Agenda 11/14/2017 Item #16F 3 Proposed Agenda Changes
Board of County Commissioners Meeting
November 14,2017
Continue Item 16D6 to the December 12, 2017 BCC Meeting: Recommendation to approve
two State Housing Initiative Partnership(SHIP) Subrecipient Agreements with Housing
Development Corporation of SW Florida,Inc. d/b/a HELP in the amount of$24,877 and Rock
Island Economic Growth Corporation d/b/a Economic Growth Corporation in the amount of
$24,500 for the administration of a Homebuyer Education and Counseling Program for State of
Florida FY 16/17. (Staff's request)
Move Item 16D25 to Item 11F: ***This Item continued from the June 13,2017 Meeting.***
Recommendation to reaffirm staff administration of the State Housing Initiatives Partnership
(SHIP)Program as administrative and ministerial,adopt a $30,000 cash asset limit for applicant
households,and direct staff to amend the Local Housing Assistance Plan(LHAP) accordingly.
(Commissioner McDaniel's request)
Add-On Item 11G: Recommendation to fund a Tourism Division Sponsorship for a Post
Hurricane Irma concert event in the downtown Naples area up to $125,000, move these funds to the
Community Foundation for event expense disbursement and make a finding that this item promotes
tourism. (Staff's request)
Add-On Item 11H: Recommendation to waive EMS special event user fees in the amount of
$900.00 to provide dedicated ambulance coverage,to accept a donation by the Collier County Sheriff
for event security services to support the "Naples is Rockin' concert"being held to inform the public
that Collier County is open for business and encouraging tourism after Hurricane Irma,and to find a
public purpose in waiving such fees. (Staff's request)
Move Item 16F3 to Item 111: Recommendation to award RFP# 17-7120 for Tourism Midwest
Sales Representation to Synergy-Connect,LLC, execute the County Attorney approved contract in
the amount of$81,500 and make a finding that this item promotes tourism. (Commissioner
Taylor's request)
Time Certain Items:
Item 11A to be heard at 10:40 a.m.
Item 11B to be heard at 11:00 a.m.
Item 14B1 to be heard at 11:30 a.m.
Item 11C to be heard at 1:00 p.m.
11/14/2017 8:32 AM
11/14/2017
EXECUTIVE SUMMARY
Recommendation to award RFP # 17-7120 for Tourism Midwest Sales Representation to Synergy-
Connect, LLC, execute the County Attorney approved contract in the amount of $81,500 and make
a finding that this item promotes tourism.
_____________________________________________________________________________________
OBJECTIVE: Accept the selection committee’s unanimous choice of Synergy-Connect for Tourism
Sales Representation in the Midwest USA.
CONSIDERATIONS: RFP # 17-7120 for Tourism Sales Representation in the Midwest USA was
publicly advertised on June 8, 2017. Email notices were sent to 408 firms with 29 firms requesting
full solicitation packages. One (1) response was received by the due date of August 15, 2017 and an
extension of the original bid period was provided to ensure that all qualified bidders had an opportunity to
complete and submit bid packages.
A selection committee met on September 29, 2017 to review the proposal. By consensus of the members,
Synergy-Connect, LLC was deemed responsive and qualified. The committee further recommended to
move forward with a proposed contract and did not find it necessary to resolicit for this service.
Synergy-Connect has their Midwest Regional Director living in the Chicago Il ar ea and will be the lead
contact with the Tourism Division in delivering these representation services. The firm also has their
main office in Miami, but the Tourism Division services will be delivered by the Chicago representative.
FISCAL IMPACT: Funds in the amount of $81,500 are available in Fund 184 in the BCC Approved FY
18 budget for these services.
GROWTH MANAGEMENT IMPACT: There is no impact to Growth Management Plan from this
action.
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council recommended
approval of this item 6-1 at the October 23, 2017 meeting.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval. - CMG
RECOMMENDATION: Recommendation to award RFP # 17-7120 for Tourism Midwest Sales
Representation to Synergy-Connect, LLC, execute the County Attorney approved contract and make a
finding that this item promotes tourism.
Prepared by: Jack Wert, Tourism Director
ATTACHMENT(S)
1. 17-7120 RFP Midwest Tourism Rep (DOCX)
2. 17-7120 Synergy Connect Proposal (PDF)
3. 17-7120 Score Sheet (PDF)
4. 17-7120 NORA (PDF)
5. 17-7120 Synergy_Contract_VendSign (PDF)
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11/14/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.3
Doc ID: 4080
Item Summary: Recommendation to award RFP # 17-7120 for Tourism Midwest Sales
Representation to Synergy-Connect, LLC, execute the County Attorney approved contract in the amount
of $81,500 and make a finding that this item promotes tourism.
Meeting Date: 11/14/2017
Prepared by:
Title: Tourist Development Tax Coordinator – Tourism
Name: Kelly Green
10/25/2017 2:58 PM
Submitted by:
Title: Division Director - Tourism – Tourism
Name: Jack Wert
10/25/2017 2:58 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/26/2017 8:47 AM
Procurement Services Swainson Hall Additional Reviewer Completed 10/26/2017 10:35 AM
Procurement Services Ted Coyman Additional Reviewer Completed 10/26/2017 12:37 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 10/31/2017 8:36 AM
Procurement Services Brenda Brilhart Additional Reviewer Completed 10/31/2017 9:20 AM
Tourism Ed Caum Deputy Director Review Completed 11/02/2017 3:24 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 11/06/2017 8:38 AM
Tourism Jack Wert Director Review Completed 11/06/2017 12:36 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/06/2017 1:07 PM
County Manager's Office Tim Durham Executive Director- Corp Business Ops Completed 11/06/2017 4:20 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/07/2017 7:37 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 11/07/2017 8:37 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 11/07/2017 4:40 PM
Board of County Commissioners MaryJo Brock Meeting Pending 11/14/2017 9:00 AM
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REQUEST FOR PROPOSAL
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Solicitation 17-7120
Tourism Sales Representation in
Midwestern United States
Brenda Brilhart, Procurement Strategist
239-252-8446 (Telephone)
BrendaBrilihart@colliergov.net (Email)
This proposal solicitation document is prepared in a Microsoft Word format. Any alterations to this document
made by the Vendor may be grounds for rejection of propos al, cancellation of any subsequent award, or any
other legal remedies available to the Collier County Government.
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Table of Contents
LEGAL NOTICE .................................................................................................................................................................. 3
EXHIBIT I: SCOPE OF WORK, SPECIFICATIONS AND RESPONSE FORMAT ........................................................................... 4
EXHIBIT II: GENERAL RFP INSTRUCTIONS .......................................................................................................................... 9
EXHIBIT III: COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS ....................................................................12
EXHIBIT IV: ADDITIONAL TERMS AND CONDITIONS FOR RFP...........................................................................................15
ATTACHMENT 1: VENDOR’S NON-RESPONSE STATEMENT ...............................................................................................24
ATTACHMENT 2: VENDOR CHECK LIST .............................................................................................................................25
ATTACHMENT 3: CONFLICT OF INTEREST AFFIDAVIT ........................................................................................................26
ATTACHMENT 4: VENDOR DECLARATION STATEMENT ....................................................................................................27
ATTACHMENT 5: AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS ....................................................................29
ATTACHMENT 6: IMMIGRATION AFFIDAVIT CERTIFICATION ...........................................................................................30
ATTACHMENT 7: VENDOR SUBSTITUTE W – 9 .................................................................................................................31
ATTACHMENT 8: INSURANCE AND BONDING REQUIREMENTS ........................................................................................32
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Legal Notice
Sealed Proposals to provide Tourism Sales Representation will be received until 3:00PM Naples
local time, on July 10, 2017 at www.colliergov.net/bid.
Solicitation
17-7120 - Tourism Sales Representation in Midwestern United States
Services to be provided may include, but not be limited to the following: Tourism Representation
services located in the Midwestern United States.
All statements shall be made upon the official proposal form which may be obtained on the Collier
County Procurement Services Division Online Bidding System website: www.colliergov.net/bid.
Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability
or marital status.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA,
BY: /S/ Edward F. Coyman, Jr.
Director, Procurement Services
This Public Notice was posted on the Collier County Procurement Services Division website:
www.colliergov.net/purchasing and in the Lobby of Procurement Services Division Building "G",
Collier County Government Center on June 8, 2017.
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Naples, Marco Island, Everglades Convention & Visitors Bureau (CVB) Division
(hereinafter, the “Division or Department”), the Collier County Board of County Commissioners
Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal
(hereinafter, “RFP”) with the intent of obtaining proposals from inter ested and qualified Consultants in
accordance with the terms, conditions and specifications stated or attached. The Consultant, at a
minimum, must achieve the requirements of the Specifications or Scope of Work stated.
Brief Description of Purchase
The Naples, Marco Island, Everglades Convention & Visitors Bureau (CVB), a division of Collier
County Government (County), is seeking Tourism Representation services located in the Midwestern
United States. Historically, annual spend is $49,500.
Detailed Scope of Work
The CVB is interested in contracting with a seasoned meeting market sales professional, based in the
Midwest United States, to represent the CVB in the following essential functions:
• Assist CVB Group Sales to coordinate meeting planner or meetings market journalist
familiarization tours of the destination.
• Educate planners and their clients on Collier County hotels, attractions, dining, shopping,
beaches, etc.
• Maintain a Calendar of sales missions, tradeshows and group contact solicitations and share at
least monthly with CVB group sales supervisor.
• Attend and coordinate trade show as assigned by the CVB Group Sales Supervisor.
• Compile monthly reports on all sales calls, trade shows, regional tourism events, sales and media
missions and Familiarization trips (FAMs) completed.
• Make sales presentations to Midwest planner groups, incentive houses, meeting services
companies to encourage them to bring their meetings, group functions, Incentive trips and
reunions to Collier County.
• Coordinate monthly meetings with CVB Group Sales Supervisor on a rotating location basis or by
phone to discuss important tourism issues. Those topics would include sales call reports and
results, suggested promotions, advertising, digital and social media strategies to reach group
meeting planners on future or repeat business.
