RFP 41212 - Water Conservation Campaign_Final.pdf

RFP 41242

- 1 -

THE GOVERNING BOARD OF THE

ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS 41242 – WATER CONSERVATION MESSAGING PROJECT

The Governing Board of the St. Johns River Water Management District (the “District”) requests that interested parties respond to the solicitation below by 2:00 p.m., September 17, 2025. Further information is available through DemandStar at demandstar.com, Vendor Registry at vendorregistry.com, Central Bidding at centralauctionhouse.com, the state of Florida’s MyFloridaMarketPlace (MFMP) at myfloridamarketplace.com or the District’s website at sjrwmd.com. Solicitation packages may be obtained from DemandStar, Vendor Registry, Central Bidding, MFMP or the District by calling or emailing Kendall Siemiatkoski, Contracts Manager, at 386-312-2324 or ksiemiat@sjrwmd.com. Responses will be opened in the Procurement Conference Room, Administration Bldg, Palatka Headquarters, 4049 Reid Street, Palatka, Florida 32177-2571.

Description of Services:

The District is currently seeking proposals from qualified marketing firms interested in providing marketing services to evaluate the effectiveness of existing messaging and develop new water conservation marketing materials that resonate more effectively with the target audience. The St. Johns River Water Management District (District) is implementing the Water Conservation Program in partnership with the Florida Department of Environmental Protection (DEP) to promote consistent water conservation messaging that resonates more effectively with residential irrigation users and can be used statewide and/or in a particular geographic region within the state. The District intends to select one firm to deliver the services described herein. The estimated budget for this project is $160,000. The term of this contract will be from contract execution to September 30, 2026.

The services that are the subject of this solicitation (“the Work”) are set forth in Attachment B — Statement of Work (SOW). Upon award, the Successful Respondent shall provide the services contained in the SOW.

Attachment(s) accompanying this solicitation are as follows:

• Sample Agreement

• Attachment A – Statement of Work

• Attachment B – Grant Agreement

• Attachment C – Insurance Requirements

• Attachment D – District’s Supplemental Instructions Example

• Attachment E – Common Carrier or Contracted Carrier Attestation

• Attachment F – Human Trafficking Attestation

- 2 -

The District’s Evaluation Committee (Committee) will meet at District Headquarters at 4049 Reid Street, Palatka, Florida 32177, to evaluate and rank Proposals as follows:

Date Description September 17, 2025, 2:00 p.m. Proposals due September 29, 2025, 10:00 a.m. Committee meets to review and discuss the responses; finalize the initial rankings to develop a shortlist for oral presentations, if needed, to assist in facilitating the evaluation process in determining a final recommendation; and to discuss negotiation strategies. If no oral presentations are needed, the Evaluation Committee will finalize the rankings of Respondents (District HQ, 4049 Reid St., Palatka, FL 32177, Conf. Rm. 147, Admin. Bldg.) One or more members of the Committee may participate via communications media technology through phone or web conferencing.

October 6-8, 2025 (approx.) Conduct oral presentations, if needed, immediately followed by an evaluation meeting to establish the final rankings (District HQ, 4049 Reid St., Palatka, FL 32177, Conf. Rm. 147, Admin. Bldg.). Respondents selected for oral presentations will be notified in advance. The Evaluation Committee may also discuss negotiation strategies. One or more members of the Committee may participate via communications media technology through phone or web conferencing.

October 9, 2025 (approx.) District Issues Notice of Intended Decision (NOID) notifying Respondents of Rankings (shortlist for oral presentations or final rankings).

November 12, 2025 District Governing Board consideration to approve a ranking of designated firms and competitive negotiations be instituted.

November 13, 2025 (approx.) District enters negotiations with Respondents in ranked order.

Americans with Disability Act (ADA) The District does not discriminate on the basis of disability in its services, programs, or activities. Special accommodations for disabilities may be requested through Kendall Siemiatkoski, or by calling (800) 955-8771 (TTY), at least five business days before the date needed.

- 3 -

TABLE OF CONTENTS

INSTRUCTIONS TO RESPONDENTS ....................................................................................................... - 4 -

1. CONTRACT ADMINISTRATION .............................................................................................. - 4 -

2. WHERE TO SUBMIT PROPOSAL ............................................................................................. - 4 -

3. OPENING OF PROPOSALS ........................................................................................................ - 4 -

4. PREPARATION AND ORGANIZATION OF PROPOSAL ....................................................... - 5 -

5. INQUIRIES AND ADDENDA .................................................................................................... - 7 -

6. BUDGET ....................................................................................................................................... - 7 -

7. MINIMUM QUALIFICATIONS ................................................................................................. - 8 -

8. SUBCONTRACTS ....................................................................................................................... - 8 -

9. SIGNATURE AND CERTIFICATION REQUIREMENTS ........................................................ - 8 -

10. DISQUALIFICATION OF RESPONDENTS .............................................................................. - 9 -

11. REJECTION OF PROPOSAL ...................................................................................................... - 9 -

