Opening Location:

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number: 1.888.585.9008

Conference room number: 218-721-199

Evaluation Period

From

April 28, 2025 to

May 12, 2025

Florida Fish & Wildlife Conservation

Commission

Anticipated Date of Intended

Award May 19, 2025 Posted on the Vendor Information Portal (VIP) https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 3 of 68

GENERAL CONDITIONS

FWC 24/25-78

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Respondent submitting a response shall be registered in the MyFloridaMarketPlace (MFMP) system and, where required, the Sunbiz system prior to the RFP opening. Business entities which must be on file with

Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited

Liability Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships

(LLLP), and organizations doing business under a fictitious name (DBA). A Respondent may not be considered for an award if not registered in the MFMP and Sunbiz system. The Respondent’s registration address and federal employer identification (FEID) number should match the Respondent’s address and

FEID number listed on the Respondent Acknowledgment form (page 1).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Development, are encouraged by the Commission to participate in the bidding process.

Response from Respondent shall include all necessary equipment to complete the job. The Respondent is required to supply all specified documentation when submitting a response for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the

Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Respondent or Contractor, including any appearing in documents attached as part of a Respondent’s response. In signing and submitting its response, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 4 of 68

PROCUREMENT MANAGER

John Nordmeyer john.nordmeyer@myfwc.com

TERM

The contract will be effective three (3) years from July 1, 2025.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor may request in writing an extension of Completion Date. The Project Manager and

Contract Manager will review the extension request and if they determine it is justified, will forward to the

Bid Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

RENEWAL

The Commission has the option to renew this Contract on a yearly basis for a period up to three (3) years after the initial Contract period upon the same terms and conditions contained herein. Pursuant to Sections

287.057(1)(a)2., and 287.057(1)(a)3., Florida Statutes, each Contractor shall supply a price for each year that a contract may be renewed. Evaluation of responses shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Contractor.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor, if it desires to exercise this renewal option, will provide written notice to the

Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

Subcontracting IS permitted pursuant to the Terms and Conditions of the Purchase Order. The

Subcontractor Status Report (Exhibit I) shall be submitted with each invoice for payment. The List of

Subcontractors (Exhibit I) shall be included with response submission.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the

Mentor Protégé Program, please contact the Office of Supplier Development at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Respondents can visit the Office of Supplier Development website for information on certified business enterprises that may be considered for subcontracting opportunities.

NON-MANDATORY PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held at 1875 Orange Ave East, Tallahassee, FL 32311 on the date and time specified in the Calendar of Events (Page 2). The purpose of the pre-proposal conference mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 5 of 68 is to discuss the contents of this RFP and to accept verbal questions from Respondents concerning the project. The Commission will make a reasonable effort to answer verbal questions asked at the pre-proposal conference, however, Respondents should clearly understand that verbal discussions held at the pre-proposal conference shall not be binding on the Commission, and the Commission will only issue an official written response to verbal questions subsequently submitted in writing in accordance with the Deadline for Questions clause below.

1875 Orange Ave East, Tallahassee, FL 32311

VERBAL INSTRUCTION PROCEDURE

Respondents may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Respondent as a result of any discussion with any Commission employee. Only those communications from the Commission that are in writing may be considered as a duly authorized expression on behalf of the Commission.

SOLICITATION QUESTIONS

Any questions from Respondents that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the Respondent to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal.

LIMITATION ON RESPONDENT CONTACT DURING SOLICITATION PERIOD

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, (note the 72-hour posting period excludes Saturdays, Sundays, and state holidays) any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the

Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

RESPONDENT SPECIFICATION INQUIRIES

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Respondent questions during the solicitation period, an addendum shall be posted on the Vendor Information Portal website. Each Respondent is responsible for monitoring the Vendor

Information Portal for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a Respondent’s failure to obtain the information made available through the Vendor Information Portal.

https://vendor.myfloridamarketplace.com/

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 6 of 68

SPECIFICATIONS FOR RESPONSE PRESENTATION

Each response shall be prepared simply and economically, providing a straightforward, concise delineation of Respondent’s capabilities to satisfy the requirements of this RFP. Elaborate binding, colored displays, and promotional materials are not required. However, examples of services provided may be included as attachments to the response. Emphasis in each response must be on completeness and clarity of content.

