Production_of_the_Visitor's_and_Meeting_&_Event_Planner's_Guides_for_the_Leon_County_Division_of_Tourism.pdf

REQUEST FOR PROPOSAL

FOR

PRODUCTION OF THE VISITOR'S AND MEETING & EVENT

PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF TOURISM

Proposal Number BC-05-04-21-22

BOARD OF COUNTY COMMISSIONERS

LEON COUNTY, FLORIDA

RELEASE DATE: April 5, 2021

RFP Title: Request for Proposals for PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES

FOR THE LEON COUNTY DIVISION OF TOURISM

Opening Date: May 4, 2021, 2:00 pm

Production of the Visitor's and Meeting & Event Planner's Guides for the Leon County Division of Tourism

1. Introduction

2. General Instructions

3. Solicitation Instructions

4. Required Certifications

5. Selection Process

6. Evaluation Criteria

7. Minority, Women, Small Business (MWSBE) Enterprise

8. Insurance Requirements

9. Terms and Conditions

10. Ethical Business Practices

11. Required Submittals

Attachments:

A - Scope of Services B - Proposal Response Cover Sheet C - Forms for Solicitation

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

TOURISM

Leon County Florida P a g e | 2

1. INTRODUCTION

1.1. Summary

Leon County Government “County” is accepting proposals from qualified professional design/publishing firms to produce two publications: its 2021/2022 Official Visitor Guide and 2021/2022 Meeting & Event Planner’s Guide. Leon County Division of Tourism/Visit Tallahassee will work with a publishing partner to develop a new or existing model for the Visitor Guide to accomplish the goal of having a consumer-friendly printed piece. This is a top line comprehensive magazine that provides meaningful content about Tallahassee as a vacation destination and generates traffic to the website for a more detailed description of the destination’s attributes enabling Visit Tallahassee to track and quantify inquiry requests.

The County intends to contract for a two (2) year period from the date of award with the option to renew for three (3) one

(1) year terms.

Applicants will be deemed ineligible if the applicant has any pending civil or administrative action against the applicant brought by any federal or state governmental entity, as defined in 18 USC § 2711 (4) and by Florida Statutes, including but not limited to any county, municipality, special district, school district, utility authority or other authority; or if the applicant is currently engaged in any dispute or controversy related to or arising out of the allegation that the applicant is in breach of any contract with any governmental entity as described above. This requirement also applies to all subcontractors. It is the responsibility of the prime contractor to ensure that all subcontractors utilized are in compliance with this requirement.

1.2. Contact Information

Shelly Kelley Purchasing Director 1800-3 Blair Stone Road Purchasing Division Tallahassee, FL 32308 Email: kelleys@leoncountyfl.gov Phone: (850) 606-1600 Department:

Tourism

Department Head:

Kerri Post Director

1.3. Timeline

Below is the current schedule of the events that will take place as part of this solicitation. The County reserves the right to make changes or alterations to the schedule as the County determines is in the best interest of the public. If any changes to the Schedule of Events are made, Leon County will post the changes on the Leon County procurement website either as a public meeting notice, or as an addendum, as applicable. It is the responsibility of the firm to register as a vendor in the County's eProcurement Portal located at https://secure.procurenow.com/portal/leoncounty and to click the "Follow" mailto:kelleys@leoncountyfl.gov tel:(850)606-1600 https://secure.procurenow.com/portal/leoncounty

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 3 button on your interested projects in order to receive email notifications of changes. Ultimately, it is the responsibility of the firm and other interested persons and parties to review the Purchasing Division’s website to stay informed of the Schedule of Events, addenda to the RFP, and public meetings. The main procurement website address is:

https://secure.procurenow.com/portal/leoncounty.

