ITN-2025-255-YR - MFMP Solicitation Document.pdf

INVITATION TO NEGOTIATE

ITN-2025-255-YR

MARKETING AND PUBLIC

RELATIONS SERVICES -

REBID

Release Date: May 1, 2025

Replies Due Date: 2:30 p.m. ET on June 10, 2025

PROCUREMENT DEPARTMENT

Cypress Creek Administrative Center

6400 NW 6th Way, Fort Lauderdale, FL 33309 Phone 954-201-7455/Fax 954-201-7330

ITN-2025-255-YR– MARKETING AND PUBLIC RELATIONS SERVICES - REBID

TABLE OF CONTENTS

SECTION 1 REQUIRED RESPONSE FORM

REPLY ORGANIZATION FORMAT AND CHECKLIST

SECTION 2 INTRODUCTION, PURPOSE, AND GENERAL INFORMATION

SECTION 3 SPECIAL CONDITIONS

SECTION 4 SUBMITTAL REQUIREMENTS

SECTION 5 EVALUATION OF REPLIES

SECTION 6 CONTRACT NEGOTIATIONS

SECTION 7 GENERAL CONDITIONS

ATTACHMENTS

ATTACHMENT A SCOPE OF WORK

ATTACHMENT B PRICE RESPONSE FORM

ATTACHMENT C SAMPLE CONTRACT

ATTACHMENT D DRUG-FREE WORKPLACE CERTIFICATION

ATTACHMENT E INFORMATION SECURITY AFFIDAVIT

ATTACHMENT F NON-DISCLOSURE AGREEMENT

ATTACHMENT G PUBLIC ENTITY CRIMES STATEMENT

ATTACHMENT H NON-COLLUSION AFFIDAVIT

ATTACHMENT I VENDOR CONFLICT OF INTEREST FORM

ATTACHMENT J PERFORMANCE EVALUATION SURVEY FORM (REFERENCES)

ATTACHMENT K FEDERALLY FUNDED PROJECTS ADDENDUM FORM

ATTACHMENT L QUESTIONNAIRE

ATTACHMENT M STATEMENT OF “NO RESPONSE”

REPLY ORGANIZATION FORMAT AND SUBMITTAL CHECKLIST

TAB # SECTION

GENERAL INFORMATION

1 TITLE PAGE AND TABLE OF CONTENTS

2 LETTER OF TRANSMITTAL

2 ACKNOWLEDGEMENT OF RELEASED ADDENDA TO SOLICITATION

3 W-9 FORM

3 NOTICE PROVISION

3 VENDOR CONFLICT OF INTEREST FORM – ATTACHMENT I

3 LITIGATION HISTORY

3 LETTER OF INSURABILITY

MINIMUM ELIGIBILITY CRITERIA

4 REQUIRED RESPONSE FORM – SECTION 1

5 EXPERIENCE AND LICENSES

EXPERIENCE AND QUALIFICATIONS

6 EXECUTIVE SUMMARY

6 ORGANIZATIONAL PROFILE

6 ACCOUNT MANAGEMENT AND STAFFING

6 PERFORMANCE EVALUATION SURVEY FORM (REFERENCES) –

ATTACHMENT J

SCOPE OF WORK AND METHODOLOGY

7 PROPOSED SOLUTION

7 PROPOSED METHODOLOGY

7 QUESTIONNAIRE – ATTACHMENT L

PRICE RESPONSE FORM

8 PRICE RESPONSE FORM – ATTACHMENT B

FINANCIAL CAPACITY

9 FINANCIAL CAPACITY

ATTACHMENTS

10 DRUG-FREE WORKPLACE CERTIFICATION – ATTACHMENT D

10 INFORMATION SECURITY AFFIDAVIT – ATTACHMENT E

10 NON-DISCLOSURE AGREEMENT – ATTACHMENT F

10 PUBLIC ENTITY CRIMES STATEMENT – ATTACHMENT G

10 NON-COLLUSION AFFIDAVIT – ATTACHMENT H

10 FEDERALLY FUNDED PROJECTS ADDENDUM FORM – ATTACHMENT K

11 ADDITIONAL/VALUE ADDED SERVICES (OPTIONAL)

12 OTHER SUPPORTING DOCUMENTS

SECTION 1 - REQUIRED RESPONSE FORM

ITN #:

ITN-2025-255-YR

ITN TITLE:

MARKETING AND PUBLIC RELATIONS SERVICES -

REBID

RELEASE DATE:

THU 05/01/2025

DUE DATE:

TUE 06/10/2025

TIME DUE - AT

OR BEFORE:

2:30 p.m. ET

NUMBER OF

REPLY

COPIES

REQUIRED:

ORIGINALS:

One (1) Original

Electronic Copy

The College uses E-Bidding and will only accept electronic submittals via DemandStar at www.demandstar.com.

Complete Electronic Copy of Reply must be in a single Adobe PDF File .

All replies shall include this REQUIRED RESPONSE FORM fully executed. Reply must contain all information required to be included in the reply as described herein. Respondents are encouraged to schedule additional time for upload of reply documents due to online procedures. Replies received after the date and time due will not be considered.