To expedite the evaluation of responses, it is essential that Respondents follow the format and instructions contained herein. All costs associated with preparing a response to this RFP is the sole responsibility of the

Respondent.

RESPONDENT ACKNOWLEDGMENT

For this response to be considered responsive, the Respondent Acknowledgement Form (page 1) must be completed in its entirety, signed by the Respondent and returned as part of the response. Otherwise, the response will be deemed non-responsive. By affixing your signature to the Respondent Acknowledgement

Form, the Respondent hereby states that the Respondent has read all response specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the State of Florida, if required by State or Federal Law, for the services or commodities the Respondent will provide the Commission under these response specifications.

REFERENCES

Each prospective Respondent shall provide a minimum of three (3) references for similar projects completed. Current contact names and phone numbers shall be included with the solicitation package. See attached reference form for more detail.

MANDATORY RESPONSIVENESS REQUIREMENTS FOR RESPONSE SUBMISSION

Response submission should be organized as follows:

TAB A. Respondent Acknowledgment Form (Mandatory)

The Respondent shall complete and submit the Respondent Acknowledgment Form (page 1) in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive.

TAB B. List of Subcontractors (Mandatory) — (Exhibit I)

The Respondent shall complete and submit the List of Subcontractors in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive. The Respondent shall mark the form with “N/A” if subcontractors are not being used, TAB C. References (Mandatory) — Attachment B

The Respondent shall complete and submit the References form enclosed herein, to provide a minimum of three (3) references for similar projects completed. Current contact names, phone numbers and email addresses shall be given. This information shall be provided on the Reference

Form, enclosed herein, and submitted with the response. The References form shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

TAB D. Understanding of the Challenges (Mandatory)

This section shall describe the Respondent’s understanding of the services sought under this solicitation. Respondents shall submit an overview of the proposed project approach to the media

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 7 of 68 planning and buying services project identified in this RFP and include an understanding of FWC’s goals and objectives. Responses should include innovative ideas for accomplishing the project.

TAB E. Experience (Mandatory) — Attachment C

The Respondent shall complete and submit the Experience form, enclosed herein, which should include a chronological list of Respondent experience, a description of the services provided for each operation, and duration of each project. The Experience form shall be completed in its entirety, and returned, as part of the RFP response or the response shall be deemed non-responsive.

TAB F. Project Plan (Mandatory)

The Respondent shall complete and submit the Technical Services/Approach/Demonstration of

Understanding and Management Experience and Ability components of the Project Plan as outlined below. The Project Plan shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

1. Technical Services/Approach/Demonstration of Understanding

Respondents shall submit a response detailing how the tasks identified in this RFP will be accomplished and explain why the Respondent is most qualified to provide these services.

The response shall include an overview of the proposed approach and demonstrate an understanding of the Commission’s goals and objectives. Responses should include innovative ideas for accomplishing the tasks in the Scope of Work. Examples of the proposed plan, prescription formats and economic analyses should be included. Vendors should also include the following:

a. Approach or plan for providing deliverables:

Respondents must explain their approach and understanding to accomplish the services requested within the RFP Scope of Work. The narrative must include—but is not limited to—the below topics:

i. Planning (e.g., Client/target audience and demographic strategies)

ii. Diverse and appropriate media platform

iii. Project Cost Rate Analysis

2. Management Experience and Ability

Respondents must provide—in chronological order (starting with the most recent experience first) with a minimum of 4 separate prior and relevant experiences based upon the services requested within the RFP Scope of Work. Respondents cannot include more than two experiences for the same client or any past Commission projects. Each experience narrative must be comprehensive and include sufficient detail on items a–e

a. Client information (Work done for the Commission cannot be listed)

b. Description of the services provided for the media buying and planning project

c. Duration of each project, including the start and end dates

d. Must provide the end product to the Client (hardcopy or electronic format on disc or flash drive)

e. Additional and relevant information necessary to fully explain the project.

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 8 of 68

3. Sample Media Buy

The samples must be a direct purchase of the vendor.

