RFP 25-200 Communications Relations.pdf

REQUEST FOR PROPOSAL

FOR

RFP 25-200 COMMUNITY RELATIONS CONSULTANT

Dates Available: Oct 15, 2024

Closing Date and Time: Nov 1, 2024

Inquiries and proposals should be directed to:

Anthony Hernandez Procurement Director Early Learning Coalition of Palm Beach County 2300 High Ridge Road, Suite 115 Boynton Beach, FL 33426 Anthony.hernandez@elcpalmbeach.org http://www.elcpalmbeach.org/procurement mailto:Anthony.hernandez@elcpalmbeach.org

TABLE OF CONTENTS

INTRODUCTION…………………………………………………………………………………..3

SECTION 1: PURPOSE OF REQUEST FOR RFP

1.1 Statement of Purpose……………………………………………………………………………………...…3

1.2 Contract Resulting from this RFP……………………………………………………………………...…….3

1.3 Conflict of Interest……………………………………………………………………………………...……..3

1.4 Description of Operations……………………………………………………………………….…………...3

SECTION 2: RFP PROCESS - GENERAL INFORMATION

2.1 Point of Contact

2.2 Cone of Silence - Limitations on Contacting ELC Personnel/Others

2.3 Proposed Schedule

2.4 Proposers’ Inquiries/Questions

2.5 Addenda

2.6 Compliance with Laws/Rules/Regulations

2.7 Public Records/Proposer Trade Secrets

2.8 Acceptance/Rejection of Proposals and Waiver of Irregularities

2.9 Disqualification

2.10 No Discrimination

2.11 Small and/or Minority-Owned Business…………………………………………………………….………6

2.12 Identical or Tie Responses……………………………………………………………………………….….6

2.13 Notice of Contract Award

2.14 Protests and Disputes

2.15 Cost of Preparation of Proposal

SECTION 3: EVALUATION CRITERIA AND RATING

3.1 Evaluation Criteria and RFP Scoring Methodology…………………………………………………………6

SECTION 4: INSTRUCTIONS FOR PREPARING AND SUBMITTING A PROPOSAL

4.1 Proposal Content

4.2 Proposal Format

4.3 Submission

SECTION 5: SCOPE OF SERVICES

5.1 Statement of Work……………………………………………………………………………………………9

EXHIBITS

Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4

INTRODUCTION

In 1999, the Legislature enacted the School Readiness Act (s. 411.01, Florida Statutes (FS)), which consolidated the state’s early care and education and childcare programs into one integrated program of school readiness services. The Act directed that school readiness programs would be overseen by school readiness coalitions (now known as the Early Learning Coalitions) at the county or multi-county level. The Coalition is coordinated by the State of Florida ‘s Office of Early Learning, a division of the Department of Education, and is one of 30 Coalitions in the state.

The Early Learning Coalition of Palm Beach County, Inc. (Coalition) is a 501(c) (3), not-for-profit organization dedicated to ensuring quality early care and education for children in Palm Beach County. Through a variety of affordable and innovative early care and education programs, the Coalition serves more than 30,000 children age’s birth to 12 years old and their families through approximately 800 contracted child-care providers. The Coalition also provides training and quality programs to advance the skills of early care and education providers and staff, enhancing their ability to inspire learning and prepare children for future academic success.

The Coalition is authorized under s. 411.01, Florida Statutes, is incorporated as a not-for-profit entity and has been approved for 501(c)(3) t a x - ex e m p t status. The Coalition administers and oversees the early care and education programs i n P a l m B e a c h C o u n t y a n d is governed by a Board of Directors. The Board of directors is comprised of a maximum of 30 members with membership per F.S. 411.01, which mandates certain members from partnering agencies in our community. The Coalition’s 240 employees provide community services through 3 office locations in Palm Beach County, with centralized administrative and contractual operations.

SECTION 1: PURPOSE OF REQUEST FOR RFP

1.1 Statement of Purpose

The objective of this Request for Proposal (“RFP”) is to contract for services of a qualified Community Relations Consultant specified in Section 5 – Scope of Services.

1.2 Contract Resulting from this RFP

This ‘REQUEST FOR PROPOSAL” Solicitation Number: ELCPBC 25-200 (referred hereinafter as the “RFP”) is designed to secure a contract from a company that will provide the services as described in this RFP. The Coalition intends to enter into a contract for services for a period of one year, with an option to renew the Contract for four additional one-year periods at the sole discretion of the Coalition. Renewals are subject to (a) funding availability and (b) satisfactory evaluation by the Coalition.

The Coalition reserves the right to make any and all determinations exclusively which it deems necessary to protect the best interests of its early learning program and the families who are served by the Coalition either directly or through any one of its subcontractors.