• Contractor will prepare and present to the County, attention Tourism Director, a proposed annual
marketing plan which will be provided by the contracted person at the same total compensation
amount for time and out of pocket expenditures for these services for the initial three year term of
the contract.
• Store and distribute CVB promotional materials and sales collateral as provided by Collier area
tourism partners, and specialty items provided by the County Tourism Division. These materials
would include CVB Visitor Guide, Golf Guide, Meeting Planner Guides, tri-fold destination
brochures in different languages, Visitor Maps, power point presentations, logos, stationery and
website information.
• Review content of tourism publications for accuracy.
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• Present estimates to CVB in advance for pre-approval of out of pocket expenses for travel and
other sales activity expenses. These expenses would be limited to the following annual totals:
• $12,000 for sales missions averaging one per quarter at up to $3,000 each.
• $ 20,000 for Trade Show registrations.
• Registrations for trade shows will be paid directly by the CVB. All other out of pocket
expenses will be reimbursed to the Contractor after presentation to the Group Sales
Supervisor.
• Contractor will make cold calls and provide lead generation and follow up reports and leads
monthly to CVB group sales supervisor
• Contractor will generate a minimum of 8 RFP’s (Request for Proposal) per month at a 25%
conversion to definite goal.
• The target markets for these calls, sales missions, trade shows and leads will be corporate
meeting planners and incentive houses in Minnesota, Wisconsin, Illinois, Kansas,
Michigan, and Indiana with focus on Minneapolis, Milwaukee, Chicago, Kansas City,
Dearborn and South Bend. The focus will be on Incentive, Corporate and Luxury.
• Contractor will organize at least one planner site visit per month of the destination with
coordination and support from the CVB sales staff.
• Contractor will provide their own in market office spaces and computers/office equipments,
computer network and professional email address; telephone, fax and copy machine for their use.
These services will be provided at no additional cost to the County.
• Contractor will provide 40 hours per month of contracted services as recorded in a time log and
reported on a monthly basis by the tenth of the month following the activity.
• Contractor will provide their own insurance at their own expense in compliance with Collier
County’s insurance requirements included in Attachment 8 of this document.
Term of Contract
The County’s intent is to negotiate an agreement with the number one ranked firm. The contract
term, if an award(s) is/are made is intended to be for three (3) years with one (1) two (2) year renewal
option. Prices shall remain firm for the initial term of this contract. Surcharges will not be accepted
in conjunction with this contract, and such charges should be incorporated into the pricing structure.
The Contract is subject to availability of Tourist Development Tax funds (TDT). If Category B TDT
funds are not available, the County will provide notice in writing to the Contractor that they intend to
terminate the Contract.
Projected Solicitation Timetable
The following projected timetable should be used as a working guide for planning purposes only. The
County reserves the right to adjust this timetable as required during the course of the RFP process.
Event Date
Issue Solicitation Notice June 8, 2017
Last Date for Receipt of Written Questions 5:00 PM June 30, 2017
Pre-solicitation meeting N/A
Solicitation Deadline Date and Time 3:00 PM July 10, 2017
Response Format
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The Vendor understands and agrees to abide by all of the RFP specifications, provisions, terms
and conditions of same, and all ordinances and policies of Collier County. The Vendor further
agrees that if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the
guidelines set forth in this RFP.
Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in the Acceptance of Conditions section of the proposal. However, any proposal that
contains such variances may be considered non-responsive.
The items listed below shall be submitted with each proposal and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs.
Failure by a Vendor to include all listed items may result in the rejection of its proposal.
Tab I, Cover Letter / Pricing (20 Points)
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying
philosophy of the firm in tourism representation. Include the name(s), telephone number(s)
and email(s) of the authorized contact person(s) concerning your proposal. Submission of a
signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of
this RFP.
In this tab, also include:
Detailed plan of approach in representing Collier County.
Detailed time line for projects throughout the year.
Pricing in the following format:
Item # Description Price
1 Midwest Sales Representation
2 Sales Missions $12,000.00
3 Trade Show Registration $20,000.00
4 Additional Reimbursable Expenses
5 TOTAL
Tab II, Proposer’s Solution to County’s Requirements (25 points)
How does your firm intend to increase the Collier County Brand in the US Midwest? Include
the following:
Describe your philosophy on targeting various meeting planners with varying types of
clients. .
How do you intend to meet each of the County’s requirements identified in the RFP’s
Detailed Scope of Work, page 4-5.
Provide at least one sample of work product completed for a similar client on tourism
representation experience.
Provide at least one sample of a “break-through” and innovative approach to tourism group
sales representation.
Describe your backup systems or locations in case of an emergency that will enable you
to carry on business.
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Describe how you use social media networks to support your sales plan.
Tab III: Proposer’s Experience and Capacity (25 points)
Demonstrate key parts of your experience that makes you uniquely qualified to perform these
services for the County, including:
Describe the specific knowledge of Florida tourism and representing Florida
travel destinations.
Indicate your thoughts and philosophies on tourism representation and site examples of
how you positioned other group sales clients, the challenges you faced and the ways you
overcame those challenges in delivering those strategies.
Provide information that documents your qualifications to produce the required
deliverables, including abilities, capacity, skill, and financial strength, and number of years
of experience in providing the required services.
If you will have support from other sales professionals, describe the various team
members’ successful experience in working with one another on previous projects.
Include references from up to three (3) clients that you have performed the same or
similar representation services for.
Tab IV, Specialized Expertise of Team Members (20 points)
In this tab, include:
Description of the proposed contract team and the role to be played by each member
of the team.
Attach brief resumes of any other team members who will be involved in the
management of your group sales representation services.
If you anticipate using any sub-contractors in delivering your group sales
representation services, please include resumes on each of them.
Tab V, Local Vendor Preference (10 points)
Any local vendor (Lee or Collier County) that has an office in the Midwest USA, and completes
Attachment 5: Affidavit for claiming status as a local business will be awarded all the points for
this section. Include in this section
Attachment 5, if applicable
List of office locations in the Midwest USA.
Tab Vl, Acceptance of Conditions
Indicate any exceptions to the general terms and conditions of the RFP, and to insurance
requirements or any other requirements listed in this RFP. If no exceptions are indicated in this
tabbed section, it will be understood that no exceptions to these documents will be considered
after the award, or if applicable, during negotiations. Exceptions taken by a Vendor may result
in evaluation point deduction(s) and/or exclusion of proposal for Selection Committee
consideration, depending on the extent of the exception(s). Such determination shall be at the
sole discretion of the County and Selection Committee.
Tab VIl, Required Form Submittals
Attachment 2: Vendor Check List
Attachment 3: Conflict of Interest Affidavit
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Attachment 4: Vendor Declaration Statement
Attachment 5: Affidavit for Claiming Status as a Local Business
Attachment 6: Immigration Affidavit Certification
Attachment 7: Vendor Substitute W-9
Attachment 8: Insurance and Bonding Requirements
Attachment 9: Reference Questionnaire
Proposal Selection Committee and Evaluation Factors
The County Manager shall appoint a Selection Committee to review all proposals submitted. The
factors to be considered in the evaluation of proposal responses are listed below.
Tab I, Cover Letter/Pricing 20
Tab II, Solution to County Requirements 25
Tab III, Experience and Capacity of Firm 25
Tab IV, Specialized Expertise of Team Members 20
Local Vendor Preference 10
TOTAL 100 Points
Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the
lower volume of work previously awarded. Volume of work shall be calculated based upon total
dollars paid to the proposer in the twenty-four (24) months prior to the RFP submittal deadline.
Payment information will be retrieved from the County’s financial system of record. The tie
breaking procedure is only applied in the final ranking step of the selection process. In the event a
tie still exists, selection will be determined based on random selection by the Procurement
Services Director before at least three (3) witnesses.
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Exhibit II: General RFP Instructions
1. Questions
Direct questions related to this RFP to the Collier County Procurement Services Division Online
Bidding System website: www.colliergov.net/bid. Vendors must clearly understand that the only
official answer or position of the County will be the one stated on the Collier County Procurement
Services Division Online Bidding System website. For general questions, please call the
referenced Procurement Strategist noted on the cover page.
2. Pre-Proposal Conference
The purpose of the pre-proposal conference is to allow an open forum for discussion and
questioning with County staff regarding this RFP with all prospective Vendors having an equal
opportunity to hear and participate. Oral questions will receive oral responses, neither of which will
be official, nor become part of the RFP. Only written responses to written questions will be
considered official, and will be included as part of this RFP as an addendum.
All prospective Vendors are strongly encouraged to attend, as, this will usually be the only pre-
proposal conference for this solicitation. If this pre-proposal conference is denoted as “mandatory”,
prospective Vendors must be present in order to submit a proposal response.
3. Compliance with the RFP
Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the
RFP may result in disqualification.
4. Ambiguity, Conflict, or Other Errors in the RFP
It is the sole responsibility of the Vendor if the Vendor discovers any ambiguity, conflict,
discrepancy, omission or other error in the RFP, to immediately notify the Procurement Strategist,
noted herein, of such error in writing and request modification or clarification of the document prior
to submitting the proposal. The Procurement Strategist will make modifications by issuing a written
revision and will give written notice to all parties who have received this RFP from the
Procurement Services Division.
5. Proposal, Presentation, and Protest Costs
The County will not be liable in any way for any costs incurred by any Vendor in the preparation of
its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in
any discussions, negotiations, or, if applicable, any protest procedures.
6. Delivery of Proposals
All proposals are to be uploaded on the County’s on line bidding system (www.colliergov.net/bid)
before 3:00PM, Naples local time, on or before July 10, 2017.
7. Validity of Proposals
No proposal can be withdrawn after it is filed unless the Vendor makes their request in writing to
the County prior to the time set for the closing of Proposals. All proposals shall be valid for a
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period of one hundred eighty (180) days from the submission date to accommodate evaluation
and selection process.
8. Evaluation of Proposals
The County’s procedure for selecting is as follows:
1. The County Manager or designee shall appoint a selection committee to review all
proposals submitted.
2. The Request for Proposal is issued.
3. Subsequent to the closing date for the proposals, the Procurement professional will
conduct a preliminary review of the proposals received and review each proposal to
determine if it’s responsive to the requirements of the published RFP.
