RFP 24-01 Canada Retail Mktg and PR.pdf

RFP # 24-01

Canada Marketing

FLORIDA DEPARTMENT OF CITRUS

605 East Main Street

Bartow, FL 33830

(863) 537-3999

Request for Proposal

Canada Retail Marketing and Public Relations

Proposal Opening:

February 28, 2025, 10:00 AM EST

Vendor Name _____________________________________ Vendor Mailing Address ____________________________ City, State, Zip ____________________________________ Telephone ________________________________________

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same contractual service and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the proposer and that the proposer is in compliance with all requirements of the Request for Proposal, including, but not limited to, certification requirements. In submitting a proposal to an agency for the State of Florida, the proposer offers and agrees that if the proposal is accepted, the proposer will convey, sell, assign, or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now, or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the proposer.

Authorized Signature _________________________________________

Print Name and Title _________________________________________

Proposal tabulations with recommended awards will be posted electronically for review by interested parties on or about the date listed in Section 1.3 of the solicitation and will remain posted for a period of 72 hours. Failure to file a Protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(A),

FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER

OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to __________________________________________________________ [Print name of the public entity] by ______________________________________________________________________________________

[Print individual’s name and title] for ______________________________________________________________________________________

[Print name of entity submitting sworn statement]

Whose business address is:

and (if applicable) its Federal Employer Identification Number (FEIN) is ________________________________

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement:)

2. I understand that a :public entity crime” as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

1. A predecessor or successor of a person convicted of a public entity crime; or

2. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime.

The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima fascia case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

6. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. [Indicate which statement applies.]

_____ Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

_____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

_____ The entity submitting this sworn statement, or one of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings, and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. [Attach a copy of the final order.]

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE

PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED.

I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING

INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017,

FLORIDA STATUTES, FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN

THIS FORM.

[SIGNATURE]

Sworn to and subscribed before me this _______________ day of ____________________________ , 20 _____ .

Personally known ______________________________ ______________________________________

OR Produced identification _______________________ Notary Public – State of ___________________

_____________________________________________ My commission expires ___________________ (Type of identification)

(Printed, typed, or stamped commissioned name of notary public)

SECTION 1. INTRODUCTION

1.1 BACKGROUND

The Florida Department of Citrus (FDOC) is an executive agency of Florida government charged with the marketing, research and regulation of the Florida citrus industry. Its mission is to maximize consumer demand for Florida citrus products to ensure the sustainability and economic well-being of the Florida citrus grower, the citrus industry and the State of Florida.

The FDOC also has extensive regulatory responsibilities, covering every aspect of the industry, including research, production, maturity standards, licensing, transportation, labeling, packing and processing. The industry employs approximately 33,000 people, provides an annual economic impact of $6.9 billion to the state, and contributes hundreds of millions of dollars in tax revenues that help support Florida’s schools, roads and health care services.

The FDOC is governed by the Florida Citrus Commission (FCC), an eleven-member board with taxing authority appointed by the Governor of Florida to represent citrus growers, processors and packers. Three commission members must be processors, one member must be a packer and must be a resident of the Indian River production area of Florida, and another member must be a grower with a production area of more than 5,001 acres in Florida.

The FCC serves in the capacity of a Board of Directors and agency head for the FDOC.

The FCC oversees and guides the activities of the FDOC. It is responsible for setting the annual amount of excise tax as well as quality standards for all citrus grown, packed or processed in Florida. In addition, the FCC conducts a wide variety of programs involving industry regulation, scientific, market and economic research, advertising, merchandising, public and industry relations and consumer promotions. Over 80 percent of FDOC’s annual budget is typically spent on marketing and promotional activities for Florida citrus in the United States, Canada, Europe, and Asia.

1.2 STATEMENT OF PURPOSE

1.2.1 Need

FDOC is seeking a Canadian company to assist in the planning, development, execu�on, and measurement of retail marke�ng and public rela�ons programs that support Florida grapefruit, grapefruit juice (GJ), orange juice (OJ), and Florida oranges in Canada.

1.2.2 Objec�ve

Maximize demand for Florida citrus products in Canada through a comprehensive mix of consumer-oriented PR ac�vi�es and retail marke�ng.

1.2.3 Requirements

All proposals must be from companies with capability to operate successfully throughout Canada, par�cularly in Ontario, Quebec, and the Atlan�c Provinces. The successful bidder will have significant experience managing consumer engagement through PR tac�cs, as well as managing retail marke�ng programs from both the consumer and trade angles.