See Exhibit 4 for the Coalition standard contract terms. All proposers must be willing to negotiate a contract based on these terms, as applicable. Additional vendor terms and conditions will be incorporated into the final contract based on our legal counsel review.

1.3 Conflict of Interest

The Coalition and its employees, its representatives or agents are bound by the Conflict of Interest attestation policy, state regulations, and/or local Coalition Board regulations. All respondents must disclose in their Letter of Certification the name of any officer, director or agent who is affiliated with the Coalition as an employee, board member, provider, or other stakeholder.

All respondents must disclose the name of any stakeholder who owns, directly or indirectly, any interest in the respondent’s business or any of its branches. All respondents must disclose any business relationships or family relations with any officer, director, subcontractor, contracted provider, or employee of the Coalition.

1.4 Description of Operations

The Coalition is authorized under s. 411.01, Florida Statutes, is incorporated as a not-for-profit entity and has been approved for 501(c)(3) t a x - e x e m p t status. The Coalition administers and oversees the early care and education programs i n P a l m B e a c h C o u n t y a n d is governed by a Board of Directors. The Board of directors is comprised of a maximum of 30 members with membership per F.S. 411.01, which mandates certain members from partnering agencies in our community. The Coalition’s 240 employees provide community services through 3 office locations in Palm Beach County, with centralized administrative and contractual operations. The Coalition operates a $100 million budget funded solely with federal, state, and local grants.

SECTION 2: RFP PROCESS - GENERAL INFORMATION

2.1 POINT OF CONTACT. The sole point of contact with the Coalition for purposes of this RFP is:

Procurement Director Early Learning Coalition of Palm Beach County, Inc.

2300 High Ridge Road, Suite 115 Boynton Beach, Florida 33426 Anthony.hernandez@elcpalmbeach.org Phone: (561) 576-7119

2.2 CONE OF SILENCE - LIMITATIONS ON CONTACTING ELC PERSONNEL/OTHERS. Effective as of the issuance of this RFP and ending at the end of the 24-hour period following the Coalition’s award and execution of an Agreement with a Proposer, no person, entity or other organization shall contact and or discuss, with any member of the Coalition’s Board, or Coalition Staff, any matter that pertains to this RFP, except with the Contact person identified in Section 2.1 of this RFP. Any person, entity, or other organization that violates this provision may be disqualified from responding to this RFP.

2.3 PROPOSED SCHEDULE. All times, meetings and subject matters are subject to change within the sole discretion of the Coalition.

DATE/TIME PROCESS

Oct 15, 2024

3:00 p.m. EST

RFP released and posted on the Coalition’s website:

www.elcpalmbeach.org/procurement, other industry sites or direct communication.

Oct 21, 2024 2:00 p.m. EST

Last day to submit all inquiries to the Coalition.

Nov 1, 2024

3:00 p.m. EST

Sealed Proposals Due to Coalition.

TBD Proposals evaluated and rated by Review Committee.

TBD Committee meeting to review proposal evaluation and ranking. Committee to select Top Ranked Proposals for Demonstration/Interview *if necessary*.

TBD Top Ranked proposers Demonstration/Interview either on-site or remote. *If necessary*

TBD Anticipated Effective Date of Contract.

2.4 PROPOSERS’ INQUIRIES/QUESTIONS. There will be No Proposers’ conference. Proposers may submit written inquiries to the Coalition for the purpose of obtaining clarification or responses to questions concerning any matter relating to this RFP on or before 2:00 p.m. (EST) on the date set forth in the Proposed Schedule in Section 2.3 above. All questions and requests for clarification regarding this RFP must be forwarded, via e-mail, to the contact above and will be posted on the Coalition website.

2.5 ADDENDA. The Coalition has the absolute right to cancel, amend, modify, supplement, or clarify this RFP at any time in its sole discretion. If any revisions become necessary or appropriate, as determined in the sole discretion of the Coalition, the Coalition will post the same on its website. Any addendum issued by the Coalition will include a receipt acknowledgment, which must be executed and submitted to the Coalition along with the Proposal on the date Sealed Proposals are due to the Coalition.

All Proposers should contact the Coalition’s Point of Contact for this solicitation in addition to reviewing the website before the RFP deadline to ascertain whether any addenda have been issued. Failure to do so could result in a determination that the Proposal is non-responsive.

mailto:Anthony.hernandez@elcpalmbeach.org http://www.elcpalmbeach.org/procurement

2.6 COMPLIANCE WITH LAWS/RULES/REGULATIONS. The Successful Proposer shall for itself, and it shall cause each of its employees, agents, representatives, contractors, and subcontractors to continuously comply with any and all federal, state, and local laws, rules, regulations, codes, ordinances, statutes and orders of any public authority bearing on the performance of the awarded Contract by Proposer. The Successful Proposer shall ensure throughout the duration of the Contract that it, and all of its contractors and subcontractors of any tier, shall be properly licensed and certified, as applicable, continuously throughout the duration of all work performed and services provided in accordance with the resulting Contract. All such licensing and certification shall be at the sole cost of each contractor and subcontractor. Upon request, Proposer shall furnish to the Coalition copies of any licenses, permits or certifications required to comply with any law, rule, regulation, code, ordinance, statute, and order referenced herein.