12. WITHDRAWAL OF PROPOSAL ............................................................................................... - 9 -

13. EVALUATION AND AWARD PROCEDURES ........................................................................ - 9 -

14. EVALUATION CRITERIA ....................................................................................................... - 11 -

15. FLORIDA SALES TAX ............................................................................................................. - 12 -

16. EXAMINATION OF AGREEMENT DOCUMENTS AND WORK AREA ............................ - 12 -

17. EXECUTION OF AGREEMENT .............................................................................................. - 12 -

18. PUBLIC ENTITY CRIMES/DISCRIMINATORY VENDORS ................................................ - 12 -

19. USE BY OTHER FLORIDA GOVERNMENTAL ENTITIES ................................................. - 13 -

20. NOTICES AND SERVICES THEREOF.................................................................................... - 13 -

21. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING .................................... - 13 -

22. PROTEST PROCEDURES ......................................................................................................... - 13 - FORMS........................................................................................................................................................ - 15 - PROPOSAL FORM .................................................................................................................................... - 15 - CERTIFICATE AS TO ENTITY’S AUTHORITY TO DO BUSINESS IN FLORIDA ............................ - 17 -

AFFIDAVIT AS TO NON-COLLUSION AND CERTIFICATION OF MATERIAL

CONFORMANCE WITH SPECIFICATIONS .......................................................................... - 18 - QUESTIONNAIRE: GENERAL EXPERIENCE FORM 41242 ................................................................ - 19 - QUESTIONNAIRE: CUSTOMER SERVICE AND OUTREACH STRATEGIES .................................. - 20 -

QUESTIONNAIRE: CAPABILITIES, RESOURCES, RESPONSIVENESS OF PROPOSAL,

AND INNOVATION .................................................................................................................. - 21 - QUALIFICATIONS — SIMILAR MARKETING CAMPAIGN PROJECTS / CLIENT ......................... - 22 - QUALIFICATIONS — SIMILAR MARKETING CAMPAIGN PROJECTS / CLIENT ......................... - 23 - QUALIFICATIONS — SIMILAR MARKETING CAMPAIGN PROJECTS / CLIENT ......................... - 24 - PROPOSED SUBCONTRACTORS ........................................................................................................... - 25 - DRUG-FREE WORKPLACE FORM ......................................................................................................... - 26 - NO RESPONSE FORM .............................................................................................................................. - 27 - SAMPLE AGREEMENT ........................................................................................................................... - 28 - ATTACHMENT A — STATEMENT OF WORK ..................................................................................... - 43 - ATTACHMENT B — GRANT AGREEMENT.......................................................................................... - 45 - ATTACHMENT C — INSURANCE REQUIREMENTS ......................................................................... - 46 - ATTACHMENT D — DISTRICT’S SUPPLEMENTAL INSTRUCTIONS (SAMPLE) ......................... - 47 - ATTACHMENT E — COMMON CARRIER OR ..................................................................................... - 48 - ATTACHMENT F — HUMAN TRAFFICKING ATTESTATION .......................................................... - 49 -

- 4 -

INSTRUCTIONS TO RESPONDENTS

1. CONTRACT ADMINISTRATION

All inquiries related to this solicitation may only be directed to the Contracts Manager:

Kendall Siemiatkoski, Contracts Manager Phone: 386-312-2324 Email: ksiemiat@sjrwmd.com

Between the release of this solicitation and the posting of the notice of intended decision, Respondents to this solicitation or persons acting on their behalf may not contact any employee or officer of the District concerning any aspect of this solicitation, except the procurement employee listed above.

Violation of this provision is grounds for rejecting a response.

2. WHERE TO SUBMIT PROPOSAL

Respondent must submit its Proposal in electronic format (no paper copies) either by: uploading to DemandStar directly at www.demandstar.com or to Central Bidding directly at www.centralauctionhouse.com (NOT BOTH); OR (2) delivering all files on a single pin/thumb/jump drive either by mail or hand delivery in a sealed envelope labeled as follows:

SEALED PROPOSAL – DO NOT OPEN

Respondent’s Name:

Request for Proposals: 41242 Opening Time: 2:00 p.m.

Opening Date: September 17, 2025

Kendall Siemiatkoski, Contracts Manager St. Johns River Water Management District District Headquarters 4049 Reid Street Palatka, FL 32177

Please note that the United States Postal Service does not deliver regular mail or express mail to the above address. The District’s experience is that Federal Express and United Parcel Service will.

DO NOT SUBMIT YOUR PROPOSAL BY EMAIL — THIS WILL RESULT IN THE PROPOSAL

BEING REJECTED AS NON-RESPONSIVE.