The successful bidder should have proven experience working with fresh produce and/or the beverage category in Canada.

At the discretion of FDOC Staff, applicants may be required to make virtual presentations to FDOC Staff, Staff Committees, and/or the Florida Citrus Commission in a public meeting prior to the contract being awarded.

1.3 TIMELINE OF EVENTS

Opening dates are firm and cannot be changed. All other dates are subject to change. All changes to the Timeline of Events will be made through addendums to the solicita�on on the Vendor Informa�on Portal (VIP).

Request for Proposal posted on VIP January 28, 2025 Statement of Interest and Ques�ons Due February 4, 2025 Pos�ng of Answers to Ques�ons February 10, 2025 Proposals Due/Opened* February 28, 2025, 10:00 AM EST

*PROPOSALS RECEIVED AFTER THIS TIME ARE NOT ELIGIBLE FOR AWARD.

Review and evalua�on March 3-7, 2025 Pos�ng of the Award Selec�on March 18, 2025 Submited to the Citrus Commission March 19, 2025 Award Date July 1, 2025

** Emailed and Faxed proposals are not eligible – Proposals must be received no later than February 28, 2025, 10:00 AM EST. **

1.4 Reasonable Accommoda�ons

Pursuant to the provisions of the Americans with Disabili�es Act, any person requiring a reasonable accommoda�on to par�cipate is asked to advise the agency at least 48 hours prior to the scheduled event by contac�ng Sharon McLeod at smcleod@citrus.myflorida.com or (863) 537-3964. If you are hearing or speech-impaired, please contact the agency using the Florida Relay Service, 1(800)955-8771 (TDD) or 1(800)955-8770 (Voice).

mailto:smcleod@citrus.myflorida.com

SECTION 2. SCOPE OF SERVICES

2.1 SERVICES AND RESPONSIBILITIES

2.1.1 State Requirements

Bidding Vendor acknowledges that Department is a governmental state agency and that Department is bound by state laws, rules and policies, which must be followed by Vendor when providing such services. These laws, rules and policies include Chapter 601, F.S. (Florida Citrus Code), Chapter 287, F.S. (Procurement), Chapter 119, F.S. (Public Records) and Chapter 20, F.A.C. (Department Rules and Regula�ons) and FDOC Purchasing, Fiscal and Travel Policies.

The State of Florida, through the Department of Management Services, has ins�tuted MyFloridaMarketPlace (MFMP), a statewide eProcurement system.

Pursuant to Sec�on 287.057(23), F.S., (2002), all payments shall be assessed a Transac�on Fee of one percent (1.0%), which the Vendor shall pay to the State;

refer to sec�on 2.2.11 of RFP.

2.1.2 Scope of Work

The initial contract will be for two years with the option of one three-year renewal upon mutual agreement of both parties and with the approval of the Florida Citrus Commission. The FDOC anticipates that the allocated budget for Canada will be approximately $800,000 to $1,200,000 U.S. dollars (USD) per year, including fees and all third-party expenses. The FDOC reserves the right to modify this amount as necessitated by budget or market circumstances. At the discretion of FDOC Staff, applicants may be required to make virtual presentations to FDOC Staff, Staff Committees, and/or the Florida Citrus Commission in a public meeting prior to the contract being awarded.

The selected bidder will work as part of a global Florida Citrus marketing team consisting of FDOC staff and contractors in the U.S., Europe, and Asia. In Canada, the selected bidder should have the capability to fulfill the following:

Retail Marketing

1. Advising FDOC on retail dynamics related to Florida citrus products in Canada.

2. Communicating with Canadian retailers and the trade on behalf of

FDOC.

3. Developing, implementing, and measuring a plan that may include:

a. In-store demos

b. In-store marketing materials (development and distribution)

c. Online marketing promotions

d. Coupons/Flyer ads

e. Shopper contests

f. Display/sales contests

g. Trade and shopper education

h. Market research/surveys

i. Etc.

Public Relations

1. Advising FDOC on consumer and media trends as they relate to Florida citrus products in Canada.

2. Media monitoring

3. Issues management

4. Developing, implementing, and measuring a plan that may include:

a. Digital design and asset development

b. Media outreach

c. Paid media

d. Earned media

e. Social media

f. Website management

g. Influencers

h. Consumer engagement

i. Consumer research/surveys

j. Etc.

Program Management

1. Strategic planning

2. Budget management and monthly invoicing

3. Rigorous reporting and program/activity evaluation

4. Adhering to State of Florida and USDA-FAS Market Access Program rules and regulations

5. Periodic communication with the USDA-FAS staff based at the U.S.

Embassy in Ottawa

6. International travel to Florida or other international destinations for team meetings (usually limited to one or two times per year)

The majority of fresh citrus marketing programs will be implemented between November and April with December to March being the most rigorous period.

