Marketing_Services_for_Downtown_Development_Board.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0009

MARKETING SERVICES FOR DOWNTOWN DEVELOPMENT BOARD

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

MARKETING SERVICES FOR DOWNTOWN DEVELOPMENT BOARD

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Marketing Services for Downtown Development Board

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

1. INTRODUCTION

1.1. Summary

The City of Orlando (City), on behalf of the Downtown Development Board (DDB), is issuing this Request for Proposals (RFP) to obtain proposals for marketing and creative services from proposers interested in performing the services described herein. The DDB may select one or more firms (Consultants) to provide the services contemplated herein as necessary to meet DDB’s anticipated marketing needs.

1.2. Background

The City of Orlando (City), on behalf of the Downtown Development Board (DDB), is issuing this Request for Proposals (RFP) to obtain proposals for marketing and creative services from proposers interested in performing the services described herein. The DDB may select one or more firms (Consultants) to provide the services contemplated herein as necessary to meet DDB’s anticipated marketing needs.

1.3. Contact Information

Direct inquiries to the following:

Angela L. Thomas, MBA, CPPB

Senior Purchasing Agent

400 S Orange Ave

4th Floor Purchasing

Orlando, FL 32801

Email: angela.thomas@orlando.gov

Phone: (407) 246-2563

Department:

Downtown Development Board

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date December 2, 2025 mailto:angela.thomas@orlando.gov tel:(407)246-2563

Pre-Proposal Meeting (Non-

Mandatory)

December 16, 2025, 1:00pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:https://teams.microsoft.com/dl/launc her/launcher.html?url=%2F_%23%2Fl%2F meetup-join%2F19%3Ameeting_ZmM1NDIyMzQtY

WY1NC00MjExLWFkNDItNmQzOTVmNm

VmZWY5%40thread.v2%2F0%3Fcontext

%3D%257b%2522Tid%2522%253a%2522

7594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2

522%253a%2522385cb248-c330-4435-a71e-

09af2b540b01%2522%257d%26anon%3D true&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-

2b28379c310b&directDl=true&msLaunch=t rue&enableMobilePage=true&suppressPro mpt=true

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 897 955 482#

Question Submission Deadline January 5, 2026, 5:00pm https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmVmZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true

Proposal Submission Deadline January 15, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/dl/launcher/lau ncher.html?url=%2F_%23%2Fl%2Fmeetup join%2F19%3Ameeting_OWY5MjkxZjQtMj cwOC00Yjg1LWFmMTMtYmNmY2M2ZGE xMjc1%40thread.v2%2F0%3Fcontext%3D

%257b%2522Tid%2522%253a%25227594 da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2

522%253a%2522385cb248-c330-4435-a71e-

09af2b540b01%2522%257d%26anon%3D true&type=meetup-join&deeplinkId=30d24789-0b86-4b5e-

9a89-

543ebda91b74&directDl=true&msLaunch=t rue&enableMobilePage=true&suppressPro mpt=true

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 461 611 169#

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to DDB solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for

Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_OWY5MjkxZjQtMjcwOC00Yjg1LWFmMTMtYmNmY2M2ZGExMjc1%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=30d24789-0b86-4b5e-9a89-543ebda91b74&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_OWY5MjkxZjQtMjcwOC00Yjg1LWFmMTMtYmNmY2M2ZGExMjc1%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227594da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=30d24789-0b86-4b5e-9a89-543ebda91b74&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true 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1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the DDB is to award a Contract for a three (3) year term to begin upon approval and execution by the DDB. The Contract may, by mutual assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of seventy-two (72) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. INTRODUCTIONS

Downtown Orlando is a premiere destination featuring a wide array of amenities, including the best in sports and entertainment. With many experiences to choose from, including cultural events, museums, a multitude of nightlife options, and award-winning Main Street

Districts, downtown Orlando offers something for residents and visitors alike. And while the downtown adapts to changes resulting from COVID-19, it continues to grow with exciting new developments, destinations, and experiences that keep people coming back, safely, to discover downtown Orlando. It is the DDB’s aim to provide the nation’s highest quality urban environment.