RESPONDENT’S INFORMATION

Respondent’s Name: _______________________________________________________________________

Street Address: ____________________________________________________________________________

City and State: ____________________________________________________________________________

Respondent Telephone: ____________________________ Respondent Fax: __________________________

Respondent Toll Free: _______________________________________________________________________

Contact Person: ____________________________________________________________________________

Contact Person’s Address: ___________________________________________________________________

Contact Telephone: ____________________________ Contact Fax: _________________________________

Contact Toll Free: __________________________________________________________________________

Internet E-mail Address: ________________________ Internet URL: _________________________________

Respondent Taxpayer Identification Number: _____________________________________________________

How were you informed of this solicitation? (Please provide media name(s) in blank space):

Website: ___________________________ Newspaper: _______________________ Other: ________________________

REPLY CERTIFICATION

I hereby certify that I am submitting the following information as my company’s (Respondent) reply and I am authorized by the Respondent to do so; the Respondent agrees to complete an unconditional acceptance of the contents of this document inclusive of this Invitation to Negotiate (ITN), and all attachments, exhibits, and appendices and the contents of any Addenda released hereto; the Respondent agrees to be bound to any and all specifications, terms, and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply may result in disqualification of reply submitted; the Respondent has not divulged, discussed, or compared the reply with other respondents and has not colluded with any other respondent or party to any other reply; the Respondent acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; and that all responses, data, and information contained in this reply are true and accurate.

Signature of Respondent’s Authorized Principal Date

Name of Respondent’s Authorized Principal Title of Respondent’s Authorized Principal

NOTE: Entries must be completed in ink or typewritten. This original Required Response Form must be fully executed and submitted with this ITN Submission.

http://www.demandstar.com/

SECTION 1 - REQUIRED RESPONSE FORM (Page 2)

STATEMENT OF RESPONDENT’S REPLY

Broward College Procurement Department 6400 NW 6th Way Fort Lauderdale, FL 33309

RE: ITN-2025-255-YR– MARKETING AND PUBLIC RELATIONS SERVICES - REBID

RESPONDENT’S REPLY: Respondent may submit reply on one of the below Groups. Please indicate the specific GROUP for which you are proposing Marketing and/or Public Relations Services by checking either YES or NO below.

GROUP A – MARKETING SERVICES: YES _____ NO _____

Only Marketing Services as specified in ATTACHMENT A – SCOPE OF SERVICES

GROUP B – PUBLIC RELATIONS SERVICES: YES _____ NO _____

Only Public Relations Services as specified in ATTACHMENT A – SCOPE OF SERVICES

GROUP C – MARKETING AND PUBLIC RELATIONS SERVICES: YES _____ NO _____

To include both GROUP A – MARKETING SERVICES and GROUP B – PUBLIC RELATIONS

SERVICES as specified in ATTACHMENT A – SCOPE OF SERVICES

Company Name: ____________________________________________

Authorized Representative: ____________________________________

Title: ______________________________________________________

Signature: _________________________________________________

SECTION 2 - INTRODUCTION, PURPOSE, AND GENERAL INFORMATION

2.1 INTRODUCTION. Broward College (hereinafter referred to as the “College”) is one of the 28 institutions comprising the Florida College System governed by Sections 1001.60 et seq. of the Florida Statutes. The College provides higher education, technical, and occupational training for the residents of Broward County, Florida. The College is a community-based institution that offers a comprehensive range of programs responsive to needs and changes in the community and in technology. Within Broward County, the College operates three main campuses, one urban center, and several satellite centers.

With the third-largest enrollment in the Florida College System, the College offers affordable, accessible education. The diverse College community boasts more than 52,000 students and over 3,400 full-time and part-time faculty and staff, who represent more than 100 countries and provide a wealth of cultural, ethnic, and experiential backgrounds. Up-to-date enrollment and campus community demographic data can be accessed at the following link: https://www.broward.edu/about/accreditation/index.html. The College provides more than 140 programs in eight career pathways which offer specialized certificates, two- and four-year degrees, non-degree training, workforce readiness, and an extensive list of continuing education curricula.

2.2 PURPOSE. It is the intent of the College to enter into a contract(s) with a responsive and responsible vendor(s) qualified to provide all services necessary to perform marketing/advertising and/or public relations/communications collegewide per the terms, conditions, and specifications in this solicitation in a timely and cost-effective manner.

A. MARKETING SERVICES

The College is seeking to expand its partner ecosystem to further its enrollment, retention, and special projects initiatives.

The College is committed to increasing enrollment and expanding access to College for our communities.

This solicitation will establish a continuing services contract(s) with a qualified Advertising and Marketing Agency to provide brand-appropriate advertising campaign development; production; video, radio, digital and print advertising; creative services; media buy analysis and planning; and market research, support and analysis to support the enrollment goals of the College.

Partners will work closely with the College on its marketing goals to position Broward College as the institution of first choice for target audiences, and as an educational leader in Broward County and beyond.

Chosen partners may provide one or many of the necessary services required by the Broward College Marketing area. It will be the responsibility of the successful respondent(s) to supply all materials, tools, necessary labor, etc. for the work to be performed as specified.

