Media_Services_for_Seminole_County_Tourism.pdf

REQUEST FOR PROPOSAL

RFP-5078-25/LTT

MEDIA SERVICES FOR SEMINOLE COUNTY

TOURISM

1301 East Second St.

Sanford, FL 32771

RELEASE DATE: July 10, 2025

DEADLINE FOR QUESTIONS: August 1, 2025

RESPONSE DEADLINE: August 13, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/seminolefl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Seminole County

RFP #RFP-5078-25/LTT

Media Services for Seminole County Tourism

TABLE OF CONTENTS

I. Introduction II. Scope of Services

III. Instructions to Proposers IV. Instructions for the preparation of Submittals V. Evaluation Phases

Attachments:

A - Insurance Requirements

B - Sample Purchase Order

C - Draft Term Contract

Title: Media Services for Seminole County Tourism

1. Introduction

1.1. Summary

Seminole County Economic Development and Tourism Division is seeking a qualified agency or individual to provide comprehensive digital and print media, advertising, public relations, social media, and communications services.

1.2. Background

Seminole County, located centrally between Orlando and Daytona Beach, packs a lot into its

344 square miles. It's home to seven municipalities, over 40 hotels, and key attractions like a

15-field Sports Complex, the Central Florida Zoo and Botanical Gardens, and more than 2,000 rivers and lakes. The county also features a growing food and beverage scene. Orlando North

Seminole County Tourism, funded by a 5% county-wide tourist development tax on transient rentals, generated about $6.8 million in net revenue during fiscal year 2023-2024.

1.3. Contact Information

Liduvina Torres Senior Procurement Analyst 1301 E. Second St Sanford, FL 32771 Email: ltorres@seminolecountyfl.gov Phone: (407) 665-7117

Department:

Resource Management - Purchasing & Contracts

1.4. Timeline

Release Project Date July 10, 2025

Question Submission Deadline August 1, 2025, 5:00pm

Proposal Submission Deadline August 13, 2025, 2:00pm

Attend bid opening Via TEAMS at https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwY i00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40 thread.v2/0?context=%7b%22Tid%22%3a%22

9d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%2246

2f8932-cfb6-408b-89d3-e432396ca876%22%7d mailto:ltorres@seminolecountyfl.gov tel:(407)665-7117 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d

2. Scope of Services

2.1. PROJECT DESCRIPTION

A. INTRODUCTION

Orlando North Seminole County (ONSC) Tourism, the official tourism division of

Seminole County, is seeking a creative agency. Our objective is to continue building our successful new brand while establishing Orlando North as a premier sports and leisure destination. The selected firm will be integral partners, collaborating directly with the Orlando North Seminole County Tourism staff to provide a comprehensive array of services detailed in the subsequent sections.

B. LEISURE AND MEETINGS

The account management, artwork, layout, all media purchases, and design and all production expenses shall be included. The Agency is expected to develop and create requested collateral that will help promote and position ONSC Tourism as an appealing and attractive leisure and meetings destinations for visitors.

1. Leisure and Meetings Media and Advertising:

The Agency will be expected to deliver a leisure and meetings branding strategy for ONSC Tourism. This strategy must stay consistent with ONSC branding. This plan should be supported by proper market research.

2. Media Plan:

The Agency will be expected to develop, manage, and deploy an advertising and media plan to be presented to ONSC Tourism staff at the beginning of each fiscal year.

a. The annual media plan must include:

• Detailed strategies and anticipated media and advertising goals.

• Performance metrics detailing how these initiatives will be monitored and evaluated.

• Media and advertising recommendations for the Tourism office should be considered on an annual basis.

• A media plan that includes a paid media mix to include but not limited to print, digital and online. The Agency will be expected to negotiate all paid media placements on behalf of ONSC Tourism.

• An annual calendar of all paid media advertising initiatives with estimated media placement costs and deployment dates.

• Organize and manage webDAM Analytics Management System and assets.

• Cover all purchases for paid search.

• Develop and execute email campaigns and cover all costs associated with the email campaign including all purchased contact lists.

3. Email Newsletter Campaign:

a. The Agency will be responsible for the development and distribution of seven (7) leisure-focused email newsletters annually.

b. These newsletters will promote key leisure tourism initiatives, destination experiences, events, and seasonal content while also including a featured section dedicated to a Sports Tourism highlight

(e.g., upcoming tournaments, event recaps, venue spotlights, or team testimonials).

c. The agency will be expected to:

• Provide full-service execution: content development, layout/design, list procurement/maintenance, campaign deployment, and analytics.