Release Project Date April 5, 2021

Pre-Proposal Meeting (Non-Mandatory) April 15, 2021, 10:00am 1800-3 North Blair Stone Road Tallahassee, FL 32308

-OR-

To join our Zoom Meeting, go to https://zoom.us/j/9625341094 from your browser

-OR-

One tap mobile:

+19292056099,,9625341094# US (New York) +13126266799,,9625341094# US (Chicago) Meeting ID: 962 534 1094 Dial by your location:

+1 929 205 6099 US (New York) +1 312 626 6799 US (Chicago) +1 669 900 6833 US (San Jose)

+1 253 215 8782 US

+1 301 715 8592 US

+1 346 248 7799 US (Houston) Find your local number: https://zoom.us/u/abtKzzawlE Join by SIP:

9625341094@zoomcrc.com

Question/Inquiries Deadline April 20, 2021, 5:00am

Opening Date May 4, 2021, 2:00pm https://secure.procurenow.com/portal/leoncounty https://zoom.us/j/9625341094 https://zoom.us/u/abtKzzawlE mailto:9625341094@zoomcrc.com

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 4

2. GENERAL INSTRUCTIONS

Proposers are expected to examine the proposal documents carefully, including specifications, delivery schedule, freight requirements, prices and extensions and all general and special conditions of the solicitation prior to submission. In case of error in price extension, the unit price will govern. The County's preferred method of submission is to respond electronically via ProcureNow, however, bids may be submitted in person, by mail or other carrier.

2.1. Special Accommodations

Any person requiring a special accommodation at a Pre-Proposal Conference or Bid/RFP opening because of a disability should call the Division of Purchasing at (850) 606-1600 at least five (5) workdays prior to the Pre-Proposal Conference or Bid/RFP opening. If you are hearing or speech impaired, please contact the Purchasing Division by calling the County Administrator's Office using the Florida Relay Service which can be reached at 1(800) 955-8771 (TDD).

2.2. Prohibited Communications

Any Form of communication, except for written correspondence with the Purchasing Division requesting clarification or asking questions, shall be prohibited regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between:

A. Any person or person’s representative seeking an award from such competitive solicitation; and

B. Any County Commissioner or Commissioner’s staff, or any county employee authorized to act on behalf of the Commission to award a particular contract.

For the purpose of this section, a person’s representative shall include, but not be limited to, the person’s employee, partner, officer, director, consultant, lobbyist, lawyer, relative, or any actual or potential subcontractor or consultant of the person.

The prohibited communication shall be in effect as of the release of the competitive solicitation and terminate at the time the Board, or a County department authorized to act on behalf of the Board, awards or approves a contract, rejects all bids or responses, or otherwise takes action which ends the solicitation process.

The provisions of this section shall not apply to oral communications at any public proceeding, including pre-bid conferences, oral presentations before selection committees, contract negotiations during any public meetings, presentations made to the Board, and protest hearings. Further, the provisions of this section shall not apply to contract negotiations between any employee and the intended awardee, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, communications with the County Attorney or communications with the Purchasing Director.

Violation of this section may result in disqualification from this solicitation and shall be grounds for suspension from doing business with the County.

2.3. Proposal Media Format (Electronic or Paper)

Proposals may be submitted either by paper or electronically. Electronic is the preferred method.

Paper proposals are to be submitted bound by binder clips only. No manner of plastic, comb or wire bindings, three ring binders, or staples are acceptable. All copies of proposals are to be printed double-sided, on paper with no less than 30%

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 5 post-consumer recycled content. As a part of our sustainability program, Leon County is reducing the excess packaging, binders, and waste associated with submittals.

Electronic proposals are to be submitted through the Leon County e-Bidding site located at https://secure.procurenow.com/portal/leoncounty.

2.4. Response Address

If submitting a paper response, the response to the proposal should be submitted in a sealed envelope/package addressed in the following manner:

BC-05-04-21-22

Purchasing Division 1800-3 N. Blair Stone Road Tallahassee, FL 32308

2.5. Proposal Paper Copies

If submitting a paper response, One ORIGINAL and one electronic copy of the Response (“Proposal”) must be furnished on or before the deadline. Responses will be retained as property of the County. The ORIGINAL of your reply must be clearly marked “Original” on its face and must contain an original, non-electronic signature of an authorized representative of the responding firm or individual. The contents of the proposal of the successful Proposer will become part of the contractual obligations.

2.6. Proposer Registration

Proposers who obtain solicitation documents from sources other than the County Purchasing Division MUST officially register with the County Purchasing Division in order to be placed on the planholders list for the solicitation. This list is used for communications from the County to prospective Proposers. Also, Proposers should be aware that solicitation documents obtained from sources other than those listed above may be drafts, incomplete, or in some other fashion different from the official solicitation document(s). Failure to register as a prospective Proposer through the Purchasing Division (https://secure.procurenow.com/portal/leoncounty) may cause your submittal to be rejected as non-responsive.