4. Selection committee meetings will be open to the public and the Procurement professional
will publicly post notice of such meeting(s) in the lobby of the Procurement Services
Division Building, County calendar and on the County’s Procurement Services Internet site.
Public meeting dates and times should be posted with at least three (3) days in advance
on the County’s website calendar.
5. Selection committee members will independently review and score each proposal based
on the evaluation criteria stated in the request for proposal using the Individual Selection
Committee Score and Rank Form. Committee members will individually prepare
comments for discussion at the next meeting. The Individual Selection Committee Score
and Rank Form is merely a tool to assist the selection committee member in their review of
the proposals. Although it is a tool, the signed form will become part of the final
procurement record.
6. At the scheduled selection meeting, the members will present their independent
conclusions and comments based on their reading and interpretation of the materials
presented to each other, and they may ask questions of one another
7. The Selection Committee reserves the right to hold oral presentations and establish a rank
order for presentations. In any of the selection committee meeting deliberations, by
consensus, members may request to invite firms in to clarify their proposals, ask for
additional information, present materials, interview, and ask questions, etc. The members
may consider any and all information obtained through this method in formulating their
individual ranking and subsequent selection committee overall ranking and final ranking.
8. Once the individual ranking has been completed, the Procurement professional will direct
selection committee members to read their individual ranking publically. The Procurement
professional will record individual rankings on the Final Ranking Sheet which will
mathematically compile into an overall selection committee rank of proposers. Once final
rank is completed by the Committee, the public will be permitted to provide comments
(limited to three (3) minutes).
9. After final consensus of the ranking, staff will subsequently enter into negotiations.
Recommendation of contract award is dependent upon the successful and full execution of
a mutually agreed contract, pending the final approval by the Board of County
Commissioners.
The County reserves the right to withdraw this RFP at any time and for any reason, and to issue
such clarifications, modifications, and/or amendments as it may deem appropriate. Receipt of a
proposal by the County or a submission of a proposal to the County offers no rights upon the
Vendor nor obligates the County in any manner. Acceptance of the proposal does not guarantee
issuance of any other governmental approvals. Proposals which include provisions requiring the
granting of zoning variances shall not be considered.
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9. References
The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
10. Acceptance or Rejection of Proposals
The right is reserved by the County to waive any irregularities in any proposal, to reject any or all
proposals, to re-solicit for proposals, if desired, and upon recommendation and justification by
Collier County to accept the proposal which in the judgment of the County is deemed the most
advantageous for the public and the County of Collier. Any proposal which is incomplete,
conditional, obscure or which contains irregularities of any kind, may be cause for rejection. In the
event of default of the successful Vendor, or their refusal to enter into the Collier County contract,
the County reserves the right to accept the proposal of the second ranked firm or to re-advertise
using the same or revised documentation, at its sole discretion.
12. Reserved Rights
Collier County reserves the right in any solicitation to accept or reject any or all bids, proposals or
offers; to waive minor irregularities and technicalities; or to request resubmission. Also, Collier
County reserves the right to accept all or any part of any bid, proposal, or offer, and to increase or
decrease quantities to meet additional or reduced requirements of Collier County. Notwithstanding
any other provisions of this Article, if none or only one responsive and responsible bid or proposal
is received following any solicitation, the County Manager, or designee, reserves the right to reject
all bids, proposals or offers and to negotiate with any responsible providers to secure the best
terms and conditions in the sole interest of the County unless otherwise provided by law.
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Exhibit III: Collier County Purchase Order Terms and Conditions
1. Offer
This offer is subject to cancellation by the
COUNTY without notice if not accepted by
VENDOR within fourteen (14) days of issuance.
2. Acceptance and Confirmation
This Purchase Order (including all documents
attached to or referenced therein) constitutes the
entire agreement between the parties, unless
otherwise specifically noted by the COUNTY on
the face of this Purchase Order. Each delivery of
goods and/or services received by the COUNTY
from VENDOR shall be deemed to be upon the
terms and conditions contained in this Purchase
Order.
No additional terms may be added and Purchase
Order may not be changed except by written
instrument executed by the COUNTY. VENDOR is
deemed to be on notice that the COUNTY objects
to any additional or different terms and conditions
contained in any acknowledgment, invoice or other
communication from VENDOR, notwithstanding
the COUNTY’S acceptance or payment for any
delivery of goods and/or services, or any similar
act by VENDOR.
3. Inspection
All goods and/or services delivered hereunder shall
be received subject to the COUNTY’S inspection
and approval and payment therefore shall not
constitute acceptance. All payments are subject to
adjustment for shortage or rejection. All defective
or nonconforming goods will be returned pursuant
to VENDOR'S instruction at VENDOR’S expense.
To the extent that a purchase order requires a
series of performances by VENDOR, the COUNTY
prospectively reserves the right to cancel the entire
remainder of the Purchase Order if goods and/or
services provided early in the term of the Purchase
Order are non-conforming or otherwise rejected by
the COUNTY.
4. Shipping and Invoices
a) All goods are FOB destination and must be
suitably packed and prepared to secure the
lowest transportation rates and to comply with
all carrier regulations. Risk of loss of any
goods sold hereunder shall transfer to the
COUNTY at the time and place of delivery;
provided that risk of loss prior to actual receipt
of the goods by the COUNTY nonetheless
remain with VENDOR.
b) No charges will be paid by the COUNTY for
packing, crating or cartage unless otherwise
specifically stated in this Purchase Order.
Unless otherwise provided in Purchase Order,
no invoices shall be issued nor payments
made prior to delivery. Unless freight and
other charges are itemized, any discount will
be taken on the full amount of invoice.
c) All shipments of goods scheduled on the same
day via the same route must be consolidated.
Each shipping container must be consecutively
numbered and marked to show this Purchase
Order number. The container and Purchase
Order numbers must be indicated on bill of
lading. Packing slips must show Purchase
Order number and must be included on each
package of less than container load (LCL)
shipments and/or with each car load of
equipment. The COUNTY reserves the right to
refuse or return any shipment or equipment at
VENDOR’S expense that is not marked with
Purchase Order numbers. VENDOR agrees
to declare to the carrier the value of any
shipment made under this Purchase Order and
the full invoice value of such shipment.
d) All invoices must contain the Purchase Order
number and any other specific information as
identified on the Purchase Order. Discounts of
prompt payment will be computed from the
date of receipt of goods or from date of receipt
of invoices, whichever is later. Payment will be
made upon receipt of a proper invoice and in
compliance with Chapter 218, Fla. Stats.,
otherwise known as the “Local Government
Prompt Payment Act,” and, pursuant to the
Board of County Commissioners Purchasing
Policy.
5. Time Is Of the Essence
Time for delivery of goods or performance of
services under this Purchase Order is of the
essence. Failure of VENDOR to meet delivery
schedules or deliver within a reasonable time, as
interpreted by the COUNTY in its sole judgment,
shall entitle the COUNTY to seek all remedies
available to it at law or in equity. VENDOR agrees
to reimburse the COUNTY for any expenses
incurred in enforcing its rights. VENDOR further
agrees that undiscovered delivery of
nonconforming goods and/or services is not a
waiver of the COUNTY’S right to insist upon further
compliance with all specifications.
6. Changes
The COUNTY may at any time and by written
notice make changes to drawings and
specifications, shipping instructions, quantities and
delivery schedules within the general scope of this
Purchase Order. Should any such change
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increase or decrease the cost of, or the time
required for performance of the Purchase Order,
an equitable adjustment in the price and/or delivery
schedule will be negotiated by the COUNTY and
VENDOR. Notwithstanding the foregoing,
VENDOR has an affirmative obligation to give
notice if the changes will decrease costs. Any
claims for adjustment by VENDOR must be made
within thirty (30) days from the date the change is
ordered or within such additional period of time as
may be agreed upon by the parties.
7. Warranties
VENDOR expressly warrants that the goods and/or
services covered by this Purchase Order will
conform to the specifications, drawings, samples or
other descriptions furnished or specified by the
COUNTY, and will be of satisfactory material and
quality production, free from defects and sufficient
for the purpose intended. Goods shall be delivered
free from any security interest or other lien,
encumbrance or claim of any third party. These
warranties shall survive inspection, acceptance,
passage of title and payment by the COUNTY.
8. Statutory Conformity
Goods and services provided pursuant to this
Purchase Order, and their production and
transportation shall conform to all applicable laws,
including but not limited to the Occupational Health
and Safety Act, the Federal Transportation Act and
the Fair Labor Standards Act, as well as any law or
regulation noted on the face of the Purchase
Order.
9. Advertising
No VENDOR providing goods and services to the
COUNTY shall advertise the fact that it has
contracted with the COUNTY for goods and/or
services, or appropriate or make use of the
COUNTY’S name or other identifying marks or
property without the prior written consent of the
COUNTY’S Purchasing Department.
10. Indemnification
VENDOR shall indemnify and hold harmless the
COUNTY from any and all claims, including claims
of negligence, costs and expenses, including but
not limited to attorneys' fees, arising from, caused
by or related to the injury or death of any person
(including but not limited to employees and agents
of VENDOR in the performance of their duties or
otherwise), or damage to property (including
property of the COUNTY or other persons), which
arise out of or are incident to the goods and/or
services to be provided hereunder.
11. Warranty of Non-Infringement
VENDOR represents and warrants that all goods
sold or services performed under this Purchase
Order are: a) in compliance with applicable laws; b)
do not infringe any patent, trademark, copyright or
trade secret; and c) do not constitute unfair
competition.
VENDOR shall indemnify and hold harmless the
COUNTY from and against any and all claims,
including claims of negligence, costs and expense,
including but not limited to attorneys' fees, which
arise from any claim, suit or proceeding alleging
that the COUNTY’S use of the goods and/or
services provided under this Purchase Order are
inconsistent with VENDOR'S representations and
warranties in section 11 (a).
If any claim which arises from VENDOR'S breach
of section 11 (a) has occurred, or is likely to occur,
VENDOR may, at the COUNTY’S option, procure
for the COUNTY the right to continue using the
goods or services, or replace or modify the goods
or services so that they become non-infringing,
(without any material degradation in performance,
quality, functionality or additional cost to the
COUNTY).