The main components of this plan include but are not limited to:

Marketing & Branding Strategy Advertising – Traditional & Digital Social Media Services Videography and Video Production Services

B. PUBLIC RELATIONS SERVICES

The College is seeking to expand its Brand Position in the market to increase its enrollment, retention, and special project initiatives. Chosen partners may provide one or more of the necessary services required by the Broward College Public Relations and Communication Department. The successful respondent(s) will be responsible for supplying all materials, tools, necessary labor, etc. for the work to be performed as specified.

https://www.broward.edu/about/accreditation/index.html

Partners will work closely with the College on its public relations and communication plan to position Broward College as the institution of first choice for target audiences and their influencers and as an educational leader in Broward County and beyond.

The main components of this plan include but are not limited to:

Public Relations/Media Relations Internal Communications Crisis Communication

Target audience include, but are not limited to:

Recent high school graduates and high school students considering college (AA transfer program) Dual enrollment students (high school students considered high achievers that attend college and high school simultaneously to earn college credit).

Parents of high school students and other influencers – community leaders, teachers, etc.

Adult learners aged 24+ seeking career focused education (AA, AS).

Individuals with interest in specific 2-year AS programs including: Health Sciences, Information

Technology, Business, Supply Chain Management and other high earning programs determined by the College.

2.2.1 Award of the contract will be made on the basis of competitive negotiations. The successful respondent(s), if any, will enter into a contract with the Broward College District Board of Trustees that provides for the performance of all the mandatory conditions and requirements in this solicitation and any proposed conditions and requirements that the College prefers in this solicitation or that the College determines are in its best interest.

2.3 OBJECTIVE AND MINIMUM ELIGIBILITY CRITERIA. The objective is to establish term contract(s) for

Marketing and Public Relations Services collegewide as per the terms and conditions specified herein.

In order to be considered, a Respondent must, as of the reply return date stated in this solicitation and throughout the duration of its program, meet the applicable minimum eligibility criteria stated in SECTION 4 – SUBMITTAL REQUIREMENTS. Additionally, the Respondent must meet the following minimum qualifications:

a. Respondent must demonstrate a strong documented track record of current engagement and successfully completed services, as specified in ATTACHMENT A - SCOPE OF WORK of this solicitation and are normally and routinely engaged in performing such services.

b. Respondent shall be properly and legally licensed to perform such work as described herein.

The College currently has contracts for INTEGRATED MARKETING AND COMMUNICATIONS SERVICES (ITN-2018-007-ZR) scheduled to expire on December 25, 2025.

2.4 SCOPE OF WORK. The College is seeking licensed, qualified, and experienced companies capable of providing collegewide Marketing and Public Relations Services, in accordance with the terms, conditions and specifications of this solicitation. A detailed SCOPE OF WORK is outlined in ATTACHMENT A.

2.5 SOLICITATION CONTACT AND SUBMITTAL OF QUESTIONS.

Contact: Yolaina Ruiz Email: yruiz@broward.edu Telephone: 954-201-5701 Fax: 954-201-7330

Any questions concerning any condition or requirement of this solicitation must be received via email to yruiz@broward.edu, with subject line to read QUESTIONS-ITN-2025-255-YR on or before the deadline date and time specified in SECTION 2.7 - TIMELINE. Any question(s) which require a response which amends this solicitation document in any way will be answered via addendum by the Procurement mailto:yruiz@broward.edu mailto:oaponte@broward.edu

Department. If an addendum is posted, an email notification will automatically be sent to all plan holders who downloaded the solicitation on DemandStar (www.demandstar.com). Any verbal or written information received by Respondents, which is obtained by any means other than this solicitation or by addendum, shall not be binding on the College.

2.6 CONTACT AFTER RELEASE (CONE OF SILENCE). Any respondent or a lobbyist for a respondent is prohibited from having any communication concerning this solicitation or any response with any member of the College District Board of Trustees, the College President, any Evaluation Committee Member, or any other College employee after the release of the solicitation and prior to the contract being awarded with the exception of communications with the office of the Associate Vice President of Procurement, unless so notified by the Procurement Department. A reply from any vendor will be disqualified when the respondent or a lobbyist for the respondent violates this condition of the solicitation. No verbal or written information which is obtained other than by information in this document or by Addenda to this solicitation shall be binding on the College.

2.7 TIMELINE. The following are important pre-scheduled dates regarding the solicitation, though all dates are subject to change, if required.

DATE/TIME EVENT

May 1, 2025 Release of Solicitation May 8, 2025

10:00 a.m. ET Virtual Solicitation Conference as specified in SECTION 2.9

May 12, 2025 4:00 p.m. ET

Written Questions Due in Procurement Department as specified in SECTION 2.5

May 26, 2025 Memorial Day, College closed

June 10, 2025 2:30 p.m. ET

Replies due on or before 2:30 p.m. ET Replies Due as specified in SECTIONS 1 and 2.8

TBD PHASE I: Evaluation Committee Shortlist Meeting TBD PHASE II: Evaluation Committee Meeting(s) for

Interviews/Presentations (if necessary) TBD PHASE III: Contract Negotiations (if necessary) TBD Anticipated Date to Post Award Recommendation

Any change to the above calendar dates will be posted on the Broward College Procurement Department website: https://www.broward.edu/about/community/vendor/index.html.