To Register, complete the online vendor registration process, find the opportunity of interest, and click "Follow" or "Draft Response".

2.7. Registered Planholders List

As a convenience to vendors, Leon County has made available via the internet lists of all registered planholders for each bid or request for proposals. The information is available on-line at https://secure.procurenow.com/portal/leoncounty by simply clicking the Followers tab for each respective solicitation. A listing of the registered vendors with their contact information is designed to assist vendors in preparation of their responses.

https://secure.procurenow.com/portal/leoncounty

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 6

2.8. Errors and Omissions

The County and its representatives shall not be responsible for any errors or omission in the RFP. Due care and diligence has been exercised in the preparation of this RFP, and all information contained herein is believed to be substantially correct.

Information is subject to review by the successful proposer.

2.9. Acceptance of County Terms

Leon County objects to and shall not consider any additional terms or conditions submitted by a respondent, including any appearing in documents attached as part of a respondent’s response. In submitting its response, a respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response or placing a respondent in default.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 7

3. SOLICITATION INSTRUCTIONS

3.1. Pre-Proposal Meeting

A Non-Mandatory Pre-Proposal Meeting will be held on Thursday, April 15, 2021 at 10:00 am. The Location is as follows:

1800-3 North Blair Stone Road Tallahassee, FL 32308 -OR- To join our Zoom Meeting, go to https://zoom.us/j/9625341094 from your browser -OR- One tap mobile: +19292056099,,9625341094# US (New York) +13126266799,,9625341094# US (Chicago) Meeting ID: 962 534 1094 Dial by your location: +1 929 205 6099 US (New York) +1 312 626 6799 US (Chicago) +1 669 900 6833 US (San Jose) +1 253 215 8782 US +1 301 715 8592 US +1 346 248 7799 US (Houston) Find your local number: https://zoom.us/u/abtKzzawlE Join by SIP: 9625341094@zoomcrc.com.

The Pre-Proposal Meeting will be a public meeting that the public is invited to attend either physically in person or an audio conference at the County's discretion. Instructions for conferencing in will be provided as part of the public meeting notice, which will be posted on the website listed above for public meetings no less than 72 hours in advance of the Pre-Proposal Meeting. All questions of Respondents to be discussed at the Pre-Proposal meeting must be submitted in writing by the deadline identified in the Schedule of Events as the Deadline for Pre-Proposal Meeting Questions. The Respondents will be instructed to submit all questions after the meeting to the Leon County e-Procurement website.

The purpose of the Pre-Proposal Meeting is to provide a forum to answer questions concerning the RFP, instructions for submitting Proposals, and other relevant issues. In the event that any discussions or questions at the Pre-Proposal Meeting require, in the Leon County's opinion, official additions, deletions, or clarifications of the RFP, Leon County will issue a written summary of questions and answers or an addendum to this RFP as the Leon County determines is appropriate. No oral representations or discussions, which take place at the Pre-Proposal Meeting, will be binding on Leon County. The Respondents will be instructed to direct all questions after the meeting to Leon County e-Procurement website.

During and after the Pre-Proposal Meeting, it is the responsibility of the Purchasing Division to ensure that Registered Planholders develop their Proposal with the same information. If a Registered Planholder receives information from Leon County relating to the RFP prior to the information cutoff date, Leon County will ensure that all Registered Planholders receive the same information in a timely fashion.

3.2. Submitting Questions

Questions may be submitted directly through the County's e-Procurement Portal located at https://secure.procurenow.com/portal/leoncounty/. Alternatively, if using email, questions pertaining to bid procedures or regarding the specifications should be addressed to both Shelly Kelley and Will Grissom, telephone (850) 606-1600; E-mail:

kelleys@leoncountyfl.gov and grissomw@leoncountyfl.gov.

If using email, bidders are requested to send such requests to both representatives of the Purchasing Division. Electronic inquiries are preferred over phone.