12. Insurance Requirements
The VENDOR, at its sole expense, shall provide
commercial insurance of such type and with such
terms and limits as may be reasonably associated
with the Purchase Order. Providing and
maintaining adequate insurance coverage is a
material obligation of the VENDOR. All insurance
policies shall be executed through insurers
authorized or eligible to write policies in the State
of Florida.
13. Compliance with Laws
In fulfilling the terms of this Purchase Order,
VENDOR agrees that it will comply with all federal,
state, and local laws, rules, codes, and ordinances
that are applicable to the conduct of its business.
By way of non-exhaustive example, this shall
include the American with Disabilities Act and all
prohibitions against discrimination on the basis of
race, religion, sex creed, national origin, handicap,
marital status, or veterans’ status. Further,
VENDOR acknowledges and without exception or
stipulation shall be fully responsible for complying
with the provisions of the Immigration Reform and
Control Act of 1986 as located at 8 U.S.C. 1324, et
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seq. and regulations relating thereto, as either may
be amended. Failure by the awarded firm(s) to
comply with the laws referenced herein shall
constitute a breach of the award agreement and
the County shall have the discretion to unilaterally
terminate said agreement immediately. Any
breach of this provision may be regarded by the
COUNTY as a material and substantial breach of
the contract arising from this Purchase Order.
14. Force Majeure
Neither the COUNTY nor VENDOR shall be
responsible for any delay or failure in performance
resulting from any cause beyond their control,
including, but without limitation to war, strikes, civil
disturbances and acts of nature. When VENDOR
has knowledge of any actual or potential force
majeure or other conditions which will delay or
threatens to delay timely performance of this
Purchase Order, VENDOR shall immediately give
notice thereof, including all relevant information
with respects to what steps VENDOR is taking to
complete delivery of the goods and/or services to
the COUNTY.
15. Assignment
VENDOR may not assign this Purchase Order, nor
any money due or to become due without the prior
written consent of the COUNTY. Any assignment
made without such consent shall be deemed void.
16. Taxes
Goods and services procured subject to this
Purchase Order are exempt from Florida sales and
use tax on real property, transient rental property
rented, tangible personal purchased or rented, or
services purchased (Florida Statutes, Chapter
212), and from federal excise tax.
17. Annual Appropriations
The COUNTY’S performance and obligation to pay
under this Purchase Order shall be contingent
upon an annual appropriation of funds.
18. Termination
This Purchase Order may be terminated at any
time by the COUNTY upon 30 days prior written
notice to the VENDOR. This Purchase Order may
be terminated immediately by the COUNTY for
breach by VENDOR of the terms and conditions of
this Purchase Order, provided that COUNTY has
provided VENDOR with notice of such breach and
VENDOR has failed to cure within 10 days of
receipt of such notice.
19. General
a) This Purchase Order shall be governed by the
laws of the State of Florida. The venue for any
action brought to specifically enforce any of the
terms and conditions of this Purchase Order
shall be the Twentieth Judicial Circuit in and for
Collier County, Florida
b) Failure of the COUNTY to act immediately in
response to a breach of this Purchase Order
by VENDOR shall not constitute a waiver of
breach. Waiver of the COUNTY by any default
by VENDOR hereunder shall not be deemed a
waiver of any subsequent default by VENDOR.
c) All notices under this Purchase Order shall be
sent to the respective addresses on the face
page by certified mail, return receipt requested,
by overnight courier service, or by personal
delivery and will be deemed effective upon
receipt. Postage, delivery and other charges
shall be paid by the sender. A party may
change its address for notice by written notice
complying with the requirements of this
section.
d) The Vendor agrees to reimbursement of any
travel expenses that may be associated with
this Purchase Order in accordance with Florida
Statute Chapter 112.061, Per Diem and Travel
Expenses for Public Officers, employees and
authorized persons.
e) In the event of any conflict between or among
the terms of any Contract Documents related
to this Purchase Order, the terms of the
Contract Documents shall take precedence
over the terms of the Purchase Order. To the
extent any terms and /or conditions of this
Purchase Order duplicate or overlap the Terms
and Conditions of the Contract Documents, the
provisions of the Terms and/or Conditions that
are most favorable to the County and/or
provide the greatest protection to the County
shall govern.
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Exhibit IV: Additional Terms and Conditions for RFP
1. Insurance Requirements
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in the Insurance and
Bonding attachment of this solicitation. The Vendor shall procure and maintain property insurance
upon the entire project, if required, to the full insurable value of the scope of work.
The County and the Vendor waive against each other and the County’s separate Vendors,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to the
proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County’s separate Vendors, Design Consultants and Subcontractors
and shall require each of them to include similar waivers in their contracts.
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identify “For any and all work
performed on behalf of Collier County.”
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this
solicitation and shall contain a severability of interests’ provisions.
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County. The
"Certificate Holder" should read as follows:
Collier County Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set forth
in the Insurance and Bonding attachment, with the use of Insurance Services Office (ISO) forms and
endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under
any of the below listed minimum required coverage, Vendor must identify on the Certificate of
Insurance the nature and amount of such self- insured retentions or deductibles and provide
satisfactory evidence of financial responsibility for such obligations. All self -insured retentions or
deductibles will be Vendor’s sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work
until the date of completion and acceptance of the scope of work by the County or as specified in this
solicitation, whichever is longer. The Vendor and/or its insurance carrier shall provide 30 days
written notice to the County of policy cancellation or non-renewal on the part of the insurance carrier
or the Vendor. The Vendor shall also notify the County, in a like manner, within twenty-four (24)
hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in
coverage or limits received by Vendor from its insurer and nothing contained herein shall relieve
Vendor of this requirement to provide notice. In the event of a reduction in the aggregate limit of any
policy to be provided by Vendor hereunder, Vendor shall immediately take steps to have the
aggregate limit reinstated to the full extent permitted under such policy.
Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County
may terminate the Agreement or at its sole discretion shall be authorized to purchase such
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coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the
County for such costs within thirty (30) days after demand, the County has the right to offset these
costs from any amount due Vendor under this Agreement or any other agreement between the
County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it
be responsible for the coverage(s) purchased or the insurance company or companies used. The
decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a
waiver of any of its rights under the Contract Documents.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the
scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of
the Vendor to provide the County with such renewal certificate(s) shall be considered justification for
the County to terminate any and all contracts.
2. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful vendor extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of
the successful vendor.
3. Additional Items and/or Services
Additional items and / or services may be added to the resultant contract, or purchase order, in
compliance with the Procurement Ordinance.
4. County’s Right to Inspect
The County or its authorized Agent shall have the right to inspect the Vendor’s facilities/project site
during and after each work assignment the Vendor is performing.
5. Vendor Performance Evaluation
The County has implemented a Vendor Performance Evaluation System for all contracts awarded in
excess of $25,000. To this end, vendors will be evaluated on their performance upon
completion/termination of this Agreement.
6. Additional Terms and Conditions of Contract
Collier County has developed standard contracts/agreements, approved by the Board of County
Commissioners (BCC). The resultant contract(s) may include purchase or work orders issued under
one, or any combination of price methodologies by the County’s project manager. The County
reserves the right to include in any contract document such terms and conditions, as it deems
necessary for the proper protection of the rights of Collier County. A sample copy of this contract is
available upon request. The County will not be obligated to sign any contracts, maintenance and/or
service agreements or other documents provided by the Vendor. The County’s project manager
shall coordinate with the Vendor / Contractor the return of any surplus assets, including
materials, supplies, and equipment associated with the scope or work.
7. Payment Method
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor’s invoices must include:
Purchase Order Number
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Description and quantities of the goods or services provided per instructions on the County’s
purchase order or contract.
Invoices shall be sent to:
Board of County Commissioners
Clerk’s Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk@collierclerk.com.
Collier County, in its sole discretion, will determine the method of payment for goods and/or services
as part of this agreement.
Payment methods include:
Traditional – payment by check, wire transfer or other cash equivalent.
Standard – payment by purchasing card. Collier County’s Purchasing Card Program is
supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is
cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of
using the County’s credit card for transactions relating to this solicitation. The County will entertain
bids clearly stating pricing for standard payment methods. An additional separate discounted price
for traditional payments may be provided at the initial bid submittal if it is clearly marked as an
“Additional Cash Discount.”
Upon execution of the Contract and completion of each month’s work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that
prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for
payment without prior approval from the Project manager. All invoices should be submitted within
the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.)
Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment)
unless specifically authorized by the Project Manager.
Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt
and approval of invoices submitted on the date of services or within six (6) months after completion
of contract. Any untimely submission of invoices beyond the specified deadline period is subject to
non-payment under the legal doctrine of “laches” as untimely submitted. Time shall be deemed of
the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off-set the amount owed to the County by applying the
amount owed to the vendor or contractor for services performed of for materials delivered in
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
compliance with Chapter 218 Florida Statutes, otherwise known as the “Local Government Prompt
Payment Act.” Collier County reserves the right to withhold and/or reduce an appropriate amount of
any payment for work not performed or for unsatisfactory performance of Contractual requirements.
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8. Environmental Health and Safety
All Vendors and Sub vendors performing service for Collier County are required and shall comply
with all Occupational Safety and Health Administration (OSHA), State and County Safety and
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub
vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that
may cause injury or damage to any persons or property within and around the work site. All firewall
penetrations must be protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County facility,
property and/or right-of-way for the purpose of inspection of any Vendor’s work operations. This
provision is non-negotiable by any department and/or Vendor.
9. Licenses
The Vendor is required to possess the correct Business Tax Receipt, professional license, and any
other authorizations necessary to carry out and perform the work required by the project pursuant to
all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any
kind. Additionally, copies of the required licenses must be submitted with the proposal
response indicating that the entity proposing, as well as the team assigned to the County
account, is properly licensed to perform the activities or work included in the contract
documents. Failure on the part of any Vendor to submit the required documentation may be
grounds to deem Vendor non-responsive. A Vendor, with an office within Collier County is also
required to have an occupational license.