2.8 SUBMITTAL REQUIREMENTS. The College uses E-Bidding and will only accept electronic submittals via DemandStar at www.demandstar.com.

Digital copies must not be larger than 150 MB for each document size and not the collection of them.

Files submitted must be formatted and enabled for printing, in page size letter as applicable.

The College may request clarifications and additional information after submission.

The College shall not be responsible for delays caused by any occurrence.

In the event of technical difficulties when submitting documents, contact DemandStar support at support@demandstar.com or call (206) 940-0305

Respondents are requested to organize their replies in accordance with SECTION 4 – SUBMITTAL

REQUIREMENTS. The College reserves the right to reject and not consider any reply not organized and not containing all the information outlined in SECTION 4.

Replies must be submitted as established in SECTION 2.7 - TIMELINE. Submittals received after this date and time will not be considered.

When submitting your reply electronically through DemandStar at www.demandstar.com, please allow sufficient time to complete the online forms and upload documents. If you are in the middle of uploading https://www.broward.edu/about/community/vendor/index.html your documents at the closing time, the system will stop the process and your reply will not be received by the system.

2.9 VIRTUAL SOLICITATION CONFERENCE. A Virtual Solicitation Conference will be held as established in SECTION 2.7 – TIMELINE. Representatives from all interested vendors are encouraged to attend. The purpose of the Virtual Solicitation Conference is to allow prospective Respondents to bring forth questions they may have, to allow prospective Respondents to be aware of questions other Respondents may have, and to stimulate discussions that will generate questions in an effort to assist prospective Respondents in preparing the best and most comprehensive reply for submission to the College. While project questions and dialogue are encouraged at the Virtual Solicitation Conference, no information provided is binding unless it is contained within a College released addendum.

All questions submitted in writing will be answered to all Respondents via Addenda. All questions shall be submitted in accordance with SECTION 2.5 – SOLICITATION CONTACT AND SUBMITTAL OF QUESTIONS. Any information given, by any party, at the Virtual Solicitation Conference is not binding on the College unless it is contained within a subsequently released Addenda. Only the information provided in the solicitation or via Addenda shall be considered by Respondents.

This meeting will be administered virtually via Microsoft Teams meeting only. For Microsoft Teams meeting information details and link, please visit Broward College Procurement Department website:

www.broward.edu/about/community/vendor/.

2.10 RESERVATION OF RIGHTS. The College reserves the right to waive informalities and to reject any, all, or part of any or all replies. The College also reserves the right to conduct discussions with, and obtain Best and Final Offers from, responsible Respondents who submit replies determined by the College to be reasonably susceptible of being selected for award. Further, the College reserves the right, but not limited, to:

a. Reject any and all replies received as a result of this solicitation;

b. Waive or decline to waive any minor informalities and any minor irregularities in any replies or responses received. A minor irregularity is a variation from the solicitation which does not affect the financials of the Reply, or give one Respondent an advantage or benefit not enjoyed by other Respondents, or substantively change the requirements and/or specifications of this solicitation, or adversely impact the interest of the College. Waivers, when granted, shall in no way modify the solicitation requirements or excuse the Respondent from full compliance with the solicitation specifications and other contract requirements if the Respondent is awarded the contract;

c. Determine equipment or other equivalency to the College’s specifications in evaluating responses;

d. Adopt all or any part of the Respondent’s reply;

e. Negotiate changes in the scope of work or services to be provided;

f. Award contracts to multiple Respondents;

g. Withhold the award of Contract;

h. Select the Respondent it deems to be most qualified to fulfill the needs of the College. The

Respondent with the highest-rated financial reply may not necessarily be the one most qualified, since a number of factors other than their offer are important in the determination of the most acceptable reply.

2.11 COLLEGE’S RIGHT TO REJECT. The College reserves the right to reject any and all replies and readvertise at any time prior to District Board of Trustees approval of the recommended respondent(s) and/or the negotiated agreement(s) and/or not award the contract in the best interests of the College. All costs incurred in the preparation of the Reply and participation in this solicitation process shall be borne by the Respondents. Replies submitted in response to this solicitation shall become the property of the College and considered public documents under applicable Florida law.

http://www.broward.edu/about/community/vendor/

The College reserves the right to accept or reject any and all submittals, reject a submittal which is in any way incomplete, irregular or otherwise non-responsive, or to waive any technicalities or formalities in the solicitation requirements when and if it is in the best interests of the College.

A submittal shall be rejected for failure to comply with the following requirements:

The Respondent is not registered and licensed in the State of Florida to provide the proposed services.

The submittal is not received by the College by the specified deadline.

The Respondent has been determined to be non-Responsible.

(REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK)

SECTION 3 - SPECIAL CONDITIONS

3.1 CONTRACT TERM. The purpose of this solicitation is to establish a contract(s) beginning with contract commencement date and continuing for a period of three (3) years, or as agreed to in resulting contract.