Orange juice and grapefruit juice programs may be implemented year-round, but the November to April period is also considered the peak marketing season for these two juices. Program measurement and season-end reporting should take place between April and June.

2.1.3 Reply Requirements

In addition to the required documents listed in section 5.4, all proposals must, at a minimum, contain the following information:

1. Demonstrated experience and competency in the areas outlined in the Scope of Work

2. Recommended strategic and tactical approach for managing FDOC’s PR programs in Canada

3. Recommended strategic and tactical approach for managing FDOC’s retail programs in Canada

4. Recommended strategic and tactical approach for managing FDOC’s Issue Management programs in Canada

5. Performance measurement approach and capabilities for PR programs

6. Performance measurement approach and capabilities for retail programs

7. List of existing and past clients from the food and beverage category

(Provide a brief description of the type of work completed and the start/finish dates of the business relationship; make note if the work is ongoing.)

8. A staffing plan that contains the name, title, and physical location of each person who would work on the FDOC account. For each person listed, please provide the following:

a. Proposed role on the FDOC account

b. Professional bio

c. Anticipated percent of business hours committed to the FDOC account each month

d. Other clients serviced

9. Detailed explanation on anticipated use of subcontractors or third-party vendors that would be used to fulfill any portion of the Scope of Work

10. Potential conflicts of interest (Does your company foresee any conflicts in promoting and representing Florida grapefruit, grapefruit juice, Florida oranges, and orange juice?)

11. Three references among your clients for FDOC to contact regarding your capabilities and services

12. Financial controls/Risk Assessment:

a. Do you publish financial statements on a regular basis? If so, how frequently? Are these statements available upon client request?

b. Do you engage an outside accounting firm to audit annual financial statements and/or to review internal control systems? If so, can you provide copies of these reports upon client request? If not, please provide a description of the internal controls in place to support your operation.

c. The FDOC is prohibited from making payments to vendors other than the primary contractor. To what extent can you pay third-party vendors, with reimbursement by FDOC to you to follow in 30 days?

13. We anticipate a budget ceiling of USD $1,200,000 for our Canadian programs, distributed as follows:

a. USD $700,000 = PR programs for Florida OJ

b. USD $300,000 = PR programs for fresh Florida grapefruit

c. USD $200,000 = Retail programs for fresh Florida oranges

FDOC reserves the right to modify this amount as necessitated by budget or market realities. FDOC also reserves the right to add a retail component to the OJ budget or a juice component to the grapefruit budget, but for the sake of this RFP, please limit all proposals to the programs and products detailed in points a, b, and c, above.

Based on these budget ceilings, the Scope of Work, and your own assessment of what a successful Canadian marketing program should entail, please propose an itemized budget in Canadian dollars for a 12-month program (July 2025 to June 2026). The line items should represent broad categories (e.g. social media or in-store demos) rather than detailed tactics. The itemized budget must include all proposed fees to manage the program, as well as estimated third-party costs.

Funding sources require agency fees to be on a fixed-amount basis instead of hourly fees.

The itemized budget and fee proposal should be presented in three grids similar to the following – one for OJ public relations, one for fresh grapefruit public relations, and one for fresh orange retail programs.

Orange Juice PR and Issues Fees

(USD)

3rd Party Expenses

(USD)

Fresh Grapefruit PR and Retail Fees

3rd Party

Fresh Orange Retail Fees

3rd Party

2.1.4 Purchasing

As stated in section 2.1.1, the Department is an executive agency of the State of Florida and must abide by all purchasing rules as mandated by section 287, Florida Statutes and Rule 60A, Florida Administrative Code.

2.1.5 Staffing

Vendor agrees that project manager(s) will be assigned and become the primary contact(s) for Department.

2.1.6 Use of Name

2.1.6.1 Department will not use the name of Vendor nor of any member of Vendor’s project staff, in any publicity, advertising, or news release without the prior written approval of an authorized representative of Vendor. Such approval will not be unreasonably withheld.

2.1.6.2 Vendor will not use the name of Department, nor of any member of Department’s project staff, in any publicity, advertising, or news release without the prior written approval of an authorized representative of Department. Such approval shall not be unreasonably withheld.

2.1.7 Conflict of Interest

This solicitation is subject to chapter 112 of the Florida Statutes. Respondents shall disclose with their response the name of any officer, director, employee or other agent who is also an employee of the State. Respondents shall also disclose the name of any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in the respondent or its affiliates.