3. OPENING OF PROPOSALS

Respondents or their authorized agents are invited to attend the opening of the Proposals at the following time and place:

2:00 p.m., September 17, 2025 St. Johns River Water Management District Headquarters 4049 Reid Street, Palatka, Florida 32177-2571

The Florida Public Records Act, §119.071(1)(b), Fla. Stat., exempts sealed Proposals from inspection and copying until such time as the District provides notice of an intended decision pursuant to §120.57(3)(a), Fla. Stat., or until 30 days after opening of bids, proposals, submittals, or final replies, whichever is earlier. This exemption is not waived by the public opening of the Proposals.

Unless otherwise exempt, Respondent’s Proposal is a public record subject to disclosure upon expiration of the above exemption period. If any information submitted with the Proposal is a trade mailto:wcox@sjrwmd.com http://www.demandstar.com/ https://www.centralauctionhouse.com/main.php

- 5 -secret as defined in §812.081, Fla. Stat., and exempt from disclosure pursuant to §815.04, Fla. Stat., Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its Proposal and explain the basis for such exemption. The District reserves the right, in its sole judgment and discretion, to reject a Proposal for excessive or unwarranted assertion of trade secret confidentiality and return the Proposal to Respondent.

4. PREPARATION AND ORGANIZATION OF PROPOSAL

(a) Respondent must submit its Proposal in an electronic format as directed in section 2, above, or the Proposal may be deemed non-responsive.

(b) All blank spaces on the solicitation documents must be typewritten or legibly printed in ink. In the event you decline to submit a response, the District would appreciate submittal of the “No Response Form” provided at the end of the “FORMS” section to describe the reason for not submitting a response.

(c) The file naming conventions for the solicitation must clearly identify specific information, such as the solicitation number and the respondent’s name (Example: RFP 12345, ABC Company).

(d) Please do not password protect files saved to a pin/thumb/jump drive. The District recommends that Respondents confirm their Proposal will open correctly on a non-company owned computer.

Any electronic Proposal received by the District that does not open on a District-owned computer is subject to rejection as a defective response.

(e) Respondent must adhere to the following organized structure for their Proposal document:

TAB A: LETTER OF TRANSMITTAL AND OVERVIEW OF ORGANIZATION

(1) Respondents must include a transmittal letter on Respondent’s letterhead. It must be signed by a representative of Respondent who is authorized to sign such material and to commit Respondent to the obligations contained in the Response. By signing the transmittal letter, the Respondent’s representative is certifying that they have such authority.

The transmittal letter must include the name, address, phone number and email address for Respondent contact, and must specify the authorized individual who will execute the Agreement. If Respondent is a general partnership, joint venture, or consortium, all partners/members of the general partnership, joint venture, or consortium shall sign the letter. If Respondent is a corporation or a limited liability company, an authorized officer shall sign his/her name and indicate his/her title beneath the full corporate name. The transmittal letter may include any information deemed relevant by Respondent. If Respondent is a general partnership, joint venture or consortium, state that each partner/member of the general partnership, joint venture or consortium will have joint and several liabilities if awarded the Agreement.

(2) A written description of the Respondent and services provided.

(3) A written description of the Respondent’s organizational structure.

(4) Proof of Respondent’s active business registration with E-Verify. Answers to questions regarding E-Verify as well as instructions on enrollment may be found at the E-Verify website: www.e-verify.gov. (Respondent provided documentation must be included with its Bid).

(5) A written description of Respondent’s experience in providing marketing services targeting Water Conservation, and how that experience positions the Respondent as the best choice for the award of the agreement.

(6) Respondent must complete and submit the forms below in PDF format (these forms are in the FORMS section of this document).

- 6 -

a. Proposal Form

(1) Certificate as to Entity’s Authority to do Business in Florida

(2) Affidavit as to Non-collusion and Certification of Material Conformance with

Specifications

b. Qualifications forms (Questionnaire: General Experience and Similar Marketing

Campaign Projects / Client References) Note: The Similar Marketing Campaign Projects provided will also serve as Client References on behalf of the Respondent.

c. Proposed Subcontractors Form

d. Drug-Free Workplace (will be used if a tie occurs)

TAB B: CUSTOMER SERVICE AND OUTREACH STRATEGIES

(1) A written summary of the firm’s customer service approach, including number of ongoing projects.

(2) A written description of the background/experience of the person or persons who will be primarily responsible for directing the Services that will be provided pursuant to this Proposal. Be sure to include the following information:

a. Names and titles.

b. Identify all other members of the project team, including (i) who will serve as Project Manager, (ii) customer service staff, if assigning a dedicated representative; and (iii) any other staff directly involved in the project.

c. Experience that includes working with governmental clients.

d. Length of service in the industry.

This inquiry is intended to encompass the Project Manager and other personnel that will be engaged on a daily basis in providing the Services.

(3) Provide a written summary of current outreach strategies and active partnerships that illustrate how your firm’s approach and deliverables stand apart from those of other agencies.