3.1.1 Contract Renewal(s). The term of the contract may, by mutual agreement between the College and the awardee(s), upon final College approval, be renewed for three (3) additional one-year periods, or as agreed to in resulting contract, and if needed, extended for 180 days beyond the expiration date of the final renewal period.

The College will, if considering renewal, request a letter of intent to renew from the selected awardee(s) prior to the end of the current contract period. The awardee(s) will be notified when the recommendation has been acted upon by the College.

The terms, specifications, and conditions of this solicitation and the agreement herein when completed and signed constitute the total agreement and no further conditions will be accepted unless in writing in the form of an Amendment to the original agreement and mutually agreed upon, approved, and signed by authorized College representative and the Vendor. Every covenant, term, provision, and agreement contained in this solicitation and Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and permitted assigns.

No waiver of any provisions of this solicitation shall be valid or effective unless in writing and signed by the parties hereto; no waiver of any breach or condition of this solicitation shall be deemed to be a continuing waiver or a waiver of any other breach or condition.

3.2 AWARD OF CONTRACT. The College will use the evaluation criteria stated in SECTION 5 to establish ranking. The College will recommend award to the Respondent(s) with whom a successful contract(s) can be negotiated. Recommended awardee(s) must be approved by the College’s District Board of Trustees before award is final.

3.2.1 Additional Products and/or Services May Be Added or Deleted. Although this solicitation identifies specific products and/or services, it is hereby agreed and understood that products and/or services may be added to or deleted from this contract at the option of the College after the contract has been awarded. During the contract term, if a need arises for a product and/or service not included in the resulting contract, the College may request a quote for a specific product and/or service from all awarded Respondent(s) under this contract.

Additionally, the College reserves the right to purchase related products and/or services throughout the term of this agreement from alternate contract sources or vendors for unrelated work when it is determined to be in the best interest of the College.

3.2.2 If deemed in the College’s best interest, the College reserves the right to enter into a separate contract with a proposed subcontractor(s) for Optional and/or Value-Added Service(s) as may be required. In this case, the College may sign more than one contract for these services.

3.3 PROBATION PERIOD. The first three months of the contract will be considered probationary. The probationary period may be extended for additional three-month periods if the College deems necessary.

The College representative will notify the Vendor of any contract deficiencies verbally and in writing. The situation must be remedied within a time period relative to the gravity of the situation and the representative of the College shall be notified when corrections have been completed. If, in the opinion of the College, the deficiencies observed are not satisfactorily corrected within a reasonable amount of time, the College reserves the right to terminate the contract per the termination of contract provisions. In addition, the College reserves the right in its best interest to re-award to the next approved Respondent or to review its needs to re-solicit.

3.4 CONTRACT ADMINISTRATION. The responsibility and authority for the administration of this contract shall be assigned to the Strategic Communication and Marketing Department, hereinafter referred to in this solicitation as Contract Administrator. The successful vendor will be required to appoint one or more primary account representatives to work with the College in the administration of this contract. In the event this representative does not meet the College’s requirements, the successful vendor agrees that it will assign a replacement immediately.

3.5 TERMINATION / CANCELLATION CLAUSE. The College reserves the right to cancel this contract for non-performance in the event the Vendor does not perform within the terms, conditions, and specifications of the contract and this solicitation by reference. Upon notification in writing by the College official responsible for the administration of the contract of the facts concerning non-performance, the Vendor will be notified of the problem and will have 10 days to correct such. If the Vendor fails to correct the problem to the satisfaction of the College within the 10-day period, the College reserves the right to serve notice of cancellation to be effective within 30 days of notification.

In the event of such cancellation, the College may elect to award the contract to the next ranked vendor, extend the contract of another vendor currently under contract to provide like services or re-issue the solicitation, whichever is in the College’s best interest. The obligations of the College under this award are subject to the terms and conditions established by the legislature of the State of Florida. The College has the option to discontinue service at no expense to the College if College Policy or Florida Statutes determine it is in the College’s best interest.

3.6 DEFAULT. The failure of either party to the Agreement resulting from this solicitation to comply with any of the provisions therein shall place that party in default. Prior to terminating the Agreement, the non-defaulting party shall notify the defaulting party in writing, stating the provision or provisions that give rise to the default. Unless the Agreement provides otherwise, the defaulting party shall be entitled to a period of 30 days from the receipt of the Notice of Default to cure the default if the default is capable of being cured and the defaulting party commences efforts to cure the default promptly. The failure of either party to exercise this right to terminate the Agreement upon the occurrence of a default shall not be construed as a waiver of such right in the event of further default or non-compliance, nor shall the non-defaulting party's other rights upon a breach or default by the other party be waived. Except as the Agreement otherwise provides with respect to express remedies upon a breach or default, both parties have the right to exercise any and all legal remedies available to them by applicable laws. The prevailing party in any dispute resolution proceeding or litigation arising out of the Agreement shall be entitled, in addition to other relief, to the recovery of its expenses.

3.7 FAMILIARITY WITH LAWS. All Respondents are required to comply with all applicable Federal, State and Local Laws and/or Ordinances, Codes, Rules and Regulations, including wage and labor requirements, controlling the action or operation of this solicitation. The relevant laws include but are not limited to FAA Regulations, The Fair Labor Standards Act (FLSA), Americans with Disabilities Act (ADA) of 1990, State Requirements for Educational Facilities (SREF), Office of Education 6A-2, Florida Statutes

402.301 - 402.319, OSHA regulations, Code of Federal Regulations (CFR), and all Civil Rights legislation.