All State Certified contractors who may need to pull Collier County permits or call in inspections must
complete a Collier County Contractor License registration form and submit the required fee. After
registering the license/registration will need to be renewed thereafter to remain “active” in Collier
County. If you have questions regarding professional licenses contact the Contractor Licensing at
(239) 252-2431, 252-2432 or 252-2909. Questions regarding required occupational licenses, please
contact the Tax Collector’s Office at (239) 252-2477.
10. Principals/Collusion
By submission of this Proposal the undersigned, as Vendor, does declare that the only person or
persons interested in this Proposal as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this Proposal or in the contract to be entered into;
that this Proposal is made without connection with any person, company or parties making a
Proposal, and that it is in all respects fair and in good faith without collusion or fraud.
11. Relation of County
It is the intent of the parties hereto that the Vendor shall be legally considered an independent
Vendor, and that neither the Vendor nor their employees shall, under any circumstances, be
considered employees or agents of the County, and that the County shall be at no time legally
responsible for any negligence on the part of said Vendor, their employees or agents, resulting in
either bodily or personal injury or property damage to any individual, firm, or corporation.
12. Termination
Should the Contractor be found to have failed to perform services in a manner satisfactory to the
County, the County may terminate this Agreement immediately for cause; further the County may
terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be
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sole judge of non-performance. In the event that the award of this solicitation is made by the
Procurement Services Director, the award and any resultant purchase orders may be terminated at
any time by the County upon thirty (30) days written notice to the awarded vendor(s) pursuant to the
Board’s Procurement Ordinance.
13. Lobbying
After the issuance of any solicitation, no current or prospective vendor or any person acting on their
behalf, shall contact, communicate with or discuss any matter relating to the solicitation with any
Collier County employee or elected or appointed official, other than the Procurement Services
Director or his/her designees. This prohibition ends upon execution of the final contract or upon
cancellation of the solicitation. Any current or prospective vendor that lobbies any Collier County
employee or elected or appointed official while a solicitation is open or being recommended for award
(i) may be deemed ineligible for award of that solicitation by the Procurement Services Director, and
(ii) will be subject to Suspension and Debarment outlined in section Twenty-eight of County
Ordinance 2017-08.
14. Public Records Compliance
Florida Public Records Law Chapter 119, including specifically those contractual requirements in
119.0701(2)(a)-(b) as follows:
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:
Communication and Customer Relations Division
3299 Tamiami Trail East, Suite 102
Naples, FL 34112-5746
Telephone: (239) 252-8383
The Contractor must specifically comply with the Florida Public Records Law to:
1. Keep and maintain public records required by the public agency to perform the service.
2. Upon request from the public agency’s custodian of public records, provide the public agency
with a copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this chapter or as
otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements are not disclosed except as authorized by law for the duration of the
contract term and following completion of the contract if the Contractor does not transfer the
records to the public agency.
4. Upon completion of the contract, transfer, at no cost, to the public agency all public records
in possession of the Contractor or keep and maintain public records required by the public
agency to perform the service. If the Contractor transfers all public records to the public
agency upon completion of the contract, the Contractor shall destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure
requirements. If the Contractor keeps and maintains public records upon completion of the
contract, the Contractor shall meet all applicable requirements for retaining public records.
All records stored electronically must be provided to the public agency, upon request from
the public agency’s custodian of public records, in a format that is compatible with the
information technology systems of the public agency.
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501)
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In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.org/search.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number
shall be identified. Firms who do not provide the certificate of authority at the time of response shall
be required to provide same within five (5) days upon notification of selection for award. If the firm
cannot provide the document within the referenced timeframe, the County reserves the right to award
to another firm.
16. Single Proposal
Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as
a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub -
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of t his
requirement will be deemed non-responsive and rejected from further consideration.
17. Survivability
Bids (ITBs/RFPs): The Consultant/Contractor/Vendor agrees that any Work Order/Purchase Order
that extends beyond the expiration date of Solicitation 17-7120 resultant of this solicitation will survive
and remain subject to the terms and conditions of that Agreement until the completion or termination
of any Work Order/Purchase Order.
18. Protest Procedures
With respect to a protest of the terms, conditions and specifications contained in a solicitation,
including any provisions governing the methods for evaluation of bids, proposals or replies, awarding
contracts, reserving rights for further negotiation or modifying or amending any contract, the
protesting party shall file a notice of intent to protest within three (3) days, excluding weekends and
County holidays, after the first publication, whether by posting or formal advertisement of the
solicitation. The formal written protest shall be filed within five (5) days of the date the notice of intent
is filed. Formal protests of the terms, conditions and specifications shall contain all of the information
required for the Procurement Services Director, to render a decision on the formal protest and
determine whether postponement of the bid opening or proposal/response closing time is
appropriate. The Procurement Services Director's decision shall be considered final and conclusive
unless the protesting party files an appeal of the Procurement Services Director's decision.
Any actual bidder or respondent to who desires to protest a recommended contract award shall
submit a notice of intent to protest to the Procurement Services Director within three (3) calendar
days, excluding weekends and County holidays, from the date of the initial posting of the
recommended award.
All formal protests with respect to a recommended contract award shall be submitted in writing to the
Procurement Services Director for a decision. Said protests shall be submitted within five (5)
calendar days, excluding weekends and County holidays, from the date that the notice of intent to
protest is received by the Procurement Services Director, and accompanied by the required fee.
Complete form and instructions for formal protest are set forth in Section 23 of Collier County
Ordinance 2017-08. The protesting party must have standing as defined by established Florida case
law to maintain a protest.
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19. Public Entity Crime
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; 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 s. 287.017 for
CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
20. Security and Background Checks
The Contractor is required to comply with County Ordinance 2004-52, as amended. Background
checks are valid for five (5) years and the Contractor shall be responsible for all associated costs. If
required, Contractor shall be responsible for the costs of providing background checks by the Collier
County Facilities Management Division for all employees that shall provide services to the County
under this Agreement. This may include, but not be limited to, checking federal, state and local law
enforcement records, including a state and FBI fingerprint check, credit reports, education, residence
and employment verifications and other related records. Contractor shall be required to maintain
records on each employee and make them available to the County for at least four (4) years.
All of Contractor’s employees and subcontractors must wear Collier County Government
Identification badges at all times while performing services on County facilities and properties.
Contractor ID badges are valid for one (1) year from the date of issuance and can be renewed each
year at no cost to the Contractor during the time period in which their background check is valid, as
discussed below. All technicians shall have on their shirts the name of the contractor’s business.
The Contractor shall immediately notify the Collier County Facilities Management Division via e -mail
(DL-FMOPS@colliergov.net) whenever an employee assigned to Collier County separates from their
employment. This notification is critical to ensure the continued security of Collier County facilities
and systems. Failure to notify within four (4) hours of separation may result in a deduction of $500
per incident.
CCSO requires separate fingerprinting prior to work being performed in any of their locations. This
will be coordinated upon award of the contract. If there are additional fees for this process, the
vendor is responsible for all costs.
21. Conflict of Interest
Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP
document. Disclosure of any potential or actual conflict of interest is subject to County staff review
and does not in and of itself disqualify a firm from consideration. These disclosures are intended to
identify and or preclude conflict of interest situations during contract selection and execution.
22. Prohibition of Gifts to County Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee,
service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida
Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311.
Violation of this provision may result in one or more of the following consequences: a. Prohibition by
the individual, firm, and/or any employee of the firm from contact with County staff for a specified
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period of time; b. Prohibition by the individual and/or firm from doing business with the County for a
specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c.
immediate termination of any contract held by the individual and/or firm for cause.
23. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States. The
Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland
Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-
based means of verifying employment eligibility of workers in the United States; it is not a substitute
for any other employment eligibility verification requirements. The program will be used for Collier
County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including professional
services and construction services.
Exceptions to the program:
Commodity based procurement where no services are provided.
Where the requirement for the affidavit is waived by the Board of County Commissioners
Vendors / Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of
their enrollment, at the time of the submission of the vendor’s/bidder’s proposal. Acceptable
evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of
the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also
required to provide the Collier County Procurement Services Division an executed affidavit certifying
they shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents.
If the Bidder/Vendor does not comply with providing both the acceptable E-Verify evidence
and the executed affidavit the bidder’s / vendor’s proposal may be deemed non-responsive.
Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all
purchases not covered under the “Exceptions to the program” clause above. For additional
information regarding the Employment Eligibility Verification System (E -Verify) program visit the
following website: http://www.dhs.gov/E-Verify. It shall be the vendor’s responsibility to familiarize
themselves with all rules and regulations governing this program.
Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be
fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986
as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and
with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the
laws referenced herein or the provisions of this affidavit shall constitute a breach of the award
agreement and the County shall have the discretion to unilaterally terminate said agreement
immediately.
24. Collier County Local Preference Policy
Collier County provides an incentive to local business to enhance the opportunities of local
businesses in the award of County contracts. In the evaluation of proposals, the County rewards
Vendors for being a local business by granting a ten (10) points incentive in the evaluation criterion
points.
Local business means the vendor has a current Business Tax Receipt issued by the Collier County
Tax Collector for at least one year prior to bid or proposal submission to do business within Collier
County, and that identifies the business with a permanent physical business address located within
the limits of Collier County from which the vendor’s staff operates and performs business in an area
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zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non -
permanent structure such as a construction trailer, storage shed, or other non-permanent structure
shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a
vendor shall not be considered a "local business" unless it contributes to the economic development
and well-being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the
County's tax base, and residency of employees and principals of the business within Collier County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or
proposal to be eligible for consideration as a "local business" under this section. A vendor who
misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will
lose the privilege to claim Local Preference status for a period of up to one year.
Under this solicitation proposers desiring to receive local preference will be invited and required to
affirm atively state and provide documentation as set forth in the solicitation in support of their
status as a local business. Any proposer who f ails to submit sufficient documentation with their
proposal offer shall not be granted local preference consideration for the purposes of that specific
contract award. Except where f ederal or state law, or any other funding source, mandates to the
contrar y, Collier County and its agencies and instrumentalities, will give preference to local
businesses in the following m anner.
For all purchases of comm odities and services procured through a competitive proposal process
and not otherwise exem pt from this local preference section, the solicitation shall include a
weighted criterion for local pref erence that equals 10 percent of the total points in the evaluation
criteria published in the solicitation. Purchases of professional services as defined and identified
under subsection 11B.2 (which are subject to Section 287.055, F.S.) and subsection 11B.3 (which
are subject to Section 11.45, F.S.) shall not be subject to this local preference section.