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

Please visit DowntownOrlando.com to learn more about downtown’s history, things to do, business statistics, and more.

The mission of the DDB is to strengthen the role of downtown Orlando as the economic, governmental, and cultural center of Central Florida. The DDB is responsible for the planning, implementation, and administration of the City’s core area redevelopment and development program. The DDB seeks to position downtown Orlando as a premier location for residents, visitors, and businesses in order to amplify economic development.

The DDB aims to promote downtown Orlando to increase leisure visitation from in-market, out of market, and drive-market audiences, as well as to attract more people to live and work downtown.

The primary target audiences for DDB’s marketing efforts are anticipated to be:

• Leisure visitors and business patrons o In-market and out-of-market visitors who seek an authentic, urban experience

• Residents/Lifestyle o People who live and work in downtown Orlando as well as those who appreciate the verve of an urban city center and want a lifestyle experience that includes centrality, diversity, and urban energy

• Business o Businesses, owners and founders, C-suite executives, developers, site selectors, and commercial real estate brokers

4.2. SCOPE OF WORK

Over the term of the contract, the Consultant or Consultants selected may be asked to perform a variety of marketing and communication services, including but not limited to:

• Market investigations

• Campaign tracking and benchmarking

• Media plans

• Media buys

• Marketing plans & strategy

• Public relations support

• Graphics design

• Collateral design

• Marketing DDB programs, initiatives, or services

• Photo shoot coordination

• Video production

• Creation of taglines, slogans, and/or hashtags

• Social media content development

• Content creation and copywriting (agency may be asked to develop new or revise and refine existing content for webpages, publications like brochures and fliers, social media and other uses)

The DDB may require additional services to be performed that relate to marketing, advertising, design, printing, writing, or research and development. Consultants may perform services directly or through subcontractors managed by the Consultants.

Consultants will be expected to provide project management of the campaigns as well as regularly update the DDB Marketing and Communications Manager or other assigned project leads regarding campaigns and other activities. Consultants shall provide reports on invoicing, evaluation, and other ad hoc reports as requested by the DDB.

For any work assigned under the contract, it is anticipated, that the Consultant would be expected to:

• Schedule and conduct planning meetings as needed with the DDB Marketing &

Communications Manager or other assigned project lead.

• Provide a project planning calendar with key milestones to ensure

DDB deadlines are met.

• Ensure performance measures and benchmarks are provided with campaigns.

• Ensure marketing materials comply with DDB brand guidelines.

• Ensure payments to sub-vendors, media partners, or others are made in accordance with DDB policies and procedures.

Consultant(s) shall not issue news releases pertaining to any aspect of the services being provided nor shall it use the names, logos or images of the DDB or any data or results arising from the performance of work under the contract, as a part of any advertising under the contract to DDB without the prior, written consent of the DDB Marketing &

Communications Manager or designee. All such requests shall be directed to the DDB

Marketing & Communications Manager or designee, who shall coordinate such approvals to be granted, if any.

4.3. TASK ORDERS

The Consultant(s) may be asked to perform work (“Work”) of the type generally described in this solicitation. All Task Orders shall be in writing and agreed upon and signed by both parties prior to any Work being performed. Task Orders shall define the Work to be performed and the compensation to be paid by the DDB for such Work. As appropriate for the task and agreed to be by the parties, such compensation may be hourly, lump sum, or such other compensation method as mutually agreed upon by the parties. The

City’s Chief Procurement Officer (“CPO”) or his designee shall have authority to issue and sign Task Orders on behalf of the DDB. Unless expressly agreed otherwise in a Task

Order, all Work shall be performed in accordance with the terms and specifications of this solicitation and the Contract. The DDB shall have the sole discretion to determine the

Work, if any, that may be assigned pursuant to a Contract arising from this solicitation. The services provided under any Contract arising from this solicitation shall be provided on a non-exclusive basis and the DDB expressly reserves the right procure the same or similar services from other providers of such services during the term of any

Contract.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE.