Each Bidder shall examine the solicitation documents carefully; and, no later than the last day for questions listed in schedule of events, he shall make a written request to the County for interpretations or corrections of any ambiguity, inconsistency or error which he may discover. All interpretations or corrections will be issued as addenda. The County will not be responsible for oral clarifications. No negotiations, decisions or actions shall be initiated or executed by the proposer as a result of any discussions with any County employee prior to the opening of proposals. Only those communications which are in writing from the County may be considered as a duly authorized expression on the behalf of the Board. Also, only communications from firms which are in writing and signed will be recognized by the Board as duly authorized expressions on behalf of proposers.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 8

3.3. Addenda To Specifications

If any addenda are issued after the initial specifications are released, the County will post the addenda on the Leon County website at https://secure.procurenow.com/portal/leoncounty. For those projects with separate plans, blueprints, or other materials that cannot be accessed through the internet, the Purchasing Division will make a good faith effort to ensure that all registered bidders (those vendors who have been registered as receiving a bid package) receive the documents. It is the responsibility of the vendor prior to submission of any proposal to check the above website or contact the Leon County Purchasing Division at (850) 606-1600 to verify any addenda issued. The receipt of all addenda must be acknowledged on the response sheet.

3.4. Proposal Deadline (Electronic or Paper)

Your Proposal prepared in response to this RFP must be received by the Purchasing Division either at the above listed address or via the County e-Procurement portal (https://secure.procurenow.com/portal/leoncounty), depending on the format instructions, no later than the Opening Date (Tuesday, May 4, 2021 at 2:00 pm), as identified in the Schedule of Events, to be considered.

3.5. Receipt and Opening of Vendor Responses

Whether receiving paper responses or electronic submissions, vendor responses will be opened publicly at the date and time identified in the Schedule of Events as the Opening Date. A tabulation sheet of timely received Proposals will be made public and will be posted on the Purchasing Division website at: https://secure.procurenow.com/portal/leoncounty.

Responses to the RFP received prior to the time of opening will be secured unopened. The Purchasing Agent, whose duty it is to open the responses, will decide when the specified time has arrived and no proposals received thereafter will be considered. For paper responses, the Purchasing Agent will not be responsible for the premature opening of a proposal not properly addressed and identified by Proposal number on the outside of the envelope/package. For electronic responses, proposers will receive a timestamp for your records showing when the response was received electronically.

Sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public records disclosure until such time as the County posts an intended decision or until 30 days after opening of the documents, whichever is earlier.

3.6. Timely Delivery

It is the Proposers responsibility to assure that the proposal is delivered at the proper time and location. For paper proposals, responses received after the scheduled receipt time will be marked "TOO LATE". Late proposals may be returned unopened to the vendor. Electronic submissions will not be allowed through the County's e-Procurement portal once the deadline has passed.

3.7. Preparation Costs

The County is not liable for any costs incurred by Respondents prior to the issuance of an executed contract.

https://secure.procurenow.com/portal/leoncounty

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 9

3.8. Interviews

Firms responding to this RFP must be available for interviews by County staff and/or the Board of County Commissioners at a time and date specified by the County.

3.9. Preparation and Changes

Paper proposal submissions, if applicable, must be typed or printed in ink. All corrections made by the Proposer prior to the opening must be initialed and dated by the Proposer. Electronic proposal submissions may be edited electronically by the Proposer prior to the opening date and time. No changes or corrections will be allowed after proposals are opened.

3.10. Reservation of Rights

The County reserves the right to reject any and/or all proposals, in whole or in part, when such rejection is in the best interest of the County. Further, the County reserves the right to withdraw this solicitation at any time prior to final award of contract.

3.11. Award of RFP and Protest

The proposal will be awarded as soon as possible to the responsive, responsible respondent(s) who rank highest in the evaluation process, unless otherwise stated elsewhere in this document. The County reserves the right to waive any informality in proposals and to award a proposal in whole or in part when either or both conditions are in the best interest of Leon County.

Notice of the Intended Decision will be posted on the Leon County website at https://secure.procurenow.com/portal/leoncounty for a period of seventy-two (72) consecutive hours, which does not include weekends or County observed holidays. Any Bidder/Respondent who desires to protest the Intended Decision must file a notice of intent to protest in writing within seventy-two (72) hours after the posting of the Notice of Intended Decision. Any bid award recommendation may be protested on the grounds of irregularities in the specifications, bid procedure, or the evaluation of the bid. Such notice of intent of bid protest shall be made in writing to the Purchasing Director, 1800-3 Blair Stone Road, Tallahassee, Florida 32308.