The contractor will comply with all Affirmative Action provisions of Executive Order Number 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. All references in this solicitation to the “Applicable Laws” shall be deemed to be references to such laws, codes, rules, and regulations as the same may be amended from time to time and any successor laws, codes, rules and regulations.

3.8 SITE VISITS / INSPECTIONS. The College reserves the right to conduct a site visit to any of the

Respondent’s place(s) of business if it is deemed necessary.

3.9 INSURANCE REQUIREMENTS. Proof of the following insurance will be furnished by any awardee to the

College by a Certificate of Insurance within 10 days of notification by the College.

a. Commercial General Liability:

Each Occurrence $1,000,000 Personal & Adv Injury $1,000,000 General Aggregate $5,000,000 Products – Completed Operations $5,000,000

Policy must contain contractual liability coverage.

b. Automobile Liability Insurance

(if commercial autos will be used, including owned, non-owned and hired vehicles) $1,000,000

c. Professional Liability Per Occurrence $1,000,000 General Aggregate $2,000,000

d. Cyber Liability. If Vendor will have access to the college networks, systems, and student or employee data, or at the discretion of the College’s Office of Risk Management, liability policies shall include this coverage with limits no less than $1,000,000 per claim for a period of three (3) years after project completion and policy is to be on a primary basis if other professional liability is carried.

e. Workers' Compensation in accordance with Florida Statutory limits and Employer’s Liability

Insurance. If claiming exemption from this coverage, the vendor must provide evidence of exemption from the State of Florida. More information found at http://www.myfloridacfo.com/Division/WC/

f. Insurance Certification must contain a provision for notification to the College of 30 days in advance of any material change in coverage or cancellation.

g. If any of the required policies provide coverage on a “claims-made” basis, then insurance must be maintained, and evidence of insurance must be provided for at least three years after completion of the contract of work. If coverage is canceled or non-renewed and not replaced with another “claims-made” policy form with a Retroactive Date prior to the contract effective date, the vendor must purchase “extended reporting” coverage for a minimum of three years after completion of contract work.

h. The College shall be named as an additional insured with reference to this solicitation as follows: “The District Board of Trustees of Broward College, Florida is additional insured with respect to General Liability (and Excess Liability if issued) in regard to the terms, conditions, and agreements of ITN-2025-255-YR– MARKETING AND PUBLIC RELATIONS SERVICES – REBID from date of commencement to six (6) months after date of completion.”

i. The Insurance policies shall be issued by companies qualified to do business in the State of Florida and grant the College thirty days of advanced written notice of cancellation, expiration, or any material change in the specified coverage. The insurance companies must be rated at least A-VI by AM Best or Aa3 by Moody’s Investor Service. All policies must remain in effect during the performance of the contract.

j. All certificates must be addressed and sent to:

The District Board of Trustees of Broward College, Florida Office of Risk Management 6400 NW 6th Way Fort Lauderdale, FL 33309

k. All exclusions added by endorsement must be indicated.

l. Certificate must be signed by an authorized representative.

m. Broward College, Office of Risk Management may, at its discretion, require higher limits or additional coverages based on the scope of services or other factors. The College will notify the vendor if the insurance requirements differ from those stated above.

http://www.myfloridacfo.com/Division/WC/

n. All policies must remain in effect during the performance of the contract. The vendor shall promptly notify the College of any changes in insurance coverage or carrier.

The Vendor shall furnish the College proof of insurance coverage by certificates of insurance no later than ten days after contract award. Prior to the commencement of any work the awardee must provide the College Procurement Department with a Certificate of Insurance which is evidence of the above.

The Vendor shall not commence any work in connection with this agreement until they have obtained, as a minimum, all of the above referenced types of insurance and such insurance has been approved by the College, nor shall the Vendor allow any subvendor to commence work on its subcontract until the subvendor has obtained equivalent insurance and provided certificates of insurance showing the coverage to the Vendor.

The College shall be exempt from, and in no way be liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor and/or subvendor that obtained the insurance.

Any questions as to the intent or meaning of any part of the above required coverages should be submitted in writing in accordance with SECTION 2.5 – SOLICITATION CONTACT AND SUBMITTAL OF

QUESTIONS.

3.10 LICENSING. The Respondent will be responsible for obtaining and paying for all necessary licenses and permits and providing copies to the College representative. The Respondent will maintain all appropriate licenses and permits specified by Broward County and any appropriate agency of State of Florida and shall provide copies of these licenses to the College upon request. Failure to maintain required licenses and permits shall be cause for termination.

3.11 OPTION TO EXTEND TO OTHER GOVERNMENTAL ENTITIES. Included as part of this formal solicitation, any vendor responding to this solicitation has the option to extend its offer to other government entities under the same terms and conditions and contract price(s), if agreeable by the Respondent and the government agency. Other government agencies include, but are not limited to, the State of Florida, its agencies, political subdivisions, counties, and cities. All government agencies allowed by the vendor/contractor to use this contract shall do so independent of any other governmental entity. Each agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received, and accepted by such agency. No using agency receives any liability by virtue of this solicitation and subsequent contract award.