2.7 PUBLIC RECORDS/PROPOSER TRADE SECRETS. Article 1, Section 24 of the Florida Constitution and Chapter 119, Fla. Stat., guarantees every person access to all public records. All information contained within each Proposal submitted to the Coalition pursuant to this RFP is part of the public domain, consistent with Chapter, 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law, in their Proposals by providing the specific statutory authority for the claimed exemption, identifying the data or other materials to be protected, and state the reason, in writing, why the exclusion from public disclosure is necessary. Such claimed exempt information shall be segregated from the remainder of the Proposal.

All Proposals will be open for public inspection in accordance with Chapter 119, Florida Statutes, except for any information that qualifies as exempt information under Florida Statutes, and which have been identified by the Proposer. The Coalition will attempt to afford protection from disclosure of any trade secret as defined in Section 812.081, Florida Statutes, where identifies as such in the response to this RFP, to the extent permitted under Section 815.04, Florida Statutes. Any prospective Proposer acknowledges, however, that the protection afforded by Section 815.04, Florida Statutes, is incomplete, and it is hereby agreed by the Proposer and the Coalition that no right or remedy for damages arises from any disclosure. Proposer agrees that ho right or remedy shall be had against the Coalition that arises from any disclosure made by Coalition herein, in good faith, pursuant to Chapter 119, Florida Statutes. Further, Proposer agrees that it shall indemnify, defend, and hold the Coalition harmless from and against any losses, expenses, liabilities, costs, (including court costs and reasonable attorney’s fees and costs), claims or actions by a third party that relates to Proposer’s claimed exemptions herein.

2.8 ACCEPTANCE/REJECTION OF PROPOSALS AND WAIVER OF IRREGULARITIES - The Coalition reserves the right to reject any and all Proposals, and/or to re-advertise, to waive any defects, irregularities, informalities or technicalities therein, to negotiate Contract terms with the successful Proposer, to disregard all non-conforming or non-responsive parts of a Proposal, or to accept any Proposal which, in the Coalition’s sole judgment will best serve its interests. The Coalition may supplement, amend, modify and/or expand the solicitation requirements, accept Proposals from one or more Proposers, in whole or in part, and award only a portion of this solicitation. The Coalition reserves the right to cancel this RFP solicitation at any time without any liability and to cancel the award of any Contract at any time before execution of said Contract by all parties without any liability to the Coalition. In consideration of the Coalition’s evaluation of submitted Proposals, the Proposer, by submitting its Proposal, expressly waives any claim to damages, of any kind whatsoever, in the event the Coalition exercises its rights provided for in this Section 2.8.

On the date and time for acceptance of Proposals specified in the Schedule set forth in Section 2.3, the Proposals shall be opened by the Coalition and reviewed to ensure that the Proposal contains the required, properly executed submittals.

No Proposal shall be permitted to be withdrawn once it is submitted to the Coalition in accordance herewith.

2.9 DISQUALIFICATION. The Proposal and the Proposer shall be disqualified if:

1. The Proposer or affiliate has been placed in the discriminatory vendor list pursuant to Section 287.134, Florida Statutes.

2. The Proposer or affiliate has been placed on the federal suspension and debarment list,

3. The Proposer or affiliate has not complied with an official order of any agency of the State of Florida or the

United States Department of Labor to repay disallowed costs incurred during its conduct or projects or services.

4. The Proposer or affiliate has failed to perform any contractual obligation with the Coalition in a manner.

satisfactory to the Coalition; or has failed to correct unsatisfactory performance to the satisfaction of the Coalition.

4. The Proposer or affiliate had a contract terminated by the Coalition, by any other coalition, State agency or by any

Children’s Services Council for cause

5. The Proposer or affiliate or any of its staff make contact in violation of the provisions of the Cone of Silence as set forth in Section 2.2 above.

6. The Propose or affiliate or any of its staff have participated in the development of the RFP documents for this

Solicitation.

2.10 NO DISCRIMINATION - The Coalition, in accordance with Title VII of the Civil Rights Act of 1964, ensures that in any

Contract entered into pursuant to this RFP, minority business enterprises will be afforded full opportunity to submit Proposals and will not be discriminated against on the grounds of race, color, or national origin in consideration of award.