The Respondent must provide the Commission with three (3) or more different samples of direct media purchases, which could include but are not limited to:

a. Cable TV spots

b. Digital Media

c. Outdoor media buy (e.g. billboards, pump toppers, bus shelters)

d. Print advertisements

e. Radio spots

f. Social media advertising

g. Streaming

TAB G. Cost Sheet (Mandatory) — Attachment D

TAB H. Addendum (if applicable)

SUPPORTING/SUPPLEMENTAL INFORMATION

The Commission requires that respondents submit all required technical, specification, and other supporting information with their proposal, so that a detailed analysis and determination can be made, by the Contract Manager that the product/service offered meets this RFP’s specifications and that other requirements of this RFP have been met. However, provided a proposal meets the requirements for a definite, firm, unqualified, and unconditional offer, the Commission reserves the right to request supplemental information from the respondent after the proposals have been opened to ensure that the products/services offered completely meet this RFP’s requirements. The requirement for such supplemental information will be at the reasonable discretion of the Commission and may include the requirement that a respondent will provide a sample product(s) so that the Commission can make a first-hand examination and determination.

A respondent’s failure to provide this supplemental information or the product sample(s), within the time set by the Commission, will cause the Commission to consider the Respondent non-responsive and reject the Respondent’s proposal.

CONFIDENTIALITY/PUBLIC RECORDS LAW

Respondents are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records (e.g., section 119.07, F.S.). If a Respondent considers any portion of the documents, data or records submitted in their Response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida

Constitution or other authority, the Respondent must mark the document as “Confidential.” The

Respondent shall also provide the Commission with a separate PDF redacted copy of its Response and briefly describe in writing the grounds and specific legal citations for claiming exemption from public

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 9 of 68 records law. This redacted copy shall contain the Commission’s solicitation name, number and the

Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims is confidential, proprietary, trade secret or otherwise not subject to public disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority. If after the notice of intended decision or thirty (30) days after response opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide the Redacted Copy to the requestor. If the Respondent fails to properly indicate any material enclosed in their Response is confidential, the Commission is authorized to produce documents, data or records in their entirety as submitted to the Commission in answer to a public records request. The

Commission will endeavor to provide notice to the Respondent of all public records requests received related to documents provided by the Respondent that were marked pursuant to this paragraph. In no event shall the Respondent hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of information submitted in response to this solicitation.

MAILING INSTRUCTIONS

The Contractor shall submit one (1) original (hard copy) and three (3) separate electronic copies (on flash drive) of their response in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Avenue East

Tallahassee, Florida 32301

The envelope shall be plainly marked on the outside with: SOLICITATION NUMBER, DATE AND TIME

OF THE RESPONSE OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED.

PLEASE NOTE: The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES. SOLELY DIGITAL SUBMISSIONS SHALL BE DEEMED NON-

RESPONSIVE AND SHALL NOT BE ACCEPTED.

SOLICIATION PUBLIC OPENING

The public opening of this RFP will be conducted at the date, time and method specified in the Calendar of

Events (Page 2). RESPONSES RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE

REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any response documents or the attendance at any related meeting or response opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

SELECTION AND EVALUATION OF RESPONSES

An evaluation committee consisting of three (3) Commission representatives with collective knowledge and experience related to the solicitation’s program area will independently evaluate and score each

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 10 of 68

Respondent’s response. The Evaluation Criteria Scoring Sheet (Attachment E) will be used by the evaluation committee to assign scores to all evaluated responses designated as responsive.

Scores will be averaged for all evaluation committee members and ranked by the highest to lowest average score. Respondents must score at least 50% of the max points per work type to be considered for award.

GENERAL EVALUATION CRITERIA

General evaluation criteria include the following:

1. The Commission reserves the right to accept or reject any or all responses received and reserves the right to make an award without further discussion of the responses submitted. Therefore, responses should be initially submitted as outlined in the Mandatory Responsiveness

Requirements for Response Submission and Economy of Presentation sections.

2. Non-responsive responses shall include, but are not limited to, those that:

a. are irregular or are not in conformance with the requirements and instructions contained herein;

b. fail to utilize or complete prescribed forms; or

c. have improper or undated signatures.

3. The Commission may waive minor irregularities in the responses received that are merely a matter of form and not substance, and the corrections of which are not prejudicial to other respondents.

A NON-RESPONSIVE RESPONSE WILL NOT BE CONSIDERED.