3.12 CONDITIONS FOR EMERGENCY / HURRICANE OR DISASTER (FORCE MAJEURE). Contractor shall provide first-priority services to the College in the event of a hurricane, flood or other natural disaster. It is hereby made a part of this solicitation that before, during and after a public emergency, disaster, hurricane, flood or other force majeure that the College shall require a “first priority” basis for goods and services.

It is vital and imperative that the majority of citizens are protected from any emergency situation which threatens public safety and health, as determined by the Associate Vice President of Procurement and Risk Management. Vendor agrees to rent/sell/lease all goods and services to the College or other governmental entities, as opposed to a private citizen or corporation, on a first priority basis. The College expects to pay a fair and reasonable price for all products/services in the event of a disaster, emergency or hurricane. Vendor shall furnish a twenty-four (24) hour telephone number in the event of such an emergency.

3.13 SELLING, TRANSFERRING OR ASSIGNING CONTRACTS. No contract awarded under these terms, conditions and specifications shall be sold, transferred or assigned without the written approval of the College. The Vendor shall not sublet the work or services hereunder, or any part thereof (except as specifically recognized and permitted herein) to any other person, firm or other entity without the prior written consent of the Associate Vice President Procurement and Risk Management.

3.14 CONFIDENTIAL INFORMATION. Florida law provides that municipal records shall at all times be open for personal inspection by any person. Information and materials received by the College in connection with all Vendor’s responses shall be deemed to be public records subject to public inspection upon notice of intended decision or until 30 days after the solicitation opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07 F.S. Therefore, if the Respondent believes any of the information contained in its response is exempt from The Public Records Law, then the Respondent must in its response specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption; otherwise, the College will treat all materials received as public records.

From the date of issuance of the solicitation until the opening date, the Respondent must not make available or discuss their reply, or any part thereof, with any employee or agent of the College, unless allowed by the Procurement Department, in writing, for purposes of clarity only.

The Respondent is hereby notified that any part of the reply or any other material marked as confidential, proprietary, or trade secret, can only be protected against disclosure to the extent permitted by Chapter 119, Florida Statutes (Public Records Law).

3.15 CONFIDENTIALITY. Awarded vendor acknowledges that certain information about the College’s personnel is contained in records created, maintained or accessed by the awarded vendor and that this information is confidential and protected by the Family Educational Rights and Privacy Act of 1974 (FERPA) (20 U.S.C. 1232g), and/or the Health Insurance Portability and Accountability Act (HIPAA) (45 CFR parts 160-164) and related College policies, as amended from time to time. Awarded vendor agrees that: (i) it shall keep and maintain all “Personal Information”* obtained during the performance of this contract, in strict confidence, using such degree of care as is appropriate to avoid unauthorized access, use or disclosure; (ii) will use and disclose Personal Information solely and exclusively for the purposes for which the Personal Information, or access to it, is obtained or provided, to perform the requested services in accordance with the terms and conditions of this contract, and not to use, sell, rent, transfer, distribute, or otherwise disclose or make available Personal Information for Service Provider’s own purpose or for the benefit of anyone other than the student, in each case, without student’s prior written consent; and (iii) not directly or indirectly disclose Personal Information to any person other than authorized College employees or as may be requested by government authorities.

At the request of the College, the awarded vendor agrees to provide the College with a written statement of the procedures the awarded vendor uses to safeguard the confidential records/Personal Information.

Any breach of the requirements of this Confidentiality clause on the part of the awarded vendor and its representatives may constitute grounds for immediate termination of contract.

*”Personal Information” means, including but not limited to, information provided by students, parents, guardians, or any other callers, or at the direction of College, or to which access was granted to awarded vendor by College, in the course of its performance under this contract that: (i) identifies or can be used to identify an individual (including, without limitation, names, dates of birth, signatures, addresses, telephone numbers, e-mail addresses, and other unique identifiers); or (ii) can be used to authenticate an individual (including, without limitation, student numbers, social security numbers, passport numbers, government-issued identification numbers, passwords, PINs, financial account numbers, Internal Revenue Services (IRS) records, credit reports information, answers to security questions, and other personal identifiers), in case of both (i) and (ii), including, without limitation, all highly-sensitive personal information.

3.16 WARRANTY AND ABILITY TO PERFORM. The Respondent shall warrant that there is no action suit, proceeding, inquiry or governmental agency, public board or body, pending or, to the best of the Respondent's knowledge, threatened, which would in any way prohibit, restrain or enjoin the execution or delivery of the Respondent's obligations or diminish the Respondent's obligations or diminish the Respondent's financial ability to perform the terms of the proposed contract.

3.17 SEVERABILITY. If any provisions of the Agreement resulting from this solicitation is contrary to, prohibited by, or deemed invalid by applicable laws or regulations of any jurisdiction in which it is sought to be enforced, then said provisions shall be deemed inapplicable and omitted and shall not invalidate the remaining provisions of the Agreement.