2.2 CONSIDERATIONS

2.2.1 General Contract Conditions and General Instructions

The General Contract Conditions Form PUR 1000 and General Instructions Form PUR 1001, found in Rule 60A-1.002, Florida Administrative Code, are hereby incorporated by reference, and can be accessed at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_ agency_resources/state_purchasing_pur_forms

2.2.2 Special Instructions

The following special instructions modify the general instructions provided in the incorporated PUR 1001 and shall take precedence over conflicting terms of PUR 1001:

Paragraph 3. Electronic Submission of Proposals. Proposals shall be submitted in accordance with Section 5 of this solicitation. Emailed or faxed proposals will not be accepted.

2.2.3 MFMP Registration and Florida Substitute Form W-9 Process

The awarded Respondent(s), if any, must have completed this process prior to Contract execution. For additional information, please visit https://vendor.myfloridamarketplace.com/

The awarded Respondent(s), if any, must complete a Florida Substitute Form W- 9 prior to Contract execution. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit https://flvendor.myfloridacfo.com/

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com. The MFMP Customer Service Desk cannot answer questions about the RFP content.

All solicitation questions must be submitted in accordance with Section 5.4 Submittal Information.

2.2.4 Amount

The total amount for vendor services and expenses shall not exceed Department’s approved budget each fiscal year.

If any payments are required upon execution of contract, or prior to any services being rendered, a full justification for the advance payment is required.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/ mailto:VendorHelp@myfloridamarketplace.com

The FDOC anticipates that the allocated budget for Canada will be approximately $800,000 to $1,200,000 U.S. dollars (USD) per year, including fees and all third-party expenses. The FDOC reserves the right to modify this amount as necessitated by budget or market circumstances.

2.2.5 Cost Management Plans

1. Prior to incurring costs for approved activities, a Cost Management Plan (CMP) must be submitted. At a minimum, the CMP will describe the services to be performed, costs by line item, separate line items for various anticipated out-of-pocket expenses as well as period of activity and expected performance measures for the approved activity. Department will provide required templates for the CMPs.

2. Should additional funds be required for any reason, Vendor shall, prior to incurring the additional costs, prepare a revised CMP and submit it with an appropriate explanation to Department for approval.

3. Except for the employment of agents at its own expense, Vendor shall not engage third parties to perform any services or otherwise obligate or commit Department for expenses or payments of any kind without specific prior written approval of Department via a CMP.

2.2.6 Travel

Travel, if applicable, shall be reimbursed with prior written approval via a CMP and in accordance with rates specified in Section 112.061, F.S.

2.2.7 Method of Payment

Department shall require an invoice referencing the Cost Management Plan (CMP) or Project Summary (if required) and outlining the services provided forty

(40) days prior to each scheduled payment as specified in 215.422, F.S.

2.2.8 Financial Consequences

Vendor fees and reimbursement for costs incurred are paid after services are rendered, subsequent to receipt of invoice, proof of adequate performance, and pre-audit of supporting documentation (section 2.2.7). Additional financial consequences shall be specified in contract, in accordance with section 287.058(1)(h), F.S.

2.2.9 Right to Audit

The Department shall have the right to audit or inspect any and all records, reports, documents and such other supporting evidence as it deems necessary to verify compliance with the terms of this contract. The Vendor shall provide such records in original hard copy, machine-readable form, or both, as requested.

Vendor shall maintain such records and allow Department to exercise such right to audit for a period of five years after final payment on this contract, or longer if required by law. The Vendor shall include the ‘right to audit provisions’ of this contract in all agreements with subcontractors and any other business entities providing goods or services in direct or indirect support of this contract. Should Department exercise this right to audit, Vendor shall provide adequate and appropriate workspace as well as access to photocopy machines and the right to interview current Vendor employees and contact information for former employees.

2.2.10 MyFloridaMarketPlace Transaction Fee

The State of Florida through the Department of Management Services has instituted MyFloridaMarketPlace, a statewide eProcurement system. Pursuant to section 287.057(23), Florida Statutes (2002), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the Vendor shall pay to the State, unless exempt pursuant to 60A-1.032, F.A.C.

For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the Vendor. If automatic deduction is not possible, the Vendor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, Vendor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee.

The Vendor shall receive a credit for any Transaction Fee paid by the Vendor for the purchase of any item(s) if such item(s) are returned to the Vendor through no fault, act, or omission of the Vendor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the vendor’s failure to perform or comply with specifications or requirements of the agreement.