• Ensure mobile responsiveness, ADA compliance, and integration of

UTM (Urchin Tracking Module) tracking for performance monitoring.

• Align newsletter themes with seasonal promotions, marketing campaigns, and editorial calendars.

• Provide Monthly analytics report: Open Rate, CTR, Bounce Rate, Unsubscribe Rate, Engagement with sports section (clicks, impressions)

• Coordinate content approvals with ONSC staff prior to deployment.

4. Content Refresh:

a. The Agency will be required to execute and manage (2) seasonal mini shoots (Spring/Summer & Fall/Winter)

• Each session to yield at a minimum: 100 edited photos, 20 short-form videos (ideal for paid ads and Reels), Drone footage (as needed)

• Collaborate with staff to build an annual shot list for photos and videos.

o Incorporate content refresh strategy to align with Seasonal Content

Calendars

5. Influencer & Creator Program Management:

a. The Agency will be required to develop and manage Influencer/Creator campaign initiatives in collaboration with the ONSC team.

b. Identify and engage creators/influencers for scheduled campaigns.

c. Ensure deliverables align with campaign goals and audience engagement metrics.

d. Manage contracting, approvals, and post-campaign reporting.

e. Provide the following deliverables, in communication with the ONSC team, throughout each campaign:

• Influencer recruitment list

• Campaign briefs for creators

• FTC-compliant contracts and disclosures

• ROI Report (reach, impressions, engagement, conversions)

6. Award Submissions:

The Agency will be required to execute and manage the application and cover the costs of all award submissions.

7. Reporting and Oversight:

The Agency will be required to provide a monthly report that reflects all media and advertising initiatives. ONSC Tourism will have final approval of all media and public relations plans.

8. Website:

a. Maintain the Orlando North Seminole County Tourism website, www.DoOrlandoNorth.com, the server, and all content.

b. Make requested website changes and updates provided by Tourism staff within 24 business hours.

c. Provide Tourism staff with a monthly Google Analytics report (sessions, users, page views). The Agency will give designated Tourism staff member(s) access to running reports and acquire digital analytics.

d. Develop an annual website plan in an effort to constantly improve the website, increase traffic, Search Engine Optimization campaign, and continue to enhance the interactive experience for the customer.

e. Maintain website booking applications.

f. ONSC Tourism staff shall receive a copy of all lists purchased utilized by the Agency on behalf of Seminole County Tourism.

http://www.doorlandonorth.com/

g. Conduct research regarding overall website performance for functionality, visitation, and lead generation in order to recommend and implement ongoing improvements and changes to the website.

h. Conduct a comprehensive review and “scrub” of www.DoOrlandoNorth.com twice annually, upon the request of staff. Provide ongoing maintenance and routine updates.

i. Renewal of all current domain names. List provided by Tourism

Department. Equal to $300.00.

9. Website Goals (based on Google Analytics)

Using the information below, please set the goals your agency is expected to obtain for the following Key Performance Indicators below. The goals set by the agency will be used as an indicator to review performance.

Sessions Pages Viewed Duration Bounce Rate

Orlando North Seminole County Website Metrics 2022-2024

Year Sessions Engaged

Sessions

Views New Users Engagement

Rate

Avg. Session

Duration

2022 75,496 35,299 103,739 67,326 46.76% 1:16:00

2023 162,792 76,254 231,580 136,066 46.84% 1:14:00

2024 213,840 70,311 301,954 192,604 32.88% 0:55:00

Total 452,128 181,864 637,273 395,996 - -

Average 150,709 60,621 212,424 131,999 42.16% 1:08:20

10. Additional Expectations:

a. Attend all Tourist Development Council meetings. Prepare presentations reports for each meeting on behalf of ONSC staff. Prepare presentations and reports for other County meetings upon request.

b. Participate in bi-weekly project meetings or conference calls with tourism staff. Bi-weekly tracking and status reports shall be provided to tourism staff

24 hours prior to regularly scheduled calls.

http://www.doorlandonorth.com/

c. Written estimates will be provided to tourism staff before costs are incurred.