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status
as a Local Business which is included as part of this solicitation.
Failure on the part of a vendor to submit this Affidavit with their proposal response will
preclude said Vendor from being considered for local preference under this solicitation.
A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to
the County will lose the privilege to claim Local Preference status for a period of up to one year.
16.F.3.a
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Attachment 1: Vendor’s Non-Response Statement
The sole intent of the Collier County Procurement Services Division is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons for prospective
Vendors not wishing to respond to this solicitation. If your firm is not responding to this RFP, please
indicate the reason(s) by checking the item(s) listed below and return this form via email or fax, noted on
the cover page, or mail to Collier County Government, Procurement Services Division, 3295 Tamiami
Trail E, Naples, FL 34112.
We are not responding to Solicitation 17-7120 – Tourism Sales Representation in Midwestern
United States for the following reason(s):
Services requested not available through our company.
Our firm could not meet specifications/scope of work.
Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.)
Project is too small.
Insufficient time allowed for preparation of response.
Incorrect address used. Please correct mailing address:
___________________________________________________________________________
_____________________________________________________________________________
_______________________________________________________________________
Other reason(s):_____________________________________________________________
_____________________________________________________________________________
_________________________________________________________________________
___________________________________________________________________________
Name of Firm:
________________________________________________________
Address:
________________________________________________________
City, State, Zip:
________________________________________________________
Telephone:
________________________________________________________
Email:
________________________________________________________
Representative Signature:
________________________________________________________
Representative Name:
_______________________________________ Date ____________
16.F.3.a
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Attachment 2: Vendor Check List
IMPORTANT: THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces
indicated and return with your Proposal. Vendor should check off each of the following items as the
necessary action is completed:
The Proposal has been signed.
All applicable forms have been signed and included, along with licenses to complete the
requirements of the project.
Any addenda have been signed and included.
Name of Firm:
________________________________________________________
Address:
________________________________________________________
City, State, Zip:
________________________________________________________
Telephone:
________________________________________________________
Email:
________________________________________________________
Representative Signature:
________________________________________________________
Representative Name: _____________________________________ Date ______________
16.F.3.a
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Attachment 3: Conflict of Interest Affidavit
The Consultant certifies that, to the best of its knowledge and belief, the past and current work on any
Collier County project affiliated with: 17-7120 Tourism Representation in Midwestern USA does not pose
an organizational conflict as described by one of the three categories below:
Biased ground rules – The firm has not set the “ground rules” for affiliated past or current Collier
County project identified above (e.g., writing a procurement’s statement of work, specifications, or
performing systems engineering and technical direction for the procurement) which appears to skew
the competition in favor of my firm.
Impaired objectivity – The firm has not performed work on an affiliated past or current Collier
County project identified above to evaluate proposals / past performance of itself or a competitor,
which calls into question the contractor’s ability to render impartial advice to the government.
Unequal access to information – The firm has not had access to nonpublic information as part of
its performance of a Collier County project identified above which may have provided the contractor
(or an affiliate) with an unfair competitive advantage in current or future solicitations and contracts.
In addition to this signed affidavit, the contractor / consultant must provide the following:
1. All documents produced as a result of the work completed in the past or currently being worked
on for the above mentioned project; and,
2. Indicate if the information produced was obtained as a matter of public record (in the “sunshine”)
or through non-public (not in the “sunshine”) conversation (s), meeting(s), document(s) and/or
other means.
3. Failure to disclose all material or having an organizational conflict in one or more of the three
categories above be identified, may result in the disqualification for future solicitations affiliated
with the above referenced project(s).
By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that,
to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned
interest or activity (financial, contractual, organizational, or otherwise) which relates to the project
identified above has been fully disclosed and does not pose an organizational conflict.
Firm: ____________________________________________________________________________________
Signature and Date:_________________________________________________________________________
Print Name: _______________________________________________________________________________
Title of Signatory: __________________________________________________________________________
State of_____________________________________ County of ____________________________________
SUBSCRIBED AND SWORN to before me this _________ day of ________________, 20_____,
by _______________________________________________, who is personally known to me to be the
________________________________________ for the Firm, OR who produced the following identification
________________________________________.
__________________________________________________________ _____________________________
Notary Public Commission Expira tion
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Attachment 4: Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
RE: Solicitation: 17-7120 – Tourism Sales Representation in Midwestern United States
Dear Commissioners:
The undersigned, as Contractor declares that this proposal is made without connection or arrangement
with any other person and this proposal is in every respect fair and made in good faith, without collusion
or fraud.
The Contractor agrees, if this proposal is accepted, to execute a Collier County document for the purpose
of establishing a formal contractual relationship between the firm and Collier County, for the performance
of all requirements to which the proposal pertains. The Consultant states that the proposal is based upon
the proposal documents listed by the above referenced Solicitation 17-7120 – Tourism Sales
Representation in Midwestern United States.
(Proposal Continued on Next Page)
16.F.3.a
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PROPOSAL CONTINUED
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this _____ day of _____________, 20
in the County of _______________, in the State of _____________.
Firm’s Legal Name:
Address:
City, State, Zip Code:
Florida Certificate of
Authority Document Number:
Federal Tax Identification
Number
CCR # or CAGE Code
Telephone:
FAX:
Signature by:
(Typed and written)
Title:
Additional Contact Information
Send payments to:
(required if different from above)
Company name used as payee
Contact name:
Title:
Address:
City, State, ZIP
Telephone:
FAX:
Email:
Office servicing Collier
County to place orders
(required if different from above)
Contact name:
Title:
Address:
City, State, ZIP
Telephone: _________________________________
Email _________________________________
16.F.3.a
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Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: 17-7120 – Tourism Sales Representation in Midwestern United States (Check Appropriate
Boxes Below)
State of Florida (Select County if Vendor is described as a Local Business
Collier County
Lee County
Vendor affirms that it is a local business as defined by the Procurement Ordinance of the Collier County Board of
County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Procurement
Ordinance:
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Col lector
for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the
business with a permanent physical business address located within the limits of Collier County from which the
vendor’s staff operates and performs business in an area zoned for the conduct of such business. A Post Office
Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or
other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition
to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic
development and well-being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base,
and residency of employees and principals of the business within Collier County. Vendors shall affirm in writ ing
their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as
a "local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a
proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to
one year.
Vendor must complete the following information:
Year Business Established in Collier County or Lee County: ________
Number of Employees (Including Owner(s) or Corporate Officers):_________
Number of Employees Living in Collier County or Lee (Including Owner(s) or Corporate Officers):_________
If requested by the County, vendor will be required to provide documentation substantiating the information given in
this affidavit. Failure to do so will result in vendor’s submission being deemed not applicable.
Vendor Name: _________________________________________
Date: ________________________
Collier or Lee County Address: ___________________________________________________________
Signature: ____________________________________________ Title: ________________________
STATE OF FLORIDA
COLLIER COUNTY LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this ____ Day of
___________, 20___.
_____________________________________________
Notary Public
My Commission Expires: ________________________
(AFFIX OFFICIAL SEAL)
16.F.3.a
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Attachment 6: Immigration Affidavit Certification
Solicitation: 17-7120 – Tourism Sales Representation in Midwestern United States
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with
formal Invitations to Bid (ITB’s) and Request for Proposals (RFP) submittals. Further, Vendors / Bidders are
required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the
submission of the vendor’s/bidder’s proposal. Acceptable evidence consists of a copy of the properly completed E -
Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the
company. Failure to include this Affidavit and acceptable evidence of enrollment in the E -Verify program,
may deem the Vendor / Bidder’s proposal as non-responsive.
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized
alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section
274A(e) of the Immigration and Nationality Act (“INA”).
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A (e)
of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A (e) of the INA
shall be grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration
Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of
Understanding with E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System
(E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration
at the time of submission of the Vendor’s / Bidder’s proposal.
Company Name ____________________________________________________________________
Print Name
Title _______________________
Signature
Date _______________________
State of ___________________
County of _________________
The foregoing instrument was signed and acknowledged before me this ____day of ___________, 20___, by
_______________________________ who has produced _____________________________ as identification.
(Print or Type Name) (Type of Identification and Number)
_____________________________________
Notary Public Signature
_____________________________________
Printed Name of Notary Public
_____________________________________
Notary Commission Number/Expiration
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy
of this affidavit to interrogatories hereinafter made.
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Attachment 7: Vendor Substitute W – 9
Request for Taxpayer Identification Number and Certification
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
information for tax reporting purposes from individuals and companies who do business with the County (includin g
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and
return with your quote or proposal.
1. General Information (provide all information)
Taxpayer Name ___________________________________________________________________________________
(as shown on income tax return)
Business Name ___________________________________________________________________________________
(if different from taxpayer name)
Address ____________________________________ City _______________________________________________
State ______________________________________ Zip ________________________________________________
Telephone __________________ FAX ______________________ Email __________________________________
Order Information
Address ___________________________________
Remit / Payment Information
Address ____________________________________________
City __________
State ________ Zip ___________
City _____________
State _________ Zip ______________
FAX ______________________________________
Email _____________________________________
FAX ______________________________________________
Email _____________________________________________
2. Company Status (check only one)
Individual / Sole Proprietor Corporation Partnership
Tax Exempt (Federal income tax-exempt entity
under Internal Revenue Service guidelines IRC
501 (c) 3)
Limited Liability Company
Enter the tax classification
(D = Disregarded Entity, C = Corporation, P = Partnership)
3. Taxpayer Identification Number (for tax reporting purposes only)
Federal Tax Identification Number (TIN) _______________________________________________________________
(Vendors who do not have a TIN, will be required to provide a social security number prior to an award of the contract.)
4. Sign and Date Form
Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge.