EVALUATION SCORING FACTORS

Scoring criteria include:

The following is a summary of evaluation factors with point value assigned to each. These, along with the general requirements, will be used in the evaluation of Respondent responses.

EVALUATION FACTOR MAXIMUM POINTS AVAILABLE

Presentation and Quality of Response to RFP 175

Experience 75

Sample Buys 55

References 65

Cost 130

TOTAL: 500

Points will be awarded on the basis of the following evaluation factors:

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 11 of 68

1. Presentation and Quality of Response to RFP (175 points)

Respondents must explain and will be evaluated on their approach and understanding to accomplish the services requested within the RFP Scope of Work. The narratives to be evaluated must include—but are not limited to—the topics below. Each will be evaluated based upon their comprehensiveness, relevancy, completeness and level of detail for items a-e:

a. Planning (e.g., Client/target audience and demographic strategies)

b. Diverse and appropriate media platform

c. Project cost/rate analysis

d. Project execution strategies

e. Project Duration

2. Experience (75 points)

Respondents will be evaluated based on their prior and relevant experience with the type of services requested within the RFP Scope of Work. Each experience narrative will be evaluated based upon their comprehensiveness, relevancy, completeness, and level of detail regarding items a-e:

a. Client information (Work done for the Commission cannot be listed)

b. Description of the services provided for the media buying and planning project

c. Duration of each project, including the start and end dates

d. Must provide the end product to the Client (hardcopy or electronic format on disc or flash drive)

e. Additional and Relevant information necessary to fully explain the project

3. Sample Buys (55 points)

The Respondent must provide the Commission with three (3) or more different samples of direct media purchases, which could include but is not limited to:

a. Cable TV spots

b. Digital media

c. Outdoor media buy (e.g., billboards, pump toppers, bus shelters)

d. Print advertisements

e. Radio spots

f. Social media advertising

g. Streaming

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 12 of 68

4. References (65 points)

Reference information will be evaluated based upon the media type provided, relevancy, to the services requested in the RFP, completeness, and level of detail provided.

5. Cost (130 points)

The evaluation of each Respondent’s cost proposal will be conducted based on the cost formula below.

The Respondent submitting the lowest cost will receive the maximum points for the cost element of the evaluation. The other respondent's scores will be based on a relative percentage of the dollar amount higher than the lowest cost or price submitted by the lowest priced Respondent.

Formula for Cost Factor:

𝐴 ÷ 𝑁 × (𝐵) = 𝐶

A = Lowest total proposed cost (including renewals)

N = Proposed cost for Respondent under review

B = Number of maximum points awarded for lowest response

C = Score awarded to next lowest cost

NOTE: Each evaluator independently chooses the score based on their own judgment. Failure of the

Respondent to provide any of the information required in their RFP response should result in a score of zero (0) for that element of the evaluation.

POSTING OF RESPONSE TABULATION

Response Tabulation, with recommended award, will be posted electronically as Agency Decisions on the

Department of Management Services Vendor Information Portal as a Public Notice. The Agency Decision may be viewed on the Vendor Information Portal, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Awarded Respondents are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission.

A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed responses, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and Section 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the responses, proposals, or final replies, whichever is earlier.

CONTRACT

The successful Respondent’s response and the Purchase Order shall form the contract between the parties.

In the event there is any disagreement between the documents, the parties shall refer first to the Request for Proposal then to Contractor’s response. The Commission reserves the right to revise the Purchase Order as necessary to meet the requirements of this RFP.

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 13 of 68

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful Contractor thirty (30) days in advance of any

Commission required changes to the technical specifications and/or scope of service that affect the successful Contractor’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

review, verify, and approve receipt of services/deliverables from the Contractor;

• Submit requests for change orders/amendments/renewals, if applicable;

• Review, verify, and approve invoices from the Contractor; and, if applicable, complete the

Certificate of Contract Completion form; and

• Maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file (e.g., renewal letters, vendor name change letter).

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $200.00 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Contract Manager.