All out-of-pocket costs must be billed at net. Invoices will include a copy of the signed estimate and all vendor costs.

d. It is the responsibility of the Agency to adhere to County policies and procedures with respect to invoicing and payment. All invoices for the budgeted fiscal year must be billed within the fiscal year the money has been allocated.

e. Third-party services or contracts managed by the Agency on behalf of

ONSC Tourism shall be supported by three (3) quotes and will be billed on a net basis. Quotes issued by third party services shall be submitted for

ONSC Tourism approval prior to the selection of the proposer. The successful proposer shall not engage a third party to complete any services contemplated in the RFP without prior written consent from tourism staff.

f. The Agency will set the proper expectations for deliverables and due dates.

g. ONSC Tourism shall retain ownership and rights to media and advertising campaigns created by the Agency during the contract period, including all creative artwork, photographs, video, and other materials; Use of stock photography must be authorized by ONSC Tourism prior to use.

C. SPORTS

The account management, artwork, layout, all media purchases, and design and all production expenses shall be included. The Agency is expected to develop and create requested collateral that will help further promote and position Orlando

North Seminole County (ONSC) and its sports venues as appealing and attractive destinations for event organizers, coaches, teams, and families.

1. Sports Media and Advertising:

The Agency will be expected to deliver a sports tourism branding strategy for

ONSC Sports. This strategy must be consistent with ONSC Sports branding.

This plan should be supported by proper market research.

2. Media Plan:

a. The Agency will be expected to develop, manage, and deploy a sports-specific advertising and media plan to be presented to ONSC Sports at the beginning of each fiscal year.

b. The annual media plan must include:

• Detailed strategies and anticipated media and advertising goals.

• Performance metrics specifying how these initiatives will be monitored and evaluated.

• Media and advertising recommendations that the sports tourism staff will review on an annual basis.

• A media plan that includes a variety of paid media placements, including but not limited to print, digital and online. The Agency will be expected to negotiate all paid media placements on behalf of ONSC Sports.

• An annual calendar of all paid media advertising initiatives with estimated media placement costs and deployment dates.

• Cover all purchases with regard to a paid search campaign.

• Develop and execute a quarterly email campaign. Cover all costs associated with the email campaign including all purchased contact lists.

• Execute the application and cover the costs of all award submissions.

c. The Agency will be required to provide a monthly report that reflects all media and advertising initiatives.

d. ONSC Sports will have final approval of all media and public relations plans.

3. Website:

a. Maintain the Orlando North Seminole County Sports website, www.PlayOrlandoNorth.com, the server, and all content.

b. Make requested website changes and updates provided by Sports

Tourism staff within 24 business hours.

c. Provide Sports Tourism staff with a monthly Google Analytics report

(sessions, users, page views). The Agency will give designated Tourism staff member(s) access to run reports and acquire digital analytics.

d. Develop an annual website plan in an effort to constantly improve the website, increase traffic, and continue to enhance the interactive experience for the customer.

e. Maintain website booking applications.

f. ONSC Sports shall receive a copy of all purchased lists utilized by the

Agency on behalf of Seminole County Sports Tourism.

g. Conduct a comprehensive review and “scrub” of www.PlayOrlandoNorth.com twice annually.

4. Additional Expectations:

http://www.playorlandonorth.com/ http://www.playorlandonorth.com/

a. Attend all Tourist Development Council meetings and prepare presentations for each meeting. Prepare presentations and reports for other County meetings upon request.

b. Participate in bi-weekly project meetings or conference calls with sports tourism staff. Bi-weekly tracking and status reports shall be provided to tourism staff 24 hours prior to regularly scheduled calls.

c. Written estimates will be provided to sports tourism staff before costs are incurred. All out of pocket costs must be billed at net. The invoices will include a copy of the signed estimate and all vendor costs.

d. It is the responsibility of the Agency to adhere to County policies and procedures with respect to invoicing and payment. All invoices for the budgeted fiscal year must be billed within the year the money has been allocated.

e. Third party services or contracts managed by the Agency on behalf of ONSC Sports shall be supported by three (3) quotes and will be billed on a net basis. Quotes issued by third party services shall be submitted for ONSC Sports approval prior to the selection of the proposer. The successful proposer shall not engage a third party to complete any services contemplated in the RFP without prior written consent from tourism staff.

f. The Agency will set the proper expectations for deliverables and due dates.

g. ONSC Sports shall retain ownership and rights to media and advertising campaign(s) created by the Agency during the contract period, including all creative artwork, video, and other materials.

h. Use of stock photography must be authorized by ONSC Sports prior to use.