Protestor shall file a formal written bid protest within 10 days after the date in which the notice of intent of bid protest has been submitted. Failure to file a notice of intent of bid protest or failure to file a formal written bid protest shall constitute a waiver of all rights granted under this section. The vendor shall be responsible for inquiring as to any and all award recommendation/postings.

Should concerns or discrepancies arise during the bid process, vendors are encouraged to contact the Purchasing Division prior to the scheduled bid opening. Such matters will be addressed and/or remedied prior to a bid opening or award whenever practically possible. Vendors are not to contact departments or divisions regarding the vendor complaint.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 10

4. REQUIRED CERTIFICATIONS

4.1. Licenses and Certifications

The contractor shall be responsible for obtaining and maintaining throughout the contract period any licenses required pursuant to the laws of Leon County, the City of Tallahassee, or the State of Florida.

If the contractor is operating under a fictitious name as defined in Section 865.09, Florida Statutes, proof of current registration with the Florida Secretary of State shall be submitted with the bid. A business formed by an attorney actively licensed to practice law in this state, by a person actively licensed by the Department of Business and Professional Regulation or the Department of Health for the purpose of practicing his or her licensed profession, or by any corporation, partnership, or other commercial entity that is actively organized or registered with the Department of State shall submit a copy of the current licensing from the appropriate agency and/or proof of current active status with the Division of Corporations of the State of Florida or such other state as applicable.

Failure to provide the above required documentation may result in the proposal being determined as non-responsive.

4.2. Public Entity Crimes Statement

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. By submission of a proposal in response to this solicitation, the proposer certifies compliance with the above requirements as stated in Section 287.133, Florida Statutes.

4.3. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

The prospective primary participant must certify to the best of its knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency and meet all other such responsibility matters as contained on the attached certification form.

4.4. Unauthorized Alien(s)

The Contractor agrees that unauthorized aliens shall not be employed nor utilized in the performance of the requirements of this solicitation or any work authorized thereunder. The County shall consider the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the Immigration and Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral termination of this Agreement by the County. As part of the response to this solicitation, please complete and submit the attached form “AFFIDAVIT CERTIFICATION IMMIGRATION LAWS.”

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 11

4.5. Employment Eligibility Verification

A. Contractor agrees that it will enroll and participate in the federal E-Verify Program for Employment Verification under the terms provided in the “Memorandum of Understanding” governing the program. Contractor further agrees to provide to the County, within thirty days of the effective date of this contract/amendment/extension, documentation of such enrollment in the form of a copy of the E-Verify “‘Edit Company Profile’ screen”, which contains proof of enrollment in the E-Verify Program (this page can be accessed from the “Edit Company Profile” link on the left navigation menu of the E-Verify employer’s homepage).

B. Contractor further agrees that it will require each subcontractor that performs work under this contract to enroll and participate in the E-Verify Program within sixty days of the effective date of this contract/amendment/extension or within sixty days of the effective date of the contract between the Contractor and the subcontractor, whichever is later. The Contractor shall obtain from the subcontractor(s) a copy of the “Edit Company Profile” screen indicating enrollment in the E-Verify Program and make such record(s) available to the Agency upon request.

C. Contractor will utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of: (a) all persons employed during the term of the Agreement by Contractor to perform employment duties within Florida; and (b) all persons (including subcontractors) assigned by Contractor to perform work pursuant to the Agreement.

1. Contractor must use E-Verify to initiate verification of employment eligibility for all persons employed during the term of the Agreement by Contractor to perform employment duties within Florida within 3 business days after the date of hire.

2. Contractor must initiate verification of each person (including subcontractors) assigned by Contractor to perform work pursuant to the Agreement within 60 calendar days after the date of execution of this contract or within 30 days after assignment to perform work pursuant to the Agreement, whichever is later.

D. Contractor further agrees to maintain records of its participation and compliance with the provisions of the E- Verify program, including participation by its subcontractors as provided above, and to make such records available to the County or other authorized state entity consistent with the terms of the Memorandum of Understanding.

E. Compliance with the terms of this Employment Eligibility Verification provision is made an express condition of this contract and the County may treat a failure to comply as a material breach of the contract.