(4) Provide a written summary of any experience in developing messaging or knowledge related to outdoor residential water use. If no experience, provide any campaign or messaging development you feel is applicable to the subject matter.

(5) Provide a written summary of experience with facilitating focus groups and provide how results impacted past campaigns.

(6) Other documentation Respondent may choose to provide regarding Customer Service and Outreach Strategies. (Respondent-provided documentation)

(7) Questionnaire: Customer Service and Outreach Strategies (in the FORMS section of this document)

TAB C: CAPABILITIES, RESOURCES, RESPONSIVENESS OF PROPOSAL, AND

INNOVATION. Provide each of the following:

(1) A detailed description of campaign creation, including sample implementation schedule.

(Respondent-provided documentation)

(2) Sample campaign response data/reports and records. (Respondent-provided documentation)

- 7 -

(3) List any deviations from the requested services set forth in Attachment A, Statement of Work. (Respondent-provided documentation)

(4) List any deviations from the terms and conditions of this Solicitation, including the Sample Agreement (Respondent-provided documentation)

(5) A written description of the Respondent’s innovative proprietary tools and resources used to differentiate from competitors (Respondent-provided documentation)

(6) Questionnaire: Capabilities, Resources, Responsiveness of Proposal and Innovation (in the FORMS section of this document)

TAB D: COST EFFECTIVENESS

(1) Fee Schedule Form (in the FORMS section of this document)

The Respondent is encouraged to include as much pertinent data and information under each section as necessary to ensure proper evaluation of the proposal. Each section shall be evaluated separately on its own merit.

If you need assistance or have any questions about the format, please email or call Kendall Siemiatkoski at ksiemiat@sjrwmd.com or 386-312-2324.

All of the forms and questionnaires in the solicitation package are available upon request in Microsoft® Word to aid the Respondent in submitting its Proposal.

A RESPONDENT’S PROPOSAL MAY BE REJECTED AS NON-RESPONSIVE FOR (1) FAILING

TO COMPLETE ALL FORMS AND QUESTIONNAIRES; (2) FAILING TO PROVIDE ALL

REQUIRED MATERIALS; OR (3) OTHERWISE FAILING TO COMPLY WITH INSTRUCTIONS

FOR PREPARATION AND ORGANIZATION OF PROPOSAL.

5. INQUIRIES AND ADDENDA

District staff are not authorized to orally interpret the meaning of the specifications or other Agreement documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the District, the interpretation or correction must be given by the Contracts Manager and must be in writing. The Contracts Manager may orally explain the District’s procedures and assist Respondents in referring to any applicable provision in the Request for Proposals documents, but the Respondent is ultimately responsible for submitting the Proposal in the appropriate form and in accordance with written procedures.

Every request for a written interpretation or correction must be received at least nine days prior to opening of Proposals in order to be considered. Requests may be submitted by email at ksiemiat@sjrwmd.com. Interpretations, corrections, and supplemental instructions will be communicated by written addenda to this solicitation posted on all of the solicitation portals referenced on page 1 of this document to all prospective Respondents (at the respective addresses furnished for such purposes) no later than five days before the opening of Proposals.

Submission of a Proposal constitutes acknowledgment of receipt of all addenda. Proposals will be construed as though all addenda had been received. Failure of the Respondent to receive any addenda does not relieve Respondent from any and all obligations under the Proposal, as submitted. All addenda become part of the Agreement.

6. BUDGET

The estimated budget for the Work is $160,000 and is an estimate only and does not limit the District in awarding the Agreement. Respondents are cautioned not to make any assumptions from the budgeted estimate about the total funds available for the Work. The District retains the right to adjust

- 8 -the estimate in awarding the Agreement. In addition, the District also reserves the right to reject all Proposals if subsequent negotiations with qualified Respondents result in costs over this estimated revenue amount. In addition, the District reserves the right to increase, decrease, or delete any class, item, or part of the Work in order to reduce costs for any reason.

7. MINIMUM QUALIFICATIONS

Respondent must use the forms and questionnaires provided in this solicitation to document its minimum qualifications listed below. Failure to include these forms and/or questionnaires with the Proposal may be considered non-responsive.

(a) Respondent must have five (5) years’ experience providing marketing services to at least three (3) similar organizations with comparable deliverables immediately prior to the date (September 17, 2025) set for receipt of proposals (Use the “Qualifications – Similar Marketing Campaign Projects / Client Reference” form). The insert Services Projects provided will serve as Client References on behalf of the Respondent.

(b) Be qualified to do business in the state of Florida. (Use the “Certificate as to Entity’s Authority to do Business in Florida” form)

(c) Provide proof of Respondent’s Registration with E-Verify. Answers to questions regarding E- Verify as well as instructions on enrollment may be found at the E-Verify website: www.e-verify.gov.