3. Instructions to Proposers

3.1. Contact

All prospective Proposers are hereby instructed not to contact any member of the Seminole

County Board of County Commissioners, the County Manager or Deputy Manager, or any

Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person, Liduvina Torres, regarding this RFP or their written proposal at any time prior to the posting on the COUNTY’S Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your proposal. Interpretation of this clause will be solely at the discretion of the COUNTY.

3.2. Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

3.3. Public Opening

Electronic submittals shall be received by PCD online in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda. Persons with disabilities needing assistance to participate in the Public Opening should call the noted PCD Contact

Person at least forty-eight (48) hours in advance of the Public Opening at (407) 665-7117. The

Public Opening via ZOOM https://us06web.zoom.us/j/84499184101?pwd=UVhDbk9IS3lnZkZUMW9WV01vWlp3UT09 /

Meeting ID: 844 9918 4101 / Passcode: 760550

3.4. Delays

The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s

Website: (https://secure.procurenow.com/portal/seminolefl)

3.5. Proposal Submission and Withdrawal

The COUNTY will accept submittals electronically via the COUNTY’s e-Procurement Portal until

2:00 pm on Wednesday, August 13, 2025. Proposals received after the scheduled due date and time for submission shall not be considered. Proposals submitted in any other format other than via the COUNTY’S e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed. Companies shall register on the COUNTY’S e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Proposer for this solicitation and will appear on the Follower’s list. Proposers that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the COUNTY’S e-Procurement Portal, and therefore will be unable to participate or be considered for this RFP. If a Proposer encounters technical difficulties using the COUNTY’S e-Procurement Portal, or needs assistance using the Portal, Proposers may access the Help Center for vendor training guides provided by OpenGov-Procurement, the

Software Administrator. Proposers may also contact the Software Administrator using the real-http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training time chat function on the COUNTY’S e-Procurement Portal (located in lower right-hand corner of the screen), or via email at support@procurenow.com for support.

The COUNTY will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither the COUNTY, nor the Software Administrator, will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic proposal before the deadline indicated herein shall be at the Proposer's sole risk, and no relief will be given for late and/or improperly submitted proposals. Once file(s) have been uploaded and the

Submission Status shows as “Submitted” the submission is complete. At that point, the

Proposer will also receive an email confirmation from the COUNTY’s e-Procurement Portal.

Telephone confirmation of timely receipt of any submittal should be made by calling (407) 665-

7117, before the 2:00 pm deadline.

The Proposer is required to submit ONE (1) ELECTRONIC FORMATTED file of their complete written submittal.

Proposers may withdraw their submittal electronically via the COUNTY’S e-Procurement Portal at any time prior to the scheduled due date and time for submission.

3.6. Inquiries

All Proposers should carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of PCD Contact Person in writing via the Q&A tab in the

COUNTY’S e-Procurement Portal prior to the scheduled due date and time for submission.

Failure to do so, on the part of the Proposer, shall constitute an acceptance by the Proposer of any subsequent decision made by the COUNTY. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached Draft Agreement, shall be requested in writing, and received no later than 5:00 pm on Friday, August 1, 2025. Written requests shall be submitted via the COUNTY’S e-Procurement Portal The COUNTY will not be responsible for oral instructions made by employees of the COUNTY or its authorized representatives in regard to this RFP. If the Q&A deadline has passed, a Proposer may contact the COUNTY directly if necessary at ltorres@seminolecountyfl.gov. The COUNTY reserves the right to reject any questions sent after the Q&A deadline.

3.7. Addenda

Should revisions to the RFP documents become necessary, the COUNTY will post Addenda information on the COUNTY's e-Procurement Portal. The COUNTY’s e-Procurement Portal will issue an automated email notification to all “Followers” on the RFP’s Followers list. All

Proposers should check the COUNTY's Website or notify Liduvina Torres to verify information regarding Addenda. Failure to do so may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. By execution of the Formal Notice for this RFP, the

Proposer acknowledges receipt of all Addenda issued under this solicitation. Addenda information will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda.

3.8. Selection Process and Award

Proposals will be reviewed by the COUNTY Evaluation Committee in accordance with the evaluation criteria set forth in the RFP documents. The COUNTY reserves the right to conduct interviews and require presentations of any or all Proposers prior to selection. The COUNTY will not be liable for any costs incurred by the Proposer in connection with such presentations.