In the event any provision of this Agreement shall be held invalid or unenforceable by a court of competent jurisdiction, or by an administrative hearing officer in accordance with Chapter 120, Florida Statutes, such holding shall not invalidate or render unenforceable any other provision hereof.

3.18 PRICE ADJUSTMENTS. Prices offered shall remain firm for the initial five (5) year contract through contract expiration date. No price increases shall be accepted in the initial contract term. A request for price adjustment, with proper documented justification, may be submitted only at the time of invitation to renew contract, approximately sixty (60) days prior to contract expiration and take effect only when the Vendor has received written approval from the College. Any price adjustment invoiced without prior written approval from the College shall not be paid and the invoice returned to the Vendor for correction.

Price adjustments shall be negotiated in good faith with the Vendor(s). Requests for price adjustments shall not exceed the percentage of change in the specified Producer Price Index (PPI) from the date of award, or shall not exceed 5%, whichever is less. The PPI index will not be seasonally adjusted.

In the event that the specified PPI index, at the time of invitation to renew, is lower than the specified PPI at the time of contract award or last renewal, the College reserves the right to request a reduction in contract prices equal to the percentage of change.

The College reserves the right reject any price adjustments, and to consult the U.S. Department of Labor

Bureau of Labor Statistics indices or any commercial or commodity-based index for services related to IT Managed Services or its component parts as a basis for reviewing price adjustments.

A. Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W), seasonally adjusted U.S. City Average by expenditure category and commodity and service group for transportation (motor fuel).

B. Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W), Selected Local Areas, all items, Miami-Fort Lauderdale, FL.

The College reserves the right to not renew any contract and to cancel renewal of any contract regardless of price considerations and to cancel any renewal of any contract.

Information on the PPI may be obtained from the Bureau of Labor Statistics at http://www.bls.gov or by contacting the Bureau directly.

3.19 EQUITABLE ADJUSTMENT. The College may, in its sole and absolute discretion, after receipt of a written request therefor by the Vendor and any other documentation, data or information reasonably requested by the College including with respect to any material change in the allocation of rights, obligations, risks, and liability between the College and the Vendor and the financial, technical, construction, commercial, and economic viability of and consistency with the parties objectives and goals for the project, make an equitable adjustment in the Contract terms or pricing if pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to causes wholly beyond the Vendor’s control, (2) the volatility affects the marketplace or industry, not just the particular Contract source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the Vendor that continued performance of the Contract would result in a substantial loss. The College shall, in its sole and absolute discretion, determine whether the aforementioned criteria have been met.

3.20 PUBLIC ENTITY CRIMES. The College reserves the right, among others, to reject the reply of any person or affiliate and shall not award a contract to a person or affiliate, who is not eligible therefor or barred or excluded therefrom under any applicable laws, statutes, codes, regulations, orders, directives, decrees and treaties of the United States of America, any laws, statutes, codes, regulations, rules, orders, directives and decrees of the State of Florida and the College's procurement rules, regulations and policies, including but not limited to as a result of the nation or jurisdiction of organization or principal place of business of such persons or any affiliate, the nature and place of its assets and businesses and activities, its involvement in the sponsorship, support, planning or implementation or conduct of human rights violations, terrorism, money laundering, illegal arms, weapons, minerals or other sales or trafficing http://www.bls.gov/ or drug trafficking activities or the identity of the persons or entities which control or have the ability to control the management, business and policies of such person or affiliate, and the inclusion of any such person or affiliate on the Convicted Vendor List.

3.21 PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES. This solicitation incorporates the scrutinized companies’ requirements of Florida Statutes Sections 287.135(2), 287.135(4), 215.473 and 215.4725 and any related sections. By submitting a response to this solicitation, the Vendor certifies its compliance with these sections.

3.22 SCOPE CHANGES. The College may upon mutual agreement with the Vendor, require, by written order, changes altering, adding to, or deducting from the Contract specifications, provided that such changes are within the general scope of the Contract. Such equitable adjustments require the written consent of the Vendor, which shall not be unreasonably withheld.

3.23 STATEMENT PER FLORIDA STATUTE 1010.04. In accordance with Florida Section 1010.04, in the event that this solicitation is for non-academic commodities and/or contractual services (including leasing), the College has conducted the required review of purchasing agreements and state term contract available under Florida Statute Section 287.056.

3.24 JOINT VENTURES. In the event that multiple Vendors submit a joint submittal, a single Vendor shall be identified as the Prime Respondent. If offering a joint submittal, the Prime Respondent must include the name and address of all parties of the joint submittal. The Prime Respondent shall provide all bonding and insurance requirements, execute any Contract, complete the REQUIRED RESPONSE FORM shown herein, and have overall and complete accountability to resolve any dispute arising within this contract.

Only a single contract with one Respondent shall be acceptable. The Prime Respondent responsibilities shall include, but not be limited to, performing of overall contract administration, preside over other Respondents participating or present at the College meetings, oversee preparation of reports and presentations, and file any notice of protest and final protest as described herein. The Prime Respondent shall also prepare and present a consolidated invoice(s) for services performed. The College shall issue only one check for each consolidated invoice to the Prime Respondent for services performed.