Irrespective of the minimum qualifications stated above, the District may make such investigations as it deems necessary to determine the ability of the Respondent to perform the Work. The District reserves the right to reject any Proposal if the evidence submitted by such Respondent and/or the District’s independent investigation of such Respondent fails to satisfy the District that such Respondent is properly qualified to carry out the obligations of the Agreement and complete the Work in a manner acceptable to the District within the time period specified.

8. SUBCONTRACTS

Respondent must submit with its Proposal a list of all known subcontractors who will participate in the Work on the attached “Proposed Subcontractors” form. Acceptance of the Proposal does not constitute approval of the subcontractors identified with the Proposal.

9. SIGNATURE AND CERTIFICATION REQUIREMENTS

In the form “Certificate as to Entity’s Authority to do Business in Florida,” an individual submitting a Proposal must sign his/her name therein and state his/her address and the name and address of every other person interested in the Proposal as principal.

If a firm or partnership submits the Proposal, state the name and address of each member of the firm or partnership in the form “Certificate as to Entity’s Authority to do Business in Florida.”

If a corporation submits the Proposal, an authorized officer or agent must sign the form “Certificate as to Entity’s Authority to do Business in Florida,” subscribing the name of the corporation with his or her own name and affixing the corporate seal, if said seal is used by the corporation. Such officer or agent must also provide the name of the state under which the corporation is chartered, and the names and business addresses of the President, Secretary, and Treasurer.

In the form “Certificate as to Entity’s Authority to do Business in Florida,” Respondent must certify that all persons or entities having an interest as principal in the Proposal or in substantial performance of the Work have been identified in the Proposal forms.

- 9 -

10. DISQUALIFICATION OF RESPONDENTS

Any of the following causes will be considered as sufficient grounds for disqualification of a Respondent and rejection of the Proposal:

(a) Contacting a District employee or officer other than the procurement employee named in this solicitation about any aspect of this solicitation before the notice of intended decision is posted.

(b) Submission of more than one Proposal for the same subject matter by an individual, firm, partnership, or corporation under the same or different names;

(c) Evidence of collusion among Respondents;

(d) Submission of materially false information;

(e) Information gained through checking of similar projects banking services/client references or other sources which indicates that Respondent may not successfully perform the Work;

(f) Respondent is failing to adequately perform on any existing contract with the District;

(g) Respondent has defaulted on a previous contract with the District;

(h) The evidence submitted by Respondent, or the District’s investigation of Respondent, fails to satisfy the District that Respondent is properly qualified to carry out the obligations of the Agreement in a manner acceptable to the District and within the time period specified;

(i) Any other cause that is sufficient to raise doubt regarding the ability of a Respondent to perform the Work in a manner that meets the District’s objectives for the Work.

11. REJECTION OF PROPOSAL

Proposals must be delivered to the specified location and received before the Proposal opening in order to be considered. Untimely Proposals will be returned to the Respondent unopened. Proposals will be considered irregular and may be rejected if they show material omissions, alterations of form, additions not called for, conditions, limitations, or other material irregularities. The District may consider incomplete any Proposal not prepared and submitted in accordance with the provisions specified herein and reserves the right to waive any minor deviations or irregularities in an otherwise valid Proposal.

The District reserves the right to reject any and all Proposals and cancel this invitation to negotiate when it determines, in its sole judgment and discretion, that it is not in its best interest to award the agreement.

12. WITHDRAWAL OF PROPOSAL

Respondent may withdraw its Proposal if it submits such a written request to the District prior to the designated date and hour of opening of Proposals. Respondent may be permitted to withdraw its Proposal no later than 72 hours after the Proposal opening for good cause, as determined by the District in its sole judgment and discretion.

13. EVALUATION AND AWARD PROCEDURES

(a) Proposals will be evaluated by a staff evaluation committee based upon the criteria and weighting set forth in “EVALUATION CRITERIA”. The committee members will meet at District headquarters or other location as appropriate to discuss the Proposals and their individual evaluations. Each committee member completes an electronic evaluation form, from which the overall ranking of Proposals is compiled. Evaluation forms may be submitted at or subsequent to the evaluation committee meeting.

(b) The committee will meet to evaluate and rank the Proposals in the location(s), time(s) and date(s), stated at the beginning of this RFP package. If it is determined that it will assist the committee’s

- 10 -evaluation for some or all Respondents to make an oral presentation, such presentations will be scheduled at District headquarters, other location, or conducted remotely as appropriate. If the Committee determines that not all Respondents will be asked to make an oral presentation, the committee members will perform an initial evaluation of the proposals utilizing the Evaluation Criteria to produce an initial ranked list of Respondents. The initial ranked list will be used to determine which Respondents will be asked to make an oral presentation. After oral presentations are completed, the committee members will conduct a final evaluation of the Proposals utilizing the evaluation criteria. The initial evaluation scores will not be considered in the final evaluation. All Respondents will be notified in writing of the evaluation committee’s final ranking of Proposals.