Should oral presentations for this RFP be required by the COUNTY, the evaluation criteria and weights shall be used to short-list the Proposers. The County will award a contract based on the proposal that best meets the County's requirements. The Proposer understands that this RFP does not constitute an agreement or a contract with the Proposer. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to waive formalities, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety.

3.9. Proposal Preparation Costs

Neither the COUNTY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFP. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the

Proposer's ability to meet the requirements of this RFP.

3.10. Accuracy of Proposal Information

By submission of a proposal, Proposer acknowledges that they have carefully examined the

Request for Proposal documents and agrees to furnish the services specified in the solicitation at the prices, rates or discounts as proposed. Proposers agree that their proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the County adequate time to evaluate the submittals.

By submission of a proposal, Proposer agrees to abide by all conditions of this proposal and understands that a background investigation may be conducted by the Seminole County

Sheriff’s Department prior to award. Proposer certifies that all information contained in their proposal is truthful to the best of their knowledge and belief. Proposer further certifies that they are duly authorized to submit this proposal on behalf of the vendor/Proposer as its act and deed and that the vendor/Proposer is ready, willing and able to perform if selected.

3.11. Insurance

A misstatement or omission of a material fact, whether intentional or not, regarding the

Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the

Proposer’s submitted proposal and rescission of any ensuing Award Agreement.

The COUNTY recommends that all Proposers review the insurance requirements listed within the Draft Agreement with their insurance carriers. A copy of the insurance certificate shall be furnished to the COUNTY prior to the final execution of the COUNTY’s

Award Agreement. The COUNTY reserves the right to reject the award to any Proposer that fails to provide the insurance as required within the COUNTY’s Award Agreement.

3.12. Licenses

Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal under this RFP. Failure of the Proposer to be fully licensed and certified, may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. Any permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, County, City, etc., is the responsibility of the Proposer.

3.13. Posting of the RFP’s Recommendation and Intent to Award

The recommendation and intent to award for this RFP will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). Failure to file a protest with the COUNTY’s

Purchasing & Contracts Manager within the time prescribed in the COUNTY's Purchasing Code, Policies and Procedures shall constitute a waiver of proceedings.

3.14. Public Records

Upon recommendation and intent to award this RFP as posted to the COUNTY’s website or thirty (30) calendar days after closing, proposals are considered “public records" and shall be subject to the public disclosure regulations consistent with Chapter 119, Florida Statutes.

Proposers must invoke the exemptions to disclosure provided by law in their response to the solicitation and must identify the data or other materials to be protected by uploading any information deemed confidential separately under “Confidential Files,” and must state the reasons why such exclusion from public disclosure is necessary pursuant to the COUNTY’s, “Compliance With Public Records Law” Form, which is required as part of the RFP documents.

Ownership of all data, material, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Public Records Law. Trade secrets or proprietary information submitted by a Proposer shall not be subject to public disclosure under the Public Records Law; however, the

Proposer must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

3.15. Prohibition Against Contingent Fees

It shall be unethical for any person to be retained, or to retain any company or person, other than a bonafide employee working solely for the Proposer to solicit or secure the Award

Agreement for this RFP, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bonafide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from award or making of this Award Agreement. For the breach or violation of this provision, the

COUNTY shall have the right to terminate the Award Agreement at its sole discretion, without liability and to deduct from the Award Agreement price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

3.16. Rejection/Disqualification

The COUNTY reserves the right to reject the proposal of any Proposer who has failed to perform, in a timely manner, the scope of services of a previously awarded agreement. The

COUNTY reserves the right to inspect all facilities of Proposers in order to make a determination as to the available resources to perform properly under this award. The COUNTY reserves the right to waive any irregularities, informalities, and technicalities and may, at its discretion, issue a re-procurement. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal submittal will be cause for rejection of all proposals in which such Proposers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers.

Proposals in which the prices obviously are unbalanced will be subject to rejection.

3.17. Purchasing Code

Seminole County Code Chapter 220 (Purchasing Code), Administrative Code Section 3.55

(Purchasing Policy), and County Manager Policies apply to this RFP in their entirety.

3.18. Affirmation

By submission of a proposal, the Proposer affirms that their proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFP and the resulting Award Agreement as prepared by Seminole County.