4.6. Local Preference in Purchasing and Contracting

A. Preference in requests for proposals. In purchasing of, or letting of contracts for procurement of, personal property, materials, contractual services, and construction of improvements to real property or existing structures for which a request for proposals is developed with evaluation criteria, a local preference of the total score may be assigned for a local preference, as follows:

1. Individuals or firms which have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which meet all of the criteria for a local business as set forth in this section, shall be given a preference in the amount of five percent.

2. Individuals or firms which do not have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which meet all of the criteria for a local business as set forth in this article, shall be given a preference in the amount of three percent.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 12

B. Local business definition. For purposes of this section, "local business" shall mean a business which:

1. Has had a fixed office or distribution point located in and having a street address within Leon, Gadsden, Wakulla, or Jefferson County for at least six (6) months immediately prior to the issuance of the request for competitive bids or request for proposals by the County; and

2. Holds any business license required by Leon County, and, if applicable, the City of Tallahassee; and

3. Is the principal offeror who is a single offeror; a business which is the prime contractor and not a subcontractor; or a partner or joint venturer submitting an offer in conjunction with other businesses.

C. Certification. Any vendor claiming to be a local business as defined herein, shall so certify in writing to the Purchasing Division. The certification shall provide all necessary information to meet the requirements set forth above. The Local Vendor Certification Form is enclosed. The purchasing agent shall not be required to verify the accuracy of any such certifications, and shall have the sole discretion to determine if a vendor meets the definition of a "local business."

4.7. Drug Free Workplace Requirements

All vendors in accordance with Florida Statute 287.087 must certify the following actions:

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

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

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

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

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

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

Vendor must confirm compliance with this requirement in the Required Submittals section of your response.

4.8. No Pending Litigation

Contractors will be deemed ineligible if the applicant has any pending civil or administrative action against the contractor brought by any federal or state governmental entity, as defined in 18 USC § 2711 (4) and by Florida Statutes, including but not limited to any county, municipality, special district, school district, utility authority or other authority; or if the contractor is currently engaged in any dispute or controversy related to or arising out of the allegation that the contractor is in breach of any contract with any governmental entity as described above. This requirement also applies to all https://secure.procurenow.com/portal/leoncounty/projects/8544?section=51839

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 13 subcontractors. It is the responsibility of the prime contractor to ensure that all subcontractors utilized are in compliance with this requirement. As part of the bid response to this solicitation, please complete and submit the attached form NO

PENDING LITIGATION AFFIDAVIT.

4.9. Equal Opportunity/Affirmative Action Requirements

The contractors and all subcontractors shall agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief.

For federally funded projects, in addition to the above, the contractor shall agree to comply with Executive Order 11246, as amended, and to comply with specific affirmative action obligations contained therein.

In addition to completing the Equal Opportunity Statement, the Respondent shall include a copy of any affirmative action or equal opportunity policies in effect at the time of submission.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 14

5. SELECTION PROCESS

5.1. Evaluation Committee

The County Administrator shall appoint an Evaluation Committee composed of three to five members who will review and evaluate all proposals received on time. The Committee may, select one or more firms for interview based on the evaluation of the responses of each proposer.

Meetings of Evaluation Committees subsequent to the opening of the solicitation shall be public meetings except for any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation as a part of the competitive solicitation, or at which a vendor answers questions as a part of a competitive solicitation. Also, any portion of a meeting at which negotiation strategies are discussed are exempt from being a public session.

Notice of all meetings shall be posted on the Purchasing Division website at:

https://secure.procurenow.com/portal/leoncounty and in the Purchasing Division Offices no less than 72 hours (excluding weekends and holidays).

5.2. Initial and Final Ranking

The initial ranking of proposals is based upon the points given in the Scoring Sheet utilizing the Evaluation Criteria Matrix.

The scores will be provided by the Purchasing Division for Local preference. The initial scores will be used for the short-listing selection and as a potential tie-breaker by the Evaluation Committee. However, the Evaluation Committee may use the initial ranking as the final ranking recommendation without utilizing the presentation and interview process.