2.11 SMALL AND/OR MINORITY-OWNED BUSINESS – Efforts will be made by Coalition to utilize small businesses and minority-owned businesses. A proposer qualifies as a small business firm if it meets the definition of a small business as established by the Small Business Administration (13 CFR 121.201) and/or a minority-owned business as defined by F.S.

287.057 (12),

2.12 IDENTICAL OR TIE RESPONSES - When evaluating identical responses from multiple Proposers, if two equal responses to an RFP are received and only one response is from a certified minority business enterprise, the Contract shall be awarded to the certified minority business enterprise pursuant to § 287.057(12), Fla. Stat. Whenever proposals are equal in price, quality, and services a proposal received from a business that certifies that it has implements a drug free workplace program shall be given preference in the award process.

2.13 NOTICE OF CONTRACT AWARD. The Coalition anticipates awarding a single Contract to the responsible and responsive Proposer whose Proposal is determined, in writing, to be the most advantageous to the Coalition, taking into consideration the price and the other criteria set forth in this RFP. The Coalition will electronically post a Notice of its Intended Award at the Coalition’s website following the Coalition’s selection of the Successful Proposer. If the notice of award is delayed, in lieu of posting the notice of intended award, the Coalition will post a notice of the delay and a revised date for posting the notice of intended award.

2.14 PROTESTS AND DISPUTES. The protest procedures set forth in Chapter 120, Florida Statutes, do NOT apply to the Coalition or to this RFP. By submitting a Proposal herein, Proposer shall comply with the following Coalition Protest Policy for this RFP. A Notice of Intent to Protest, before award, must be submitted, in writing, to the Coalition’s Chief Executive Officer, at the address listed in Section 1.1, no later than three (3) calendar days after the date Sealed Proposals are due to the Coalition.

A Notice of Intent to Protest, after award, must be submitted within three (3) calendar days after the posting of the Notice of Award. Failure to protest, before award, those issues which could have been raised at such time including, without limitation, protest to the form of this RFP, any Coalition policy and/or procedure set out in this RFP, or of any term(s) or condition(s) of this RFP, are barred from being raised as a protest, after award. Within three (3) days of the submission of a timely Notice of Intent to Protest, either before award or after award, the Proposer shall file with the Coalition’s Chief Executive Officer, a formal written protest describing, in detail, the nature of the protest. The Coalition’s Chief Executive Officer shall have authority to evaluate and rule on the protest which decision shall be made, in writing, within Five (5) business days from the date of receipt of the formal written request.

If it is determined that the solicitation or award is in violation of law, the solicitation or award shall be canceled or revised. If it is determined that the solicitation or award should be upheld, the Chief Executive Officer shall promptly issue a decision in writing stating the reason for the action with a copy furnished to the protester. The decision of the Chief Executive Officer shall be final and conclusive as to the Coalition. Nothing in this policy is intended to affect the power of the Coalition Board to settle actions pending before the courts. In the event of a timely protest, the Coalition shall not proceed further with the solicitation or with the pending award of the Contract until a ruling is made on the protest unless the Coalition, with the advice of the Coalition’s attorney, makes a determination that the award of the Contract, without delay, is necessary to protect the substantial interests of the Coalition.

2.15 COST OF PREPARATION OF PROPOSAL - The Coalition is not liable for any costs incurred by Proposer in responding to this Request for Proposal.

SECTION 3: EVALUATION CRITERIA AND RATING.

3.1 EVALUATION CRITERIA AND RFP SCORING METHODOLOGY.

The Committee, comprised of Coalition staff and outside consultants, will evaluate the proposals in accordance with the criteria listed below. The Committee may request follow-up information from any or all respondents to clarify proposed plans and details as part of the review and evaluation process. The Committee also may ask additional questions to clarify the proposal submitted. The Committee may select vendors to provide an interview/demonstration of their team and product.

The Coalition shall make the final decision. When the Coalition has selected the successful respondent, contract negotiations will begin. If an agreement cannot be reached with the successful respondent, negotiations with that vendor will be formally terminated. The Coalition would then negotiate with the next highest respondent until an agreement is reached. The Coalition may choose to modify the choice of a selected respondent if the Coalition determines that such a change is in its best interest.

The Coalition reserves the right to reject any or all proposals submitted. The Coalition further reserves the right to further research any respondent to assess the ability to perform the contract before awarding a contract.

The selection Committee will evaluate the responses in two phases:

1. Initial Screening – which consists of pass or fail questions that ensure respondents meet the minimum compliance requirements. Responses that are incomplete or do not satisfactorily address each requirement may be disqualified.