MATERIAL AND EQUIPMENT ON COMMISSION PROPERTY

If the Commission allows the Contractor to have project materials or equipment delivered to and/or stored upon the Commission-managed or owned property before, during, or after the term of the project, the

Contractor will be fully and solely responsible for all expenses and liability incurred as a result of the delivery or storage. Should the Commission, in its sole discretion, determine that any project materials or equipment stored on its property must be moved in response to an emergency, the Contractor shall hold harmless, indemnify, defend, and may be responsible for costs of any reasonably necessary actions taken by the Commission.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this RFP is specifically limited to the Contractor’s response price accepted by the Commission, and to the specific procedure for payment established in this

RFP and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 14 of 68 response price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this RFP, including but not limited to equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this RFP including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a response, be on file with the Department of State in accordance with provisions of Chapter 607, Florida Statutes; similarly, partnerships seeking to do business with the State shall, at the time of submitting such response, have complied with the applicable provisions of Chapter 620, Florida Statutes. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, F.A.C., and Section 287.042(16) F.S., other State of Florida agencies may purchase from the resulting contract of this RFP, provided that the Department of Management

Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this RFP contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The Respondent is required to examine carefully the conditions and specifications of this RFP and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

http://www.sunbiz.org/ http://dos.myflorida.com/

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 15 of 68

SCOPE OF WORK

FWC 24/25-78

MEDIA PLANNING AND BUYING SERVICES

PURPOSE

The purpose of this Request for Proposal (RFP) is to provide the Florida Fish and Wildlife Conservation

Commission with effective educational, outreach, and advertising campaigns for the best value. With the broad range of program areas within the Commission, services are needed to strategically plan and/or select media outlets that deliver advertising to target audiences.

1. INITIAL TERM COMPLETION DATE

1.1. The contract shall be effective for three (3) years from July 1, 2025. The Commission may issue multiple purchase orders throughout the life of the contract

2. GENERAL DESCRIPTION

2.1. The Florida Fish and Wildlife Conservation Commission is a conservation agency with statewide programs that disseminate a variety of information that includes, but is not limited to:

2.1.1. Boating Safety and education

2.1.2. Vessel Turn-In Program (VTIP) information

2.1.3. Hunter safety and education

2.1.4. Freshwater and marine fisheries

2.1.5. Hunting rules and information

2.1.6. Wildlife and fisheries educational and outreach programs

2.1.7. Wildlife, fish, and Environmental Management Areas information

2.1.8. Imperiled species (ex. Manatees and sea turtles, education and information

2.1.9. Birding trail, canoe trail, and other outdoor recreation education and information

2.1.10. Recruiting for law enforcement officers and other specialized personnel

2.2. Advertising for these program areas may include, but not limited to:

2.2.1. Educational and informational campaigns

2.2.2. Rule promulgation requirements

2.2.3. Grant program information and application period announcements

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 16 of 68

2.2.4. Meeting notices, and other small advertisement needs

2.3. The primary services shall include:

2.3.1. Research and advisement for media opportunities available in targeted markets

2.3.2. Planning strategies, priorities, and objectives for the most effective media placement

2.3.3. Negotiating with media for best value of media placement

2.3.4. Media placement

2.3.5. Review and reconcile all affidavits and invoices for media advertising purchased

2.3.6. Prepare and provide post analysis reports and/or surveys as defined in the General

Requirements

2.3.7. Develop media buying plans

2.3.8. Work with point-of-purchase locations to ensure advertising materials are most advantageously displayed to benefit the Commission

3. MEDIA TYPES

3.1. Media types may include, but not limited to:

3.1.1. Cinema

3.1.2. Print outdoor

3.1.3. Radio

3.1.4. Television

3.1.5. Streaming

3.1.6. Social Media

4. GENERAL REQUIREMENTS

4.1. The Contractor will be required to work with each agency program area requesting media planning and/or buying services through a media buying request (Attachment F). The spectrum of services may range from gathering information, developing strategies, determining advertising priorities and objectives, to simply placing advertising as directed by a previously implemented or existing advertising plan.

4.1.1. Contractor must be flexible to the needs as they arise.

4.1.2. Contractor must have a physical address and operational office in Florida for potential face-to-face meetings.

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 17 of 68

4.2. In addition to developing new advertising opportunities for the Commission, the contractor will also function as a media buyer and place media as directed by the Commission.

4.3. Any make-goods due to nonperformance of schedule will be a single unit of equal or greater value.

Using industry standard measurements, the contractor will be required to ensure all media buys shall be cost effective and in the best interest of the State and the Commission.