5.3. Optional Short-listing

The best-qualified respondents shall be based upon the Evaluation Committee's ability to differentiate qualifications applicable to the scope and nature of the services to be performed as indicated by the ratings on the Weighted Scoring Sheet. At the option of the Evaluation Committee, no more than the top four rated firms for each specialized service, if there are at least four responsive respondents, will be considered as the short-listed firms, unless the County Administrator, after input and discussion with the Evaluation Committee, approves adding additional firms to the shortlist.

5.4. Optional Presentations/Interviews and Final Ranking

After reviewing the applicants in each category and their initial ranking, the Evaluation Committee may request formal interviews for some or all or the applicant categories. The selected firms for interview will receive notification, including questions/topics to be addressed during interview. The committee shall utilize the Ordinal Process Rating System to rank the firms and shall list respondents in order of preference. The list of best-qualified firms, along with the number of firms to include in each category, shall be forwarded to the County Administrator or Board, as appropriate, for approval prior to beginning contract negotiations. Negotiation sequence shall be based on the order of preference.

5.5. Recommendations

The Evaluation Committee will recommend to the Board of County Commissioners (BCC), in order of preference (ranking), up to three (3) firms deemed to be most highly qualified to perform the requested services.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 15

5.6. Negotiation with Most Qualified Firm

The BCC, or representative, will negotiate with the most qualified firm (first ranked firm) for the proposed services at compensation which the BCC or representative determines is fair, competitive, and reasonable for said services.

5.7. Negotiations with Second and Third Most Qualified Firm

Should the County be unable to negotiate a satisfactory contract with the firm considered to be fair, competitive and reasonable, negotiations with that firm shall be formally terminated. The County shall then undertake negotiations with the second most qualified firm. Failing accord with the second most qualified firm the County shall terminate negotiations. The County representative shall then undertake negotiations with the third most qualified firm.

5.8. Negotiations with Additional Firms

Should the County be unable to negotiate a satisfactory contract with any of the selected firms, the Board representative shall select additional firms to continue negotiations.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 16

6. EVALUATION CRITERIA

Actual rating for each criteria may range from zero (lowest rating) to the maximum rating points for that criteria

Proposals will be evaluated and ranked on the basis of the following considerations:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications - Firm Qualifications Shall consider the following criteria:

A. Quantity, quality, technical ability and experience of the firm to handle the needs, size and scope of the Leon County project.

B. References

C. History of Previous Projects

D. Experience with other travel/tourism clients

E. Samples of Previous work

F. Project Management process- This includes but is not limited to skills, abilities, expertise and availability of staff (including subcontractors) assigned to each study, along with processes, techniques, standards and software to manage project time lines, budgets, deliverables, etc.

0-5 Points 25 (25% of Total)

2. Qualifications - Key Staff Qualifications Shall consider the following criteria:

A. Quantity, quality, technical ability and experience of key staff to handle the scope of the Leon County project.

B. Experience of Key Staff

1. Number of years with this firm/all firms

2. Experience with similar projects

3. Education/Certifications/Designations/Awards

4. Other relative experience

0-5 Points 25 (25% of Total)

3. Project Outline Shall consider the following criteria:

A. Recommended methodologies, sample sizes, sample composition, etc. including evaluation of proposed vendors’ rationale for processes.

B. Suggested strategies to expand the impact of each of the guides.

0-5 Points 30 (30% of Total)

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 17

4. Time Schedule Shall consider the following criteria:

A. Evaluation of proposed timing and deadlines for completion (tasks and individual guides).

0-5 Points 5 (5% of Total)

5. Interest and Differentiation Shall consider the following criteria:

A. Innovation in thinking and approach outlined in proposal. Approach taken toward the task and thoroughness of response.

B. Rationale for maintaining versus changing what/how studies have historically been done.

C. What differentiates this firm from the competition.

0-5 Points 10 (10% of Total)

6. Local Preference Points for Local Preference will be awarded as follows:

A. Individuals or firms which have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which have been certified by the Leon County Purchasing Division as a Local Business, as set forth in this RFP, shall be given a preference in the amount of five percent (five (5) points out of the 100 maximum points allowed);

and

B. Individuals or firms which do not have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which have been certified by the Leon County Purchasing Division as a Local Business, as set forth in this RFP, shall be given a preference in the amount of three percent (three

(3) points out of the 100 maximum points allowed); and

C. All other individuals or firms shall be given zero (0) points for Local Preference.

0-5 Points 5 (5% of Total)

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 18

7. MINORITY, WOMEN, SMALL BUSINESS (MWSBE) ENTERPRISE

7.1. Overview for Projects Without a Specific MWSBE Goal

This solicitation does not have a project specific goal for the participation of Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) firms certified by the Office of Economic Vitality (OEV) MWSBE Division.