2. Evaluation Criteria – the selection committee will evaluate the substance of the response based on the following criteria:

Evaluation Criteria

Description of Criteria Points

A. Qualifications and Experience - The proposer must have experience in public relations, strategic communications, and community relations, with a proven ability to execute public affairs strategies for non-profits, especially in education or early learning. Proficiency in industry trend analysis, media relations, crisis management, and event promotion is required.

0-25

B. Strategic Communication and Media Relations Skills - The proposer must demonstrate expertise in developing compelling narratives, managing targeted media contact lists, and crafting press releases, media kits, and backgrounders. They should have experience pitching stories, securing media coverage, initiating outreach to local and national outlets, coordinating interviews, and handling crisis communications with timely and accurate information.

0-30

C. Community Engagement and Relationship Building - The proposer must have a proven ability to build strong relationships with media outlets, engage key community stakeholders, enhance organizational reputation through media placements, and promote nonprofit events via various channels.

0-20

D. Project Management and Collaboration - The proposer will demonstrate superior project management skills, including the ability to develop and implement comprehensive engagement plans, monitor industry trends, manage multiple projects simultaneously, collaborate effectively with internal teams, and adapt public relations strategies in response to emerging opportunities and challenges.

0-15

E. Price - An explanation of the Proposer’s price breakdown for services to be performed

0-10

Maximum Points 100

SECTION 4 - INSTRUCTIONS FOR PREPARING AND SUBMITTING A PROPOSAL

4.1 PROPOSAL CONTENT. Responses to this RFP shall be prepared in a concise manner designed to address the Coalition’s anticipated needs and requirements. All prices and quotations shall be typewritten, no erasures will be accepted. No Proposal may be transferred or assigned by a Proposer. A completed Proposal consists of the following sections in the order prescribed below:

Section 1 – Table of Contents The table of contents should include a clear identification of the material by section and by page number.

Section 2 – Letter of Certification and Vendor Application (Exhibit 1 and 2) This section is a letter of certification on company letterhead to be signed by the company. See the example of the letter of certification. All proposers MUST also include a completed vendor application.

Section 3 – General Description of Services This section will provide a brief statement demonstrating the respondent's understanding of the Coalition's needs and a positive commitment from the respondent to meet those needs. The consultant should demonstrate extensive experience in public relations and strategic communications, with a proven track record in public affairs campaigns, particularly in the non-profit and education sectors, showcasing proficiency in industry trend analysis, media relations, and crisis management.

Section 4 – Strategic Communication Approach This section will provide the company's general approach to strategic communications. The consultant should excel in developing and executing comprehensive public affairs strategies that align with organizational objectives, demonstrating proficiency in crafting compelling content, managing media relations, adapting communications across diverse channels, and effectively handling crisis situations.

Section 5 – Qualifications The consultant should demonstrate a strong history of cultivating relationships with industry leaders and media, implementing effective community engagement strategies, identifying key influencers, enhancing organizational reputation, and successfully executing high-visibility events and campaigns. The respondent must include a brief biography/biographies of each person highlighting their expertise in community relations and strategic communications.

Section 6 – References The respondent must provide at least three references of current clients. The name and contact information of a responsible member of management, including but not limited to the HR manager and/or end-users.

Section 7 – Cost of Services The proposer must submit the cost of services, such as a price sheet, with estimated number of units and include an extended total for a 12-month period.

Section 8 – Administration-Billing Briefly describe your administration process from contracting to monthly billing and payment methods. Samples of invoices and/or billing reports should be included.

Section 9 – Certification Affidavit (Exhibit 3) The respondent must provide certain certifications that attest that the organization has made all necessary disclosures. Those forms can be found as exhibits to this document and shall be signed and notarized and returned with the proposal.

Section 10 – Terms and Conditions The proposer must include a full copy of the company's current terms and conditions, as well as contract language.

Section 11 – Project Management and Reporting The proposer should exhibit expertise in creating and implementing comprehensive engagement plans, delivering insightful performance reports, managing multiple projects efficiently, conducting thorough data analysis for communication strategies, and demonstrating agility in adapting approaches based on metrics and evolving situations.

4.2 FORMAT. The Proposal shall conform to the content and format requirements described herein. Responses shall be on 8.5”x11” white paper, in (12) point type, in a bound document and sealed in an envelope. The document shall conform to the format and sections as specified in item 4.1 above including a Title Page, Table of Contents and all required sections and exhibits. Pages must be numbered consecutively within each section. All supporting documentation or exhibits shall be clearly referenced. The Proposal and all inclusions shall be properly executed, and notarized as applicable, by an individual who is legally authorized to submit the Proposal on behalf of and bind the Proposer.