Online:https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fm eetup-join%2F19%3Ameeting_ZmM1NDIyMzQtYWY1NC00MjExLWFkNDItNmQzOTVmNmV mZWY5%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%2522759

4da9b-294b-4acf-913b-d159ae921564%2522%252c%2522Oid%2522%253a%2522385cb248-c330-4435-a71e-09af2b540b01%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=c310a7f9-c508-4c66-ad76-

2b28379c310b&directDl=true&msLaunch=true&enableMobilePage=true&suppressProm pt=true Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the Conference ID: 897 955 482# on Tuesday, December 16, 2025 at 1:00 pm.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from DDB and City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and Contracts Division and a technical representative from the DDB will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from DDB or City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Meeting Attendance Form," Attachment “I,” if applicable, and return via fax or email to:

Angela L. Thomas, MBA, CPPB,Senior Purchasing Agent

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2563

Fax: (407) 246-2869

Email: angela.thomas@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Thursday, January

15, 2026. Proposals received after this date and time, will not be considered.

http://www.orlando.gov/procurement/

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

Neither the DDB, nor the City, is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and DDB and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City and DDB as confidential or exempt from public disclosure, the Proposer will upon the request of City or DDB (at the

City’s or DDB's discretion) defend the City and DDB (and their employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A Proposer shall indemnify and hold harmless the City and DDB (and their employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

Nothing herein shall be deemed to preclude the City of DDB from exercising its own judgment regarding the disclosure of records and the City and DDB may take any action that the City or DDB in good faith believes is necessary for the

City or DDB to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

All Proposals received from Proposers in response to this Request for Proposals will become the property of the City and DDB and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0009, Marketing Services for Downtown

Development Board

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Proposer's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Proposer's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Proposer’s Experience

Proposers shall submit a verifiable statement of the Proposer's and its subconsultant’s qualifications and experience providing marketing and related services.

To the extent available, Proposers should include as part of such statement with respect to both itself and its subconsultants:

A. Information regarding experience marketing business to business for economic development purposes;

B. Information regarding experience marketing business to consumer for tourism and destinations;

C. Experience working with governmental agencies; and

D. One or more post campaign reports that identifies campaign objectives, the media plan implemented, dollars spent, and performance or success of the campaign.

8.9. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

The Proposer shall submit a statement of experience and resumes of its key personnel and the key personnel of its subconsultants who would be assigned to provide services for tasks of the type set forth in the Scope of Services.

o Proposer should clearly identify the person who will serve as the primary point of contact and Account Manager for this Contract and identify the roles of the key personnel who will be assigned to provide services to the DDB o If available, Proposer are asked to include an organization chart identifying the anticipated roles of Proposer and its subconsultants in providing services to the DDB.

8.10. Financial Stability

Proposers must provide the following information:

Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the Contract.

o The City and DDB reserve the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from

Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

o The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

Lost Business - Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

8.11. Examples of Creative Content

Proposer shall provide examples of past creative materials from previous advertising campaigns for which Proposer or its subconsultants provided services. If available, Proposers should provide three or more examples of print advertisements, digital advertisements, or billboards created by Proposer and/or its subconsultants.

8.12. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

8.13. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

8.14. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “E.”

8.15. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "F."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement

Portal by the due date and time. The City and DDB shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s and

DDB's ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the DDB, would require the City or DDB to waive, alter or omit a material, mandatory requirement set forth in this

RFP, the Proposer must first submit a request to the City asking the City and DDB to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions

Regarding Solicitation or Proposal Process.” If the City of DDB, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective

Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience of Proposer and

Subconsultants

This criteria will include, but will not be limited to, evaluation of Proper’s and its subconsultants’ general statement of experience and qualifications, their staffs’ experience, lost business of Proposer, reference responses, financial stability and litigation history.

Points Based 50 (50% of Total)

2. Samples of Creative Content

This criteria will include, but will not be limited to, evaluation of samples of past work product submitted.

Points Based 33 (33% of Total)

3. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the…