Although MBE and WBE participation is not a requirement for this solicitation, each Respondent is strongly encouraged to secure MBE and WBE firm participation. Respondents needing assistance or guidance with securing MBE and WBE firms should contact LaTanya Raffington of the MWSBE Division at Lraffington@oevforbusiness.org OR Shanea Wilks of the MWSBE Division at Swilks@oevforbusiness.org. A directory of certified MBE and WBE firms is available on the OEV website:

https://oevforbusiness.mwsbe.com.

Certified MBE and WBE firms may participate by providing goods or services in support of the project as subcontractors or subconsultants identified on the Respondent and Team Summary Form.

https://oevforbusiness.mwsbe.com/ https://secure.procurenow.com/portal/leoncounty/projects/8544?section=51836

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 19

8. INSURANCE REQUIREMENTS

8.1. Overview

Bidders’ attention is directed to the insurance requirements below. Bidders should confer with their respective insurance carriers or brokers to determine in advance of bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low bidder fails to comply strictly with the insurance requirements, that bidder may be disqualified from award of the contract.

The awarded Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor’s bid.

8.2. General, Automobile, and Workers' Insurance

Contractor shall maintain limits no less than

General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. (Non-owned, Hired Car).

Workers’ Compensation and Employers Liability: Insurance covering all employees meeting Statutory Limits in compliance with the applicable state and federal laws and Employer’s Liability with a limit of $500,000 per accident, $500,000 disease policy limit, $500,000 disease each employee. Waiver of Subrogation in lieu of Additional Insured is required.

8.3. Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and approved by the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the County, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

8.4. Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

General Liability and Automobile Liability Coverages (County is to be named as Additional Insured).

A. The County, its officers, officials, employees and volunteers are to be covered as insureds as respects; liability arising out of activities performed by or on behalf of the Contractor, including the insured’s general supervision of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protections afforded the County, its officers, officials, employees or volunteers.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 20

B. The Contractor’s insurance coverage shall be primary insurance in respect to the County, its officers, officials, employees and volunteers. Any insurance of self-insurance maintained by the County, its officers, officials, employees or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

C. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the county, its officers, officials, employees or volunteers.

D. The Contractor’s insurance shall apply separately to each insured against whom claims are made or suit is brought, except with respect to the limits of the insurer’s liability.

All Coverages

Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after written notice has been given to the County.

8.5. Acceptability of Insurers

Insurance is to be placed with insurers with a Best’s rating of no less than A:VII.

8.6. Verification of Coverage

Contractor shall furnish the County with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be received and approved by the County before work commences. The County reserves the right to require complete, certified copies of all required insurance policies at any time. Certificates of Insurance acceptable to the County shall be filed with the County prior to the commencement of the work. These policies described above, and any certificates shall specifically name the County as an additional Insured and shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days prior to written notice has been given to the County.

Cancellation clauses for each policy should read as follows: Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the Certificate Holder named herein.

8.7. Subcontractors

Contractors shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

RFP Title: PRODUCTION OF THE VISITOR'S AND MEETING & EVENT PLANNER'S GUIDES FOR THE LEON COUNTY DIVISION OF

P a g e | 21

9. TERMS AND CONDITIONS

9.1. Agreement

After the proposal award the County will, at its option, prepare a purchase order or an agreement specifying the terms and conditions resulting from the award of this bid. Every procurement of contractual services shall be evidenced by a written agreement. The respondent will have five calendar days after receipt to acknowledge the purchase order or execute the agreement.

The performance of Leon County of any of its obligations under the purchase order or agreement shall be subject to and contingent upon the availability of funds lawfully expendable for the purposes of the purchase order or agreement for the current and any future periods provided for within the bid specifications.

9.2. Work

Contractor understands that no amount of work is guaranteed to it nor is the County under an obligation to utilize the services of the Contractor in those instances where the work to be performed can be done…