4.3 SUBMISSION. The Proposal submission shall contain one hard-copy (1) original, (3) copies and (1) electronic copy of the Proposal in PDF format on a single USB storage device. The original and copies must be clearly marked as “original” or “copy”. All signatures, on the original, must be in blue ink. The signature must be of the designated agent officially authorized to act as the contractual agent for the organization. The original, all copies and the electronic copy must send to the RFP point of contact per section 2.1 and be in a SEALED envelope(s) clearly labeled:

Attn: Anthony Hernandez, Procurement Director Early Learning Coalition of Palm Beach County Request for Proposal Community Relations Consultant No. 25-200

Proposals and modifications to Proposals received after the time and date specified herein for Proposal submission will not be considered. Submissions by e-mail or facsimile will not be accepted. Any Proposal submitted shall remain a valid offer for at least One Hundred Twenty (120) days after the submission deadline.

SECTION 5: SCOPE OF SERVICES

5.1 STATEMENT OF WORK

Strategic Communications Consultant or Community Relations Consultant

The successful proposer will utilize strategic thought, and dynamic communication to support in shaping and executing the Early Learning Coalition of Palm Beach County’s (Coalition) public relations strategies, enhancing Coalition presence and stakeholder engagement. It demands a proactive approach, a passion for building and maintaining strong relationships with new industry figures and outlets, with a commitment to driving brand visibility and growth.

The consultant will work in the areas of strategic communications, issues management, news industry relations, and public relations.

Consultant Role

• Develop and implement a comprehensive public affairs strategy that aligns with the Early Learning Coalition of Palm Beach County’s agency goals, objectives, and communications campaigns.

• Compile a targeted list of relevant media outlets and their contacts, including print news, radio, television, and online media platforms. Maintain and update to ensure effective communication.

• Develop compelling narratives and key messages that resonate with target audiences and media outlets.

• Initiate outreach to local and national media outlets to pitch stories, press releases, and upcoming events.

• Manage relationships with news outlets, proactively seeking opportunities to enhance the agency’s reputation in the press and in communities.

• Assist in promoting nonprofit events through media channels by securing event coverage, interviews, and spotlights.

• Coordinate and manage media interviews and media attendance at events.

• Schedule and conduct media briefings, interviews, and follow-up communications with journalists.

• Produce professional press releases, media kits, and backgrounders that highlight the agency’s work, success stories, and events with relevant publications and mainstream media outlets.

• Monitor industry trends and public opinion to identify opportunities, challenges, and risks, adjusting public relations strategy accordingly.

• Collaborate with the Coalition’s Division Vice President of Communications and Planning to ensure consistent messaging and alignment.

• Coordinate on crisis communication efforts, providing timely and accurate information to the media and public, when appropriate, as designated by the Coalition.

END OF SCOPE OF SERVICES

EXHIBIT 1

Example of letter of Certification

Early Learning Coalition of Palm Beach County, Inc.

Attention: Warren Eldridge, Chief Executive Officer 2300 High Ridge Road, Suite 115 Boynton Beach, FL 33426

Dear Mr. Eldridge:

We have read the Early Learning Coalition of Palm Beach County’s Request for Proposal No. 2024-200 and fully understand its intent. We certify that the following:

1. We have adequate personnel, equipment, technology, and facilities to fulfill the requirements of the RFP.

2. We understand that our ability to meet the criteria and provide the required services will be judged by the selection committee comprised of Coalition staff members, and/or outside consultants.

3. We also understand that final approval for a contract award will come from the Coalition.

4. The individual signing certifies that he/she is authorized to contract on behalf of the Proposer.

5. The individual signing certifies that the Proposer is not involved in any agreement to pay money or other consideration for the execution of this agreement, other than as an employee of the Proposer.

6. The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition.

7. The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the

Proposer prior to an award to any other Proper or potential Proposer.

8. The individual signing certifies that there has been no attempt by the Proposer to discourage any potential Proposer from submitting a proposal.

9. The individual signing certifies that I/we have not divulged, discussed, or compared this proposal with any other proposer and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal.

10. The individual signing certifies that he/she has read and understands all of the information in this RFP.

11. The individual signing has read the Early Learning Coalition of Palm Beach’s standard contract terms and conditions, Exhibit 4, and shall agree to accept and comply with these required terms and conditions, and all certifications, as applicable as part of the contract negotiation process.

12. We have included an executed, notarized copy of Exhibit 3 as a required part of our proposal.

It is understood that all information included in, attached to, or required by this RFP shall become public record upon their delivery to the Coalition as defined in the Public Records Act, chapter 119, Florida Statutes.

I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for the same material, supplies, equipment, or services and in all respects fair and without collusion or fraud. I agree to abide by all conditions of this Proposal and certify I am authorized to sign this response and that the offer is in compliance with all requirements of the Request for Proposal, including but not limited to, certification requirements. THE

EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THE

TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED BELOW BY AN AUTHORIZED

REPRESENTATIVE SHALL RENDER THE PROPOSAL NON‐RESPONSIVE. THE EARLY LEARNING COALITION MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT

WHICH UNEQUIVOCALLY BINDS THE PROPOSER TO THE TERMS OF ITS OFFER.