3.19. Governmental Restrictions

In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Purchasing and

Contracts Division at once, indicating in his/her letter the specific regulation which required an alteration, including any price adjustments occasioned thereby. The County reserves the right to accept such alteration or to cancel the contract or order at no further expense to the County.

3.20. Advertising

In submitting a proposal, Proposer agrees not to use the results therefrom as a part of any commercial advertising, without the express written approval of the County Manager’s Office.

3.21. Patents and Royalties

Unless otherwise provided, the Proposer shall be solely responsible for obtaining the right to use any patented or copyrighted materials in the performance of the contract resulting from this

PS. The Proposer, without exception, shall indemnify and save harmless the County and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the Proposer. In the event of any claim against the County of copyright or patent infringement, the County shall promptly provide written notification to the Proposer. If such a claim is made, the Consultant shall use its best efforts to promptly purchase for the County the legitimate version of any infringing products or services or procure a license from the patent or copyright holder at no cost to County that will allow continued use of the service or product. If none of the alternatives are reasonably available, the County agrees to return the article on request to the Proposer and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

3.22. Drug-Free Workplace Compliance

Proposer shall comply with Section 287.087, Florida Statutes, and failure to comply shall result in rejection/disqualification of the proposal and all agreements as a result of this solicitation.

3.23. Public Entity Crime

Any Person or affiliate, as defined in Section 287.133, Florida Statutes, shall not be allowed to contract with the COUNTY, nor be allowed to enter into a subcontract for Work on this Project, if such a person or affiliate has been convicted of a public entity crime within three (3) years from the date this Project was advertised for Proposal, or if such person or affiliate was listed on the

State's convicted vendor list, within three (3) years of the date this Project was advertised, whichever time period is greater. A public entity crime means a violation of any state or federal law with respect to and directly related to the transaction of business with any public entity or agency (federal, state or local), including but not limited to, any contract for the construction or repair of a public building or public work involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, forgery, falsification of records, receiving stolen property or material misrepresentation. Any Agreement with the COUNTY obtained in violation of this Section shall be subject to termination for cause. A sub-contractor who obtains a subcontract in violation of this Section shall be removed from the Project and promptly replaced by a sub-contractor acceptable to the COUNTY.

3.24. Proprietary/Restrictive Specifications

Proposers who feel the specifications contained herein are proprietary or restrictive in nature, thus potentially resulting in reduced competition, must notify the Purchasing and Contracts

Division of their rejection upon receipt of this Request for Proposals and prior to the due date.

3.25. Payment Terms/Discounts

The County’s payment terms are in accordance with Section 218, Part VII, Florida Statutes, Florida Prompt Payment Act. Cash discounts for prompt payment shall not be considered in determining the lowest net cost for evaluation purposes.

3.26. Additional Terms and Conditions

Unless expressly accepted by the County, only the terms and conditions in this document and

Award Agreement shall apply. Any and all additional terms and conditions shall have no force and effect, and are inapplicable to this proposal if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general and/or special conditions in these RFP documents and any Addenda issued under this solicitation are the only conditions applicable to this proposal and the Proposer's authorized signature on the Proposal Response

Form attests to this.

3.27. Price Redeterminations

1. During the Renewal Term: Petitions for price redeterminations must be made at the time of

County’s notification to the Contractor of the renewal period. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract to reflect the new prices for the renewal term.

2. Outside the Renewal Term: Petitions for price redeterminations must be made within thirty

(30) days of the anniversary date of the Contract. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract.

BASIS FOR PRICE REDETERMINATIONS. The Contractor may petition the Purchasing and

Contracts Division for price redetermination based on the increased costs of wages, fuel, or materials. Price redeterminations will be based solely upon changes in pricing or costs documented by either the Employment Cost Index (ECI) or Producer Price Index (PPI), whichever is applicable, as published by the Bureau of Labor Statistics. The base index number for the ECI will be for the quarter in which the solicitation opens. The base index number for the

PPI will be for the month the solicitation opens. Any subsequent price redeterminations will use the last price redetermination approved for that price redetermination category as the "base index number." The County shall have the right to audit the Contractor's records, including, but not limited to, payroll, materials, and fuel cost records, to verify or otherwise investigate the validity of any price redetermination request.