4.4. The Commission will work with the Contractor to survey which services were the most cost effective in a post-analysis format. If requested, the Contractor will provide post placement audits to ensure the audience predicted is within range of actual audience participation.

4.5. The Commission may require the contractor to address the following items in the post media buy analysis:

4.5.1. Service performed with each purchase order semiannually.

4.5.2. Measurement of ratings.

4.5.3. Media is being run on the agreed schedule, and if not, list the reason why and the solution to place the media at equal or greater value to the Commission

4.6. The Commission reserves the right to hire an independent firm to perform media auditing services for the media placed, as a result of this contract.

4.7. The contractor must be aware of and comply with all requirements set forth in 68-1.006 F.A.C, in regard to Cooperative Advertising, Sponsorships and Partnerships.

5. GENERAL CONDITIONS

5.1. General conditions will be listed within the purchase order issued for a specific need by the

Commission program areas as referenced in this RFP.

5.2. The Commission reserves the option to continue purchasing advertising directly for any noncommercial sustaining announcement (NCSA) through the Florida Association of Broadcasters or the Florida Cable Telecommunications Association.

6. COST

6.1. Costs for all primary services shall be based on the commission rate stipulated in the RFP and outlined in each purchase order.

6.2. All costs shall be based on individual purchase orders as agreed upon by the Contractor and each program area.

6.3. The Contractor will pay for the media advertisement placed with each media outlet and request reimbursement from the Commission with proper documentation as stipulated in the specifications herein.

6.3.1. Total payment will be paid to the Contractor for services provided, by multiplying the media buy commission rate (e.g., the winning respondent’s percentage) by the net costs.

Request for Proposal – Revised 3.23.2023 FWC 24/25-78, Page 18 of 68

7. INVOICING

7.1. Payments will be made from each individual purchase order issued off the contract based on the schedule of deliverables and the schedule for payment.

7.1.1. No payment will be made in advance.

8. REQUIRED SERVICES NOT INCLUDED IN PRICING EVALUATION

8.1. The services below will be required, but are not included in the pricing evaluation:

8.1.1. All costs for production

8.1.2. Planning

8.1.3. Analysis

8.1.4. Surveys

8.1.5. Other needed media related services not listed

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Ch. 287 Invitation to Bid – Revised 1.21.2025 FWC 24/25-78, Page 19 of 68

ATTACHMENT A

FWC 24/25-78

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: February 10, 2025

Section 1. PURCHASE ORDER

A. Composition and Priority The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase

Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract Conditions, PUR

1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the

Purchase Order end date.

Section 2. PERFORMANCE

A. Performance Standards The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of

Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives of the Commission, or of other agencies involved in the project on behalf of the Commission.

B. Performance Deficiency If the Commission determines that the performance of the Contractor is unsatisfactory, the Commission may notify the Contractor of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Commission. The Contractor shall provide the Commission with a corrective action plan describing how the Contractor will address all issues of Purchase Order non‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or Purchase Order non‐compliance. If the corrective action plan is unacceptable to the

Commission, the Contractor will be assessed a non‐performance retainage equivalent to ten (10) percent of the total invoice amount or as specified in the contractual documents. The retainage will be applied to the invoice for the then‐current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the

Commission for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

C. Contractor Responsibilities The Contractor agrees that all Contractor employees, subcontractors, or agents performing work under the Purchase Order shall be properly trained technicians who meet or exceed any specified training

Ch. 287 Invitation to Bid – Revised 1.21.2025 FWC 24/25-78, Page 20 of 68 qualifications. Upon request, the Contractor shall furnish a copy of technical certification or other proof of qualification. All employees, subcontractors, or agents performing work under the Purchase Order must comply with all security and administrative requirements of the Commission. The Commission may conduct, and the Contractor shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The Commission may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with the Commission’s security or other requirements. Such refusal shall not relieve the Contractor of its obligation to perform all work in compliance with the Purchase Order. The Commission may reject and bar from any facility for cause any of the Contractor’s employees, subcontractors, or agents.

D. Assignment The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the

Purchase Order without the prior written consent of the Commission. In the event of any assignment, the Contractor remains secondarily liable for performance of the Purchase Order, unless the

Commission expressly waives such secondary liability.