Submitted by:

(AUTHORIZED SIGNATURE) (DATE)

(TYPED NAME AND TITLE) (E-MAIL)

(TITLE) (TELEPHONE)

EXHIBIT 2

APPLICATION

A. VENDOR REGISTRATION FORM

Business Name:

Contact Person: Title:

Phone Number: Fax Number: Email:

Mailing Address:

City: State: Zip:

Entity Type: Federal ID # DUNS (if applicable)

Invoice Billing Terms: Date Established: State or Country of Incorporation:

Minority Owned Business Enterprise:

Are you a minority owned business enterprise? Yes * No

If yes, select one: Male Female

* Please provide verification or information documentation

CERTIFICATION

I, the undersigned, hereby certify that the information in this application is a full, true, and complete statement of the facts. I understand that if I do not provide a complete W-9 statement, payments will be subject to backup withholding per IRS from W-9 instructions.

Signature: Date:

Printed Name: Title:

EXHIBIT 3

CERTIFICATION AFFIDAVIT

DIRECTIONS: BY ATTESTING TO THIS FORM, THE RESPONDENT AGREES TO COMPLY WITH ALL SECTIONS (ONE THROUGH SEVEN) ON THE SWORN AFFIDAVIT. THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER

AUTHORIZED TO ADMINISTER OATHS.

1. APPLICATION ACCURACY

I do hereby certify that all facts, figures, and representations made in the proposal are true and correct. The filing of this proposal has been authorized by the contracting entity and I have been duly authorized to act as the representative of the organization in connection with this proposal. I also agree to follow all terms, conditions, and applicable federal law and state statutes.

2. PROHIBITION ON LOBBYING

Applicants are hereby advised and agree to comply with the Coalition’s adopted prohibition on lobbying:

Any respondent or lobbyist paid or unpaid, for a respondent is prohibited from having any private communication concerning any procurement process or any response to a procurement process with any Coalition member or the Coalition’s Chief Executive Officer after the issuance of this RFP and until the completion of the award. A proposal from any organization will be disqualified when the respondent or a paid or unpaid lobbyist for the respondent violates this condition of the procurement process.

3. CONFLICT OF INTEREST

Applicants are hereby advised, and agree to comply with the Coalition’s adopted conflict of interest regulations:

All respondents must disclose the name of any officer, director, or agent who is also a Coalition employee or Board Member. All respondents must disclose the name of any Coalition employee who owns, directly or indirectly, any interest in the respondent’s business or any of its branches. All respondents must disclose any business relationships with any officer, director, subcontractor, or employee of the Coalition.

The disclosures described above must be submitted as a cover letter, included with the RFP, addressed to the Chief Executive Officer, and must be submitted no later than the proposal deadline.

4. POLICY ENTITY CRIME AFFIDAVIT

a. I understand that a “public entity crime” as defined in Paragraph 287.1 33(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 entity, agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services to be provide4d 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.

b. I understand that “convicted” or “conviction” as defined in Paragraph 287.1 33(1)(b), Florida Statutes means a finding of gui lt or a conviction of a public entity crime, with or without adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment after July 1989, or as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.

c. I understand that an “affiliate” as defined in Section 287.133, Florida Statutes means:

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

• An entity under 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 the affiliate.

• The ownership by one person of shares constituting a controlling interest in another person or pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie 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.

d. I understand that a “person” as defined in Section 287.133, 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.

e. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies.)

___ Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, nor any affiliate of the entity have been charged and convicted of a public entity crime within the last 36 months.

____The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in 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 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 charges with and convicted of a public entity crime within the past 36 months. 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 SECTION 5 OF THIS FORM TO THE CONTRACTING OFFICER FOR THE ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTP 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.

5. DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS

I/We understand this certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participant’s Responsibilities. The regulations were published as Part VII of the May 26, 1988, Federal Register (pages 19160-19211).

a. The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:

i. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by the Federal department or agency;

ii. Have not within a three year period preceding this Proposal been convicted of, or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

iii. Are not presently indicted for, or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any offenses enumerated in paragraph (a)(ii) of this certification; and

iv. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

b. Where the respondent is unable to certify to any of these statements in this certification, such prospective participant shall attach an explanation to this Proposal.

6. NON‐DISCRIMINATION STATEMENT

The undersigned has read and agreed to the statements describe below:

Public Law 105‐220, Sec. 188 Nondiscrimination (a) In General

(1) Federal financial assistance – For the purpose of applying the prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.), on the basis of disability under section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), on the basis of sex under title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.), or on the basis of race, color, or national origin under title VI of the Civil Rights Act of 1964 (42 U.S.C.2000d et seq.), programs and activities funded or other financially assisted in whole or in part under this Act are considered to be programs and activities receiving Federal financial assistance.