WAGE PRICE REDETERMINATION. When requesting a price redetermination based upon an increase in wage costs, the Contractor shall refer to and utilize the Pay & Benefits, Employment

Cost Index, Private Industry, Compensation as prepared by the Bureau of Labor Statistics in the

U.S. Department of Labor available at www.bls.gov.

MINIMUM WAGE PRICE REDETERMINATION. If the minimum wage increases during the term of the Contract, including any renewal or extension period thereunder, the Contractor may petition the Purchasing and Contracts Division for price redetermination for those job categories where the pay to the Contractor's employee(s) is the current minimum wage. Upon verification of the information provided, the County will grant an increase of exactly the amount of the minimum wage increase (not the percentage increase). The Contractor must increase the pay to the employee(s) by the amount the Contractor has requested, which shall not exceed the amount of the minimum wage increase. The amount paid to the Contractor will be the increase plus any written and documented increase in FICA, Medicare, and Workers' Compensation insurance. The Contractor must supply written documentation of any other increase that is beyond the scope and control of the Contractor. All written documentation must satisfy the reasonable expectations of the Purchasing and Contracts Division.

• Example: Minimum wage increases from $7.31 to $7.56 per hour. The Contractor may petition for an increase of $0.25 per hour to be paid to the affected employee(s) and shall provide written and documented cost increases for FICA, Medicare and Workers' Compensation. The resulting increase in costs shall be incorporated into fees/rates billed to the County.

If the Contractor bills the County at a higher price according to any price redetermination granted by the County, and the Contractor fails to increase the hourly rate paid to the employee for the same period, the Contractor will be considered in Contract default and the Contract will be immediately terminated.

FUEL PRICE REDETERMINATION. If and when the price of fuel increases by a minimum of ten

(10%) percent, the Contractor may petition the Purchasing and Contracts Division for a fuel price redetermination. As a condition of petitioning for a fuel price increase, the Contractor shall be required to petition for a fuel price redetermination decrease if and when the price of fuel decreases by a minimum often (10%) percent. Failure to make such petition may be grounds for

Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior fuel price redetermination increase(s). Fuel price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) for the commodity "Gasoline - WPU057".

MATERIALS PRICE REDETERMINATION. At the anniversary date of the Agreement, the

Contractor may petition the Purchasing and Contracts Division for a materials price redetermination. As a condition of petitioning for a materials price increase, the Contractor shall be required to petition for a materials price redetermination decrease if/when the price of materials used by the Contractor in connection with the Contract decreases. Failure to make such petition may be grounds for Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior materials price redetermination increase(s). Materials price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) under Inflation & Prices, Industry Data, Construction Machinery Mfg. PCU 333120333120, as published by the Bureau of Labor

Statistics.

PRICE REDETERMINATION CALCULATION. All Price Redeterminations shall be calculated as follows:

Example: Contractor indicated on the Submittal Form that fourteen percent (14%) of the cost to provide the product/service is directly attributed to the redetermination category (wages, fuel, or materials).

PPI in the month the solicitation closed was 158.73 264.52

Current PPI is 264.52 -158.73

=105.79

105.79 divided by 158.73 = .666%

The unit cost of the service is $100.00

14% of $100.00 = $14.00

$14.00 x .666 = $9.32

The New Unit Price for the service is $109.32 ($100.00 + $9.32)

3.28. Expiration Upon Failure to Agree to Price Redetermination

If the County and the Contractor cannot agree to a price redetermination pursuant to the terms and conditions of this Section, then the Contract will automatically expire without penalty or further expense to either party after a period of six (6) months following the Contractor's initial request for such price redetermination.

Requests for price redeterminations not made in accordance with the provisions of this Section shall be deemed null and void and shall not be a valid reason or pretext for expiration or termination of the Contract. If the contract expires pursuant to the terms and conditions of this

Section, the County reserves the right, at no expense, penalty, or consequence to the County, to award any remaining tasks thereunder to the next available most responsive and responsible

Contractor.

3.29. Quantities

Seminole County will not be held to any maximum or minimum purchase quantities as a result of this solicitation and/or resulting contract. Seminole County reserves the right to purchase any;

all, or none, of its requirements from vendors awarded a contract as a result of this solicitation.

All quantities as shown are approximate and no guarantee is made. Except as this contract may otherwise provide, if the County’s requirements do not result in orders in the quantities described as “estimated” in the contract’s price schedule, that fact shall not constitute the basis for an equitable adjustment.