(c) Section 286.0113, Fla. Stat., exempts from being open to the public, any portion of a meeting at which: (1) a negotiation with a Respondent is conducted pursuant to a competitive solicitation;

(2) a Respondent makes an oral presentation as part of a competitive solicitation; (3) a Respondent answers questions as part of a competitive solicitation; or (4) negotiation strategies are discussed.

Also, recordings of, and any records presented at, the exempt meeting are exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision or until 30 days after opening the bids, proposals, submittals, or final replies, whichever occurs earlier. A complete recording shall be made of any portion of an exempt meeting. No portion of the exempt meeting may be held off the record.

(d) Pursuant to §286.0113, Fla. Stat., if the District rejects all Proposals and concurrently provides notice of its intent to reissue the competitive solicitation, the recording and any records presented at any exempt meeting shall remain exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation or until the District withdraws the reissued competitive solicitation. A recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial District notice rejecting all Proposals.

(e) Following the evaluation process, the District will submit the final ranking of Proposals to the Governing Board for approval, except for those instances in which the authority to approve and execute the Agreement has been delegated by the Governing Board to the Executive Director, or designee.

(f) Contract negotiations will commence with the Respondent submitting the highest-ranked Proposal.

If negotiations fail with the highest-ranked Respondent, negotiations will proceed with the next highest-ranked Respondent, and so forth.

(g) The Agreement will be awarded to the Respondent having the highest ranked Proposal, which successfully concludes negotiations with the District (the “Successful Respondent”). The Agreement may be modified based on the District’s acceptance of any alternatives listed in the Proposal that the District deems in its best interest.

(h) If two or more Proposals are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with §287.087, Fla. Stat., via the Drug-Free Workplace Form; (2) to a Respondent university in the State University System pursuant to §373.63, Fla. Stat.;

or (3) by lot.

(i) In the event the Successful Respondent fails to enter into the Agreement or the Agreement with said Respondent is terminated within 90 days of the effective date, the District reserves the right to negotiate with the other respondents in ranked order, if available, and award an Agreement.

(j) All Respondents will be notified of the District’s intent to award or decision to award the Agreement. For the purpose of filing a protest under §120.57(3), Fla. Stat., the time period will commence as provided in “NOTICES AND SERVICES THEREOF.”

- 11 -

14. EVALUATION CRITERIA

The staff evaluation committee will evaluate the Proposals using the evaluation criteria below. Failure by Respondent to include the required information may result in the Proposal being considered non-responsive or may receive a correspondingly low score pursuant to the evaluation rating scale. The evaluation rating scale for the Proposal is as follows:

More than adequate.........................................8 – 10 Less than adequate ................................................ 1 – 4 Adequate .........................................................5 – 7 Not covered in Proposal

CRITERIA – PROPOSAL WEIGHT SCORE TOTAL

TAB A: LETTER OF TRANSMITTAL AND OVERVIEW OF ORGANIZATION

Refer to Paragraph 4 — PREPARATION AND ORGANIZATION OF PROPOSAL

20%

TAB B: CUSTOMER SERVICE AND OUTREACH STRATEGIES

30%

TAB C: CAPABILITIES, RESOURCES, RESPONSIVENESS OF PROPOSAL,

AND INNOVATION

20%

TAB D: COST EFFECTIVENESS

COST SCHEDULE: The Respondent whose Total Proposed Cost is the lowest will receive a Cost Score of “10.” All other responses will be scored proportionately using the following formula: Multiply the lowest proposed amount by 10, divide that amount by the next lowest amount to determine the Cost Effectiveness Score, and so forth.

30%

TOTAL SCORE 100%

- 12 -

15. FLORIDA SALES TAX

The District is exempt from payment of State of Florida sales tax pursuant to §212.08(6), Fla. Stat.

Any tangible personal property that is the subject of this Invitation to Negotiate is intended to remain tangible personal property and not become part of a public work owned by the District.

16. EXAMINATION OF AGREEMENT DOCUMENTS AND WORK AREA

Respondent is solely responsible for being fully informed of the conditions under which the Work is to be performed in relation to existing conditions. Respondent is responsible for carefully examining the general area of the Work, the requirements of the drawings and other contract documents related to the Work, the time in which the Work must be completed, and any other details of the Work. Respondent must satisfy itself from its own personal knowledge and experience or professional advice as to the character of the Work, the conditions and materials to be encountered, the character, quality, and quantities of the Work, and any other conditions affecting the Work, including surrounding land.

Failure to satisfy the obligations of this paragraph will not relieve a Successful Respondent of its obligation to furnish all material, equipment, and labor necessary to perform the Agreement and to complete the Work for the consideration set forth in its proposal. Any such failure will not be sufficient cause to submit a claim for additional compensation.

No verbal agreement or conversation with any District officer, agent or employee, either before or after the execution of the Agreement, will affect or modify any of its terms.

17. EXECUTION OF AGREEMENT

The Successful Respondent is expected to sign the Agreement found herein.