Signature ___________________________________________________________
Date _________________________________
Title _______________________________________________________________
Phone Number ________________________
16.F.3.a
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Attachment 8: Insurance and Bonding Requirements
Insurance / Bond Type Required Limits
1. Worker’s
Compensation
Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Statutory Limits and Requirements
2. Employer’s Liability
$100,000 single limit per occurrence
3. Commercial General
Liability (Occurrence Form)
patterned after the current
ISO form
Bodily Injury and Property Damage
$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury
Liability and Property Damage Liability. This shall include Premises and
Operations; Independent Contractors; Products and Completed Operations
and Contractual Liability
4. Indemnification To the maximum extent permitted by Florida law, the
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages,
losses and costs, including, but not limited to, reasonable attorneys’ fees and
paralegals’ fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the Contractor/Vendor/Consultant or anyone
employed or utilized by the Contractor/Vendor/Consultant in the performance
of this Agreement. This indemnification obligation shall not be construed to
negate, abridge or reduce any other rights or remedies which otherwise may
be available to an indemnified party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence
of Collier County.
4. Automobile Liability $ 500,000 Each Occurrence; Bodily Injury & Property Damage,
Owned/Non-owned/Hired; Automobile Included
5. Other insurance as
noted:
Watercraft $ __________ Per Occurrence
United States Longshoreman's and Harborworker's Act coverage shall be
maintained where applicable to the completion of the work.
$ __________ Per Occurrence
Maritime Coverage (Jones Act) shall be maintained where applicable to
the completion of the work.
$ __________ Per Occurrence
Aircraft Liability coverage shall be carried in limits of not less than
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement.
$ __________ Per Occurrence
Pollution $ __________ Per Occurrence
Professional Liability $__________ Per Occurrence
$ 500,000 each claim and in the aggregate
$1,000,000 each claim and in the aggregate
$2,000,000 each claim and in the aggregate
Professional Liability $__________ per claim and in
the aggregate
$1,000,000 per claim and in the aggregate
$2,000,000 per claim and in the aggregate
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Valuable Papers Insurance $__________ Per Occurrence
Employee Dishonesty / Crime $__________ Per Occurrence
Including Employee Theft, Funds Transfer Fraud, Include a Joint Loss
Payee endorsement naming Collier County.
6. Bid bond
Shall be submitted with proposal response in the form of certified funds,
cashiers’ check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All
checks shall be made payable to the Collier County Board of County
Commissioners on a bank or trust company located in the State of Florida and
insured by the Federal Deposit Insurance Corporation.
7. Performance and
Payment Bonds
For projects in excess of $200,000, bonds shall be submitted with the
executed contract by Proposers receiving award, and written for 100% of the
Contract award amount, the cost borne by the Proposer receiving an award.
The Performance and Payment Bonds shall be underwritten by a surety
authorized to do business in the State of Florida and otherwise acceptable to
Owner; provided, however, the surety shall be rated as “A-“ or better as to
general policy holders rating and Class V or higher rating as to financial size
category and the amount required shall not exceed 5% of the reported policy
holders’ surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New
York 10038.
8. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to
meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance
provisions.
9. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial
General Liability where required.
10. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County
Commissioners in Collier County, OR Collier County Government, OR Col lier County. The Certificates of Insurance
must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all
work performed on behalf of Collier County.
11. Thirty (30) Days Cancellation Notice required.
RLC 6/5/2017
_______________________________________________________________________________________________
Vendor’s Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may be required
within five (5) days of the award of this solicitation.
Name of Firm
_______________________________________ Date ____________________________
Vendor Signature
_________________________________________________________________________
Print Name
_________________________________________________________________________
Insurance Agency
_________________________________________________________________________
Agent Name
_______________________________________ Telephone Number _________________
16.F.3.a
Packet Pg. 1870 Attachment: 17-7120 RFP Midwest Tourism Rep (4080 : RFP 17-7120)
Leveraging the power of connections
PROPOSAL PRESENTED TO:
NAPLES, MARCO ISLAND, EVERGLADES
CONVENTION & VISITORS BUREAU (CVB)
TOURISM SALES REPRESENTATION IN
MIDWESTERN UNITED STATES
SYNERGY-CONNECT 16.F.3.b
Packet Pg. 1871 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
TABLE OF CONTENTS
I. Cover Letter / Pricing………………………………………………….…….……….………… 3 - 7
II. Proposer’s Solution to County’s Requirements…………………..…………...... 8 - 17
III. Proposer’s Experience and Capacity………………………………….……………… 18 - 20
IV. Specialized Expertise of Team Members…………………………………….…….. 21 - 25
V. Local Vendor Preference……………………………………………………………….…… 26 - 27
VI. Acceptance of Conditions……………………………………………….….……….…… 28 - 29
VII. Attachments Required Form Submittals……………………………….…………. 30 - 42
SYNERGY-CONNECT | Content 16.F.3.b
Packet Pg. 1872 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab I, Cover Letter
Tab I, Cover Letter / Pricing
16.F.3.b
Packet Pg. 1873 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab I, Cover Letter
August 15th, 2017
Brenda Brilhart
Procurement Strategist
Collier County
Naples, FL
Dear County Manager and Selection Committee,
Thank you for the opportunity to submit a proposal for your Collier County Tourism Sales
Representation in the Midwestern United States.
Synergy-Connect is a new collaborative startup, integrated by a team of seasoned
hospitality professionals, with a shared passion for unconventional travel and emerging
Destinations. Together we offer a diverse background and individual skill-sets, to represent,
consult, and connect independent providers of unique and memorable experiences, with
professional buyers in the Americas.
OUR PHILOSOPHY: We believe in “synergy”, because we know that we work smarter
together. Our team doesn’t know boundaries, we use our talents, as well as our collective
book of contacts and relationships, to reach our target clients and influence their decisions.
Most important, we believe in partnership, and giving back to our industry.
OUR STRATEGY: One approach doesn’t fit all. We sit down with our clients to learn their
strengths and weaknesses, as well as their challenges and opportunities.
DATA BASE: We have a combined Database of over 15, 000 ACTIVE meetings and incentive
planners from a wide variety of industries, from third party planners, incentive houses,
corporate planners, association planners, as well as agencies who book special events and
leisure groups.
RELATIONSHIPS: We are proud of connections with the main decision makers in our
industry as well as our professional reputation, especially in the Midwest, where we all have
a proven record of success stories, demonstrating how relationships can impact business
results.
EXCLUSIVITY: While we represent different clients, we only contract one client per
Destination, and make sure there is no conflict of interest even among different
Destinations.
VALUE: Our unique concept of Boutique representation services works best for clients
looking to get more for less, which is something we are able to achieve through
collaboration.
We appreciate your time and are delighted to present the enclosed proposal for your
review. Looking forward to collaborating and working with your amazing Destination.
Sincerely,
16.F.3.b
Packet Pg. 1874 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab I, Contact
Synergy-Connect, LLC
Maura Dominguez-Zhang
Managing Partner
Phone: 786-409-1648
Email:mauradominguez2010@gmail.com
16.F.3.b
Packet Pg. 1875 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab I, Pricing
Item # Description Price
1 Midwest Sales Representation $49,500.00
2 Sales Missions $12,000.00
3 Trade Show Registration $20,000.00
TOTAL $81,500.00
Pricing
•JAN - MAR: Sales Calls in Chicago & Minneapolis
•APRIL-MAY: Sales Calls in Indiana and Michigan
•AUGUST: Sales Calls in Iowa and Missouri
•NOVEMBER: Sales Calls in Ohio (Cincinnati, Cleveland and Columbus)
•We will target top accounts in each of these markets and host VIP
dinners, in addition to inspired events based on budget allowance. For
example:
o Baseball event in St. Louis
● OCTOBER: IMEX America
● OCTOBER: Luxury Meetings Summits Minneapolis and Milwaukee
● NOVEMBER: Luxury Meetings Summits Cleveland, Cincinnati, Indianapolis
● JANUARY: Incentive Live Las Vegas
● JUNE: Incentive Research Foundation Annual Invitational
Sales Missions 2018:
Tradeshows 2017 / 2018:
16.F.3.b
Packet Pg. 1876 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab I, Pricing
We also recommend
National, local and in-market events:
● Site Minnesota Holiday Party and CSR Event – December 2017
● Site Chicago Golf Event
● Site Chicago Annual Holiday Trolley – December 2017
● Holiday Showcase to target Chicago associations
● MPI Holiday Party – December 2017
● Hospitality Fest Chicago
● Chicago Event and Hospitality Industry St. Pat’s Bash
● MPI Chicago Trivia Night
● Industry Exchange – April 2018
● SITE Midwest Iowa State Fair Event
● Site Classic - September 2018
● Industry Midwest networking events for SITE, MPI, PCMA, WINiT, HSMAI,
Choose Chicago, among others, on a regular basis.
● M&I Campus Week
● Helmsbriscoe ABC
● ConferenceDirect APM and Exclusive Corporate & Association Client
Events
16.F.3.b
Packet Pg. 1877 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
Tab II, Proposer’s Solution to County’s
Requirements
16.F.3.b
Packet Pg. 1878 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
Our Philosophy on targeting various meeting planners
with varying types of clients.
UNDERSTANDING THE CLIENT'S NEEDS:
•We spend time nurturing relationships with our Planners by keeping in
constant contact and knowing what is going on with their clients.
•We connect and follow up on a regular basis via email, calls,
lunch/dinner appointments, and pop in visits.
•We remain engaged with our clients and we always know what
meetings/ programs are in the pipeline.
•We spend time listening and understanding our clients’ needs and what
they are looking for in a destination for each program.
•Not every program will meet the needs so we filter out the ones that
have the most potential to book and position the destination.
•We understand the requirements of different types of clients, including
Insurance, Association Board Meetings, third party planners including
HB, ConferenceDirect, HPN, and most importantly our Midwest
incentive houses. From the types of clients they each focus on, to their
sourcing methods and proposal formats.
•We also know the importance of timely follow up, as in many cases our
third party clients will be in a bid situation themselves.
UNDERSTANDING THE PRODUCT:
•We position ourselves as experts on the Destination and engage
planners with updates on latest happenings on the destination
•By spending time getting to know the properties, attractions and any
unique offerings of the destination overall.
•We spend time learning and understanding any challenges so that we
can learn how to sell around them and create opportunities out of them.