Failure to comply with these requirements shall constitute grounds for declaring the Vendor in default and recovering re-procurement cost from the Vendor in addition to all outstanding fees. VENDORS DELINQUENT IN PAYING

TRANSACTION FEES MAY BE EXCLUDED FROM CONDUCTING FUTURE BUSINESS

WITH THE STATE.

2.2.11 Convicted Vendor List

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 lease of real property to a public entity, may not be awarded or perform work as a contractor, supplier, 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.

2.2.12 Discriminatory Vendor List

In accordance with section 287.134, Florida Statutes, an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide 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 award or perform work as contractor, supplier, sub-contractor, or consultant under contract with any public entity, and may not transact business with any public entity.

2.2.13 Antitrust Violator Vendor List

Pursuant to section 287.137(2)(a), “[a] person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.”

2.2.14 Nondiscrimination and Compliance

No person, on the grounds of race, creed, color, national origin, age, sex or disability, shall be excluded from participation in, be denied proceeds or benefits of, or be otherwise subjected to discrimination in performance of this Agreement as prescribed by all applicable state and federal laws and regulations.

Counsel shall, upon request, show proof of such nondiscrimination. Failure to comply with such state and federal laws will result in the termination of this Agreement.

2.2.15 Unauthorized Aliens

The Department shall consider the employment by any contractor of unauthorized aliens a violation of section 274A of the Immigration and

Nationalization Act. Such violation shall be cause for unilateral cancellation of this contract.

2.2.16 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, contractor and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

SECTION 3. TERMS OF AGREEMENT

3.1 Length of service to be provided shall be for a two-year period with one three-year renewal at the Department’s option. This contract shall be effective upon execution by both parties.

3.2 The State of Florida’s performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Legislature as specified in section 287.0582, F.S.

3.3 All Department contracts require a termination clause upon written notice to Vendor, submitted a specified number of days prior to termination. Department will be responsible for all services rendered within the scope of the contract.

SECTION 4. EVALUATION CRITERIA

Each Proposal will be evaluated and ranked by a committee of staff members familiar with the business. Points will be awarded as follows for a possible total of 100:

Cost (rela�ve to other proposals) 15 Relevant PR experience, capacity, and exper�se 10 Relevant retail experience, capacity and exper�se 10 Relevant Issues experience, capacity, and exper�se 10 Strategic and tac�cal approach for PR 10 Strategic and tac�cal approach for retail 10 Strategic and tac�cal approach for Issues 10 Performance measurement approach 10 Staff/personnel plan 5 Overall quality of proposal 5 Financial control/risk assessment 5

Total 100

SECTION 5. SUBMITTAL INFORMATION

5.1 All required documents listed in sec�on 5.4, three (3) hard copies of your proposal, and one USB flash drive with a digital copy of your proposal MUST be submited to:

Florida Department of Citrus

Sharon McLeod, Purchasing Manager 605 E. Main Street Bartow, FL 33830

PLEASE REFERENCE RFP 24-01 AND COMPANY NAME ON THE OUTSIDE OF ALL MAILINGS.

* Emailed and Faxed proposals are not eligible – Please do not email your proposal.

Proposals must be received no later than February 28, 2025, 10:00 AM EST.

5.2 Answers to ques�ons about the content of the proposal will be posted on the date listed in Sec�on 1.3.

5.3 Procurement Officer

The Procurement Officer is the sole point of contact from the date of the release of this RFP un�l 72 hours a�er the Intent to Award is posted.

Procurement Officer for this RFP is:

Sharon McLeod, Purchasing Manager Florida Department of Citrus Email: smcleod@citrus.myflorida.com

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

*** ALL CONTACT WITH THE PROCURMENT OFFICER SHOULD BE IN WRITING VIA EMAIL.

ALL EMAILS SHOULD CONTAIN THE SOLICITATION NUMBER IN THE SUBJECT LINE OF THE

EMAIL ***

mailto:smcleod@citrus.myflorida.com

5.4 REQUIRED DOCUMENTS – CHECK LIST

___ Signed RFP ___ Crimes En�ty, Notarized and Signed ___ PUR 2024, Use of Coercion for Labor and Services ___ PUR 7801, Vendor Cer�fica�on Form ___ Company History ___ Resumes of all persons responsible for the Florida Department of Citrus account ___ Reference list, name, phone number, name of project, e-mail if available.

___ E-mail for future no�fica�on: __________________________________________________

The Department reserves the right to reject any and all proposals and to waive minor irregulari�es.