(2) Prohibitions of discrimination regarding participation, benefits, and employment. No individual shall be excluded from participation in, denied the benefits of, subjected to discrimination under, or denied employment in the administration of or in connection with, any such programs or activity because of race, color, religion, sex (except as otherwise permitted under title IX of the Education amendments of 1972[20 U.S.C. 1681 et seq]), national origin, age, disability, or political affiliation or belief.

(3) Prohibition on assistance for facilities for sectarian instruction or religious worship. Participants shall not be employed under this chapter to carry out the construction, operation, or maintenance of any part of any facility that is used or to be used for sectarian instruction or as a place for religious worship (except with respect to the maintenance of a facility that is not primarily or inherently devoted to sectarian instruction or religious worship, in a case in which the organization operating the facility is part of a program or activity providing services to participants).

(4) Prohibition on discrimination on basis of participant status. No person may discriminate against an individual who is a participant in a program or activity that receives funds under this chapter, with respect to the terms and conditions affecting, or rights provided to, the individual, solely because of the status of the individual as a participant.

(5) Prohibition on discrimination against certain noncitizens. Participation in programs and activities or receiving funds under this chapter shall be available to citizens and nationals of the United States, lawfully admitted permanent resident aliens, refugees, asylees, and parolees, and other immigrants authorized by the Attorney General to work in the United States.

ORGANIZATION’S NAME AND ADDRESS:

NOTE: AS EVIDENCED BY MY SIGNATURE BELOW, I UNDERSTAND AND WILL COMPLY WITH ALL TERMS AND CONDITIONS

STATED HEREIN:

Print Authorized Official’s Name Authorized Official’s Title

Authorized Official’s Signature Date

Federal Employer Identification Number

FOR NOTARY PUBLIC (OFFICIAL USE ONLY)

STATE OF COUNTY OF

PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature

(In the space provided above) on the day of , 2 .

NOTARY PUBLIC MY COMMISSION EXPIRES:

EXHIBIT 4

Contract Template

This Agreement is made and entered into by and between the EARLY LEARNING COALITION OF PALM BEACH COUNTY, INC., a Florida 501(c)(3) corporation, hereinafter referred to as "ELC," and [NAME OF PROVIDER], hereinafter referred to as "Provider." ELC and Contractor are also collectively referred to herein as “Parties” and individually as a “Party”.

IN CONSIDERATION of the mutual terms, conditions, promises, covenants, and payments hereinafter set forth, ELC and Company agree as follows:

ARTICLE 1 - SCOPE OF SERVICES

1.1 Provider shall perform all work identified in this Agreement and Attachment 1, Scope of Work. The parties agree that the Scope of Services is a description of Provider’s obligations and responsibilities and is deemed to include preliminary considerations and prerequisites, and all labor, materials, equipment, and tasks which such an inseparable part of the work are described that exclusion would render performance by Provider impractical, illogical, or unconscionable.

1.2 Monitoring. Provider shall permit persons duly authorized by ELC and other appropriate funding agencies, as authorized by ELC, to inspect any records, papers, documents, facilities, and/or goods and services of the Provider, which are relevant to this Agreement and/or interview any clients and employees of the Provider to assure ELC of the satisfactory performance of the terms and conditions of this Agreement.

Following such inspection or interview, ELC will deliver to the Provider a written report of its findings and will include written recommendations regarding the Provider’s performance of the terms and conditions of this Agreement. Provider will correct all noted deficiencies identified by ELC within the specified period of time set forth in the recommendations. Provider’s failure to correct noted deficiencies may, at the sole and exclusive discretion of ELC, shall result in any one or any combination of the following: (1) the Provider being deemed in breach or default of this Agreement;

(2) the withholding of payments to the Provider by the Agency; and (3) the termination of this Agreement for cause.

1.3 Safeguarding Information. The Provider shall comply with the confidentiality provisions and the record retention requirements of sections 119.021, 456.057 and Chapters 1002 Part V and 1002 Part VI Florida Statutes, where applicable. The Provider shall not use or disclose any information concerning a recipient of services from ELC for any purpose not in conformity with state regulations and federal law or regulations except upon written consent of the recipient, or his responsible parent or guardian when authorized by law.

1.3.1 The ELC will provide to the Provider such information as mutually determined to be necessary to implement the services as outlined in Attachment 1. The Provider shall ensure that, upon receipt of confidential and exempt records, the data shall be protected in a manner that does not permit the personal identification of children, their parents/guardians, or providers by persons other than those…