Submittal of a Proposal binds the Successful Respondent to perform the Work upon acceptance of the Proposal and execution of the Agreement by the District.

Unless all Proposals are rejected the Successful Respondent must provide the District with the following:

a. A completed Internal Revenue Service Form W-9;

b. Satisfactory evidence of all required insurance coverage;

c. Proof satisfactory to the District of the authority of the person or persons accepting the terms and conditions of this Solicitation on behalf of Respondent; and

d. All other information and documentation required by the Agreement.

The District will not execute the Agreement until the above documents have been executed and delivered to the District. The Agreement will not be binding until executed by the District. A copy of the fully executed Agreement will be delivered to the Successful Respondent. The District reserves the right to cancel award of the Agreement without liability at any time before the Agreement has been fully executed by all parties and delivered to the Successful Respondent.

Failure upon the part of the Successful Respondent to execute the Agreement or timely submit the required evidence of insurance coverage, or any other matter required by the Agreement, will be just cause, if the District so elects, for the recommended award to be annulled.

18. PUBLIC ENTITY CRIMES/DISCRIMINATORY VENDORS

In accordance with §287.133, Fla. Stat., 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, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work;

- 13 -may not submit bids, proposals, or replies on leases 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 §287.017 for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted vendor list. In accordance with §287.134, Fla. Stat., an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases 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.

19. USE BY OTHER FLORIDA GOVERNMENTAL ENTITIES

Respondent may provide services to other State of Florida governmental entities pursuant to the terms and conditions of the Agreement. These governmental entities include other water management districts, state of Florida agencies (including members of the state university system and community college system), counties, school boards, municipalities, special districts, and other local public agencies or authorities. References to the St. Johns River Water Management District in the Agreement will be replaced with the purchasing entity and the District will not be a party to any other governmental entity’s agreement to purchase. Nor will the District be responsible for payment for any goods or services delivered or performed for any other governmental entity that utilizes Respondent pursuant to this paragraph.

20. NOTICES AND SERVICES THEREOF

The District will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this solicitation on the portals identified on the first page of this solicitation. DemandStar, Vendor Registry and Central Bidding, DemandStar and Vendor Registry may also be accessed through the District’s web site at sjrwmd.com.

Notices will be posted for a minimum of 72 hours. The time period for filing a Notice of Protest pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, commences at the time notices are posted.

As a courtesy to Respondents, the District may send copies of the notices of intended agency decisions via email or facsimile to Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

21. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Notice is hereby provided that pursuant to §287.05701, Fla. Stat., the District (1) will not request documentation of or consider a Respondent’s social, political, or ideological interests when determining if the Respondent is a responsible respondent and (2) may not give preference to a Respondent based on the Respondent's social, political, or ideological interests.

22. PROTEST PROCEDURES

Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by the terms, conditions, or specifications contained in a solicitation, including addenda, must file a Notice of Protest within 72 hours after its posting.

Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by a District decision or intended decision to award a contract, or to reject all bids, proposals,

- 14 -or qualifications, must file a written Notice of Protest within 72 hours after posting of the decision or intended decision.

Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.004, Fla. Admin. Code, the protester must also file with the District Clerk a Formal Written Protest within ten days after the date the Notice of Protest is filed with the District. The Formal Written Protest must state with particularity the facts and law upon which the protest is based. Pursuant to §287.042(2)(c), Fla. Stat., any person who files an action protesting the decision or intended decision must post with the District Clerk at the time of filing the formal written protest a bond, cashier’s check, or money order made payable to the St. Johns River Water Management District in an amount equal to one percent (1%) of the District’s estimated contract amount.

No additional time will be added for mailing. All filings must comply with Rule 28-106.104, Fla.

Admin. Code, and must be addressed to and received by the District Clerk at the District Headquarters in Palatka, Florida within the prescribed time periods. The District will not accept as filed any electronically transmitted facsimile pleadings, petitions, Notice of Protest or other documents.

The District’s acceptance of pleadings, petitions, Notice of Protest, Formal Written Protest, or other documents filed by email is subject to certain conditions set forth in the District’s Statement of Agency Organization and Operation (issued pursuant to Rule 28-101.001, Florida Administrative Code), which is available for viewing at sjrwmd.com. These conditions include, but are not limited to, the document being in the form of a PDF or TIFF file and being capable of being stored and printed by the District.

Failure to file a protest within the time prescribed in §120.57(3), Fla. Stat., or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120, Fla. Stat. Mediation under §120.573, Fla. Stat., is not available.

- 15 -

FORMS

PROPOSAL FORM

Include this form with response under Tab A of the Submittal

RESPONDENT:

The undersigned, as Respondent, hereby declares and certifies that the only person(s) or entities interested in this proposal as principal(s), or as persons or entities who are not principal(s) of the Respondent but are substantially involved in performance of the Work, is or are named herein, and that no person other than herein mentioned has any interest in this proposal or in the Agreement to be entered into; that this proposal is made without connection with any other person, company, or parties making a proposal; and that this proposal is in all respects fair and in good faith without collusion or fraud; and that the person has the authority to represent and bind the Respondent to the terms and conditions of the Request for Proposal and the offer made through Respondent’s Proposal.