3.30. Purchasing Agreements with Other Government Agencies

All Applicants submitting a response to this solicitation agree that such response also constitutes a submittal to all governmental agencies within the State of Florida, under the same conditions, for the same contract price, and for the same effective period as this proposal, should the Applicant feels it is in their best interest to do so. Each governmental agency desiring to accept these submittals, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of this solicitation. This agreement in no way restricts or interferes with the right of any governmental agency to re-solicit any or all items.

4. Instructions for the preparation of Submittals

The Proposer is expected to completely analyze the information contained in this Request for

Proposals (RFP) as guidance for the preparation of their written proposal. The Proposer’s written proposal should be specific, detailed, and complete in order to clearly and fully demonstrate the Proposer’s understanding of the proposed work requirements, and it should include a logical plan to accomplish the task(s) under the proposed scope of work.

The Proposer(s) warrants its response to this Request for Proposals to be fully disclosed and correct. The firm must submit a proposal complying with this request for proposals, and the information, documents and material submitted in the proposal must be complete and accurate in all material aspects. The proposals shall include all of the information solicited in this RFP and any additional data that the Proposer deems pertinent to the understanding and evaluation of the proposal. Proposals must be organized and sections tabbed in the order noted below.

The Proposer shall not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration since oral presentations or demonstrations are at the option of the County. Marketing materials shall not be included as documentation of Proposer’s ability to provide services required. Compliance with all requirements will be solely the responsibility of the Proposer and failure to provide requested information may result in disqualification of response.

4.1. Type of Business*

☐ Corporation

☐ Joint Venture

☐ Partnership

☐ Proprietorship

*Response required

4.2. Type in your Legal Entity Name Here.*

This name will be verified against the Secretary of State website.

*Response required

4.3. Federal Employer ID Number (FEIN)*

*Response required

4.4. Incorporated in the State of ________.*

Ex.) Florida

*Response required

4.5. List of Principals*

*Response required

4.6. Upload evidence of authority to do business in the State of Florida.* Acceptable form of evidence includes Secretary of State download, or Certificate of Status.

*Response required

4.7. Proposal Content*

WARNING: DO NOT UPLOAD CONFIDENTIAL INFORMATION HERE.

A. Letter of Transmittal: This letter will summarize in a brief and concise manner, the

Proposer's understanding of the scope of work and make a positive commitment to perform the work in a timely manner. The letter should name all of the persons authorized to make representations for the Proposer, including the titles, addresses and telephone numbers of such persons. An authorized agent of the Proposer must sign the

Letter of Transmittal indicating the agent’s title or authority. This letter should also serve as acknowledgement by the Proposer that the contents of the submittal are true and accurate, and that the requirements of this RFP can be met, including but not limited to, insurance, bonding and licensing requirements. Further, the Proposer acknowledges their intent to execute an Agreement with the COUNTY.

B. STATEMENT OF QUALIFICATIONS/PERSONNEL: Each proposal shall include a statement of the contractor’s qualifications that includes:

1. A description of the contractor’s experience with similar work, including references for at least three (3) existing or past clientele. Use “Similar Project Experience” form.

The County intends to conduct reference checks of those clients. These checks will be designed to validate the company’s performance, ascertain the difference (if any) between expectations and delivery, and determine overall satisfaction with the company’s services.

C. PROJECT UNDERSTANDING AND APPROACH: Each proposal shall include a statement detailing the contractor’s understanding of, and planned approach to, the services contemplated in the Scope of Services section of this document. This statement shall include the following:

1. A description of contractor’s understanding of the Scope of Services and how contractor will approach work.

D. PRICE PROPOSAL: Proposer must submit costs inclusive of all direct and indirect components, services, insurance, coordination and incidentals necessary for the performance of the services.

1. If the solicitation includes a Price Proposal Form, you must use only the provided form to submit your costs. All required information on the form must be filled out completely.Please be aware that any Price Proposal Form with omissions or alterations of any kind will be rejected.

*Response required

4.8. License Sanctions*

Regulatory/license agency sanctions within the past 5 years.

(If Proposer prefers to upload a file, upload in next question and enter "see file upload" in this field)

4.9. License Sanctions

Regulatory/license agency sanctions within the past 5 years.

4.10. Conflict of Interest Statement*

I certify that I am an authorized representative (the Affiant) of my company (the Entity submitting this response) to sign and submit this statement on my company's…