Respondent represents to the District that, except as may be disclosed in an addendum hereto, no officer, employee or agent of the District has any interest, either directly or indirectly, in the business of Respondent to be conducted under the Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should it be awarded to Respondent.

Respondent further declares that it has examined the Agreement and informed itself fully in regard to all conditions pertaining to this solicitation; it has examined the specifications for the Work and any other Agreement documents relative thereto; it has read all of the addenda furnished prior to the proposal opening, as acknowledged below; and has otherwise satisfied itself that it is fully informed relative to the Work to be performed.

Respondent agrees that if its proposal is accepted, Respondent shall contract with the District, in the form of the attached Agreement and all other solicitation documents (advertisement for proposals; Instructions to Respondents, including all attachments and exhibits; addenda, certifications, and affidavits; and proposal) and shall furnish everything necessary to complete the Work in accordance with the specified time for completion and shall furnish the required evidence of the specified insurance.

Acknowledgment is hereby made of the following addenda (identified by number) received:

Addendum No. Date Addendum No. Date

Respondent (firm name) Date

Address

Email address

Signature Telephone number

Typed name and title

- 16 -

COST SCHEDULE

Include this form with response under Tab D of the Submittal

Proposal to be opened at 2:00 p.m., September 17, 2025

To: ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

In accordance with the advertisement requesting Proposals for the WATER CONSERVATION MESSAGING PROJECT (Request for Proposals 41242), subject to the terms and conditions of the solicitation, all of which so far as they relate to the Proposal are made a part thereof, the undersigned proposes to perform the specified work.

Respondent’s Name:

RFP 41242_____ – WATER CONSERVATION MESSAGING PROJECT

TASK/DELIVERABLE

*Total Proposed Cost

WATER CONSERVATION MESSAGING PROJECT

The proposed cost must be all-inclusive and cover the complete scope of work as outlined in Attachment A – Statement of Work.

If said Proposal exceeds the estimated amount set forth in the District’s solicitation, the District expressly reserves the right to increase, decrease, or delete any class, item, or part of the Work, as may be determined by the District.

Respondents are reminded to refer to “PREPARATION AND ORGANIZATION OF PROPOSAL DOCUMENTS” for information to be included with the proposal package.

I HEREBY ACKNOWLEDGE AND CERTIFY, as Respondent’s authorized representative, that I have fully read and understand all terms and conditions as set forth in this proposal and upon award of such proposal, shall fully comply with such terms and conditions.

Date

Respondent (firm name)

Address

E-mail address

Signature Telephone number

Typed name and title

- 17 -

CERTIFICATE AS TO ENTITY’S AUTHORITY TO DO BUSINESS IN FLORIDA

Include this form with response under Tab A of the Submittal

The below entity is incorporated/organized/formed under the laws of the State of ; is authorized by law to respond to this RFP and perform all work and furnish materials and equipment required under the Agreement and is authorized to do business in the state of Florida.

Entity name:

Address:

Registration No.:

Registered Agent:

By:

(Official title) (Affix corporate seal, if utilized by Respondent)

Attest:

(Secretary)

The full names and business or residence addresses of persons or firms interested in the foregoing proposal as principals or officers of Respondent are as follows (specifically include the President, Secretary, and Treasurer or Manager and Member, and state the title held by all other individuals listed):

Identify any parent, subsidiary, or sister entity involving the same or substantially the same officers and directors that will or may be involved in performance of the Project, and provide the same information requested above on a photocopy of this form.

ATTACH a copy of Respondent’s active registration with the State of Florida Division of Corporations proving Respondent’s authority to do business in the state of Florida, or a copy of the application for same that has been accepted by the state of Florida

- 18 -

AFFIDAVIT AS TO NON-COLLUSION AND CERTIFICATION OF

MATERIAL CONFORMANCE WITH SPECIFICATIONS

STATE OF

COUNTY OF

I, the undersigned, being first duly sworn, depose and say that:

1. I am the owner or duly authorized officer, representative, or agent of:

the Respondent that has submitted the attached proposal.

2. The attached proposal is genuine. It is not a collusive or sham proposal.

3. I am fully informed respecting the preparation and contents of, and knowledgeable of all pertinent circumstances respecting the attached proposal.

4. Neither Respondent nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham proposal in connection with the Agreement for which the attached proposal has been submitted, or to refrain from proposing in connection with such Agreement, or has in any manner, directly or indirectly, sought by agreement, collusion, communication, or conference with any other Respondent, firm, or person to fix the price or prices in the attached proposal of any other Respondent , or to fix any overhead, profit, or cost element of the proposal…