•We maintain clear and open lines of communication with the County on
a regular basis
16.F.3.b
Packet Pg. 1879 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
•Assist CVB Group Sales to coordinate meeting planner or
meetings market journalist familiarizationtours of the destination.
Synergy-Connect will coordinate FAM Trips targeting Midwest corporate
and incentive group planners. Ideally these trips will take place in
conjunction with a major event in the destination, in order to showcase
the vibrant destination.
FAM trips will also have an educational component from the CVB, from
participating hotels, from venues and ideally a general topic of interest to
planners (i.e. MICE trends, Leadership, Risk Management, etc,…).
We recommend at least 2 FAMs (one in-season, one off-season)for
instance, February 2018 during the Chubb Classic and the other during a
major fishing tournament.
•Educate planners and their clients on Collier County hotels,
attractions,dining, shopping, beaches, etc.
We are passionate about educating our clients on amazing destinations
such as Naples, Marco Island and the Everglades. We believe that before
a client even considers a hotel, they must be sold on the destination first.
The client must realize the benefits of taking their business to the
destination first and foremost. Although Naples is a well-established
destination, sometimes clients forget or simply are not aware of the
potential attractions, tours, hotels, culinary scene, or local gems of a
destination.
We will prospect and host monthly webinars to educate planners on the
destination. These webinars will be in an “open house” invite format and
may have a featured hotel with a giveaway to attract planners to join.
Another idea is to feature an educational subject that would be of interest
to the planners.
In addition to webinars we will use our social media influence on LinkedIn,
Facebook, Twitter and other networks to highlight features of the
destination and overcome common objections.
How Synergy-Connect intends to meet each of the
County’s requirements in the RFP’s Detailed Scope of
Work
16.F.3.b
Packet Pg. 1880 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
•Maintain a Calendar of sales missions, trade shows and group
contact solicitations and share at least monthly with CVB group sales
supervisor.
We use Hotspot to create and maintain a calendar of sales missions,
tradeshows and solicitations via Dropbox (or the preferred format for the
CVB), which will track accounts we called, emailed and met with. This will
be a live, ongoing document that will be updated on a monthly basis for
the CVB. In the event that the CVB has its own CRM, we will sync with
your system or follow your guidelines.
•Attend and coordinate trade show as assigned by the CVB Group
Sales Supervisor.
We are an extension of your sales team and we are available for any kind
of activities in market and beyond. We will be at the designated trade
shows and handle client meetings and networking events. This person
will coordinate appointments, booth materials and registrations from
beginning to end.
•Compile monthly reports on all sales calls, trade shows, regional
tourism events, sales and media missions and Familiarization trips (FAMs)
completed.
We will follow your guidelines. This report will be compiled along with
the monthly calendar and will be a live document stating our monthly
efforts. This will include attendance at regional MPI, SITE, FICP, PCMA
and other regional events.
•Make sales presentations to Midwest planner groups, incentive
houses, meeting services companies to encourage them to bring their
meetings, group functions, Incentive trips and reunionsto Collier County.
We will first target our clients who we know have business for Florida
and/or beach destinations. Simultaneously, we will send e-blasts and
make prospecting calls targeting our database to uncover new potential
business.
Quarterly sales missions to top accounts: Our clients include third party
meeting planners, direct corporate buyers, incentive houses (i.e. Meetings
+ Incentives, BCD M&E, Creative Group, Viktor Incentives, AIMIA, Gavel
International,Motivaction,among others).
How Synergy-Connect intends to meet each of the
County’s requirements in the RFP’s Detailed Scope of
Work
16.F.3.b
Packet Pg. 1881 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
•Coordinate monthly meetings with CVB Group Sales Supervisor
on a rotating location basis or by phone to discuss important tourism issues.
Those topics would include sales call reports and results, suggested
promotions, advertising, digital and social media strategies to reach group
meeting plannerson futureor repeat business.
We will schedule monthly conference calls or in person meetings with
the CVB Group Sales Supervisor to get updates on the destination. In
addition, this will be a great exercise to evaluate our strategies and make
changes as needed.
This will also be a great way to brainstorm and bounce ideas for future
promotions, ads and social media initiatives. We believe in collaboration
and communication, therefore, we will always keep in contact when there
is an opportunity for Collier County.
•Contractor will prepare and present to the County, attention
Tourism Director, a proposed annual marketing plan which will be provided
by the contracted person at the same total compensation amount for time
and out of pocket expenditures for these services for the initial three year
term of the contract.
We will consult with the CVB Group Sales Supervisor and prepare a
detailed marketing plan which will list in detail our strategies, set goals
and actions for the year, in order to support sustainable growth year over
year.
•Store and distribute CVB promotional materials and sales
collateral as provided by Collier area tourism partners, and specialty items
provided by the County Tourism Division. These materials would include CVB
Visitor Guide, Golf Guide, Meeting Planner Guides, tri-fold destination
brochures in different languages, Visitor Maps, power point presentations,
logos, stationeryand websiteinformation.
We will keep and distribute promotional materials and sales collateral
stored for use during tradeshows, presentations and sales calls.
•Review content of tourism publicationsfor accuracy.
We are sales and marketing experts that will be happy to provide a
“second” set of eyes and advise on any edits necessary to ensure the
destination’s message is accurate in all mediums.
How Synergy-Connect intends to meet each of the
County’s requirements in the RFP’s Detailed Scope of
Work
16.F.3.b
Packet Pg. 1882 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
●Contractor will organize at least one planner site visit per month
of the destination with coordination and support from the CVB sales
staff.
Through our lead generation we will encourage clients to visit Collier
County. We will coordinate site visit agendas and will support CVB sales
staff on communication and arrangements.
•Contractor will provide their own in market office spaces and
computers/office equipment, computer network and professional email
address; telephone, fax and copy machine for their use. These services
will be providedat no additionalcost to the County.
Synergy-Connect is an innovative startup with offices in Chicago and
Florida. We have company email addresses, phones, office equipment
and cloud based CRM information systems.
•Contractor will provide 40 hours per month of contracted services
as recorded in a time log and reported on a monthly basis by the tenth
of the month following the activity.
We will follow the county’s guidelines for reporting. Information will also
be provided to the CVB through constant contact and CRM reports.
•Contractor will provide their own insurance at their own expense
in compliance with Collier County’s insurance requirements included in
Attachment 8 of this document.
Synergy-Connect will meet insurance requirements – see attachment 8.
•Present estimates to CVB in advance for pre-approval of out of
pocket expenses for travel and other sales activity expenses. These
expenseswould be limited to the following annualtotals:
$12,000 for sales missions averaging one per quarter at up to $3,000 each.
$ 20,000 for Trade Show registrations.
Registrations for trade shows will be paid directly by the CVB. All other out
of pocket expenses will be reimbursed to the Contractor after
presentation to the Group Sales Supervisor.
How Synergy-Connect intends to meet each of the
County’s requirements in the RFP’s Detailed Scope of
Work
16.F.3.b
Packet Pg. 1883 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
•Contractor will make cold calls and provide lead generation and
follow up reports and leads monthly to CVB group sales supervisor
•Contractor will generate a minimum of 8 RFP’s (Request for
Proposal) per month at a 25% conversionto definitegoal.
The target markets for these calls, sales missions, trade shows and leads
will be corporate meeting planners and incentive houses in Minnesota,
Wisconsin, Illinois, Kansas, Michigan, and Indiana with focus on
Minneapolis, Milwaukee, Chicago, Kansas City, Dearborn and South Bend.
The focus will be on Incentive, Corporate and Luxury.
Naples has some of the top golf resorts and most gorgeous beaches in the
nation. We see a lot of opportunity in the Luxury corporate and incentive
market for this destination. We believe our clients will be particularly
excited to bring their programs to Collier County. Our sales calls and
prospecting efforts will be focused on lead generation and conversion.
How Synergy-Connect intends to meet each of the
County’s requirements in the RFP’s Detailed Scope of
Work
We will first target our clients whom we know have business for Florida
and/or beach destinations. Simultaneously, we will send e-blasts and
make prospecting calls, targeting our database to uncover new potential
business.
16.F.3.b
Packet Pg. 1884 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab II, Solutions
Sample work product completed for a similar client on
tourism representation experience
DOMINICAN REPUBLIC: Patricia Perez-Sahin
• Positioned the Dominican Republic as the Leading Destination in the
Caribbean in the US Midwest.
• Developed multiple partnerships and alliance with US Tour Operators and
consortia, for more than 30% of increase business in the first two years, and
average annual growth of 20% from 2009-2015. (Statistics and production
reports available upon request).
• Focused on the Luxury market, and strong advocate for sustainable tourism,
negotiated agreements with Virtuoso and other luxury networks and work
closely with top producing agencies, while attending Virtuoso Travel Week
for 5 consecutive years.
• Pioneered the development of the meetings and incentives segment for the
Dominican Republic in the USA, and became widely known among industry
leaders, incentive buyers, and corporate clients.
• Awarded every single year, for transparency and excellence in financial
performance, by the Ministry of Tourism of the Dominican Republic
Leadership.
• Awarded as Partner of the year with Classic Vacations & Expedia, Member of
the Year with SITE in 2014, Recognized among 25 Young Women of Success
by the most prestigious magazine in the Dominican Republic,(Revista
Mercado 2012), and 2016 Smart Woman in the Meeting Industry by Smart
Meetings Magazine.
WE WORLD EXPERTS: Donna Mitsos
•With WE World Experts we regularly put together and attend sales calls and
missions. We assisted our Indian DMC Rep last February setting up meetings
in Chicago, Minneapolis, St Louis, and Kansas City with third party planners as
well as evening events in Chicago and Minneapolis.
• The meetings resulted in one confirmed group to India next month as well as
two RFP’s and much interest.
• We are also am in the process of setting a up a FAM trip to India with key
clients from the Midwest and Toronto
16.F.3.b
Packet Pg. 1885 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | SYNERGY-CONNECT | Tab II, Solutions
CURACAO: Maura Dominguez
•Provided the Curacao Tourist Board with multiple opportunities for exposure
in the North American market
•Positioned Curacao as one of the top emerging destinations in the Caribbean
•Participation in FAMs for top incentive houses and Midwest clients (i.e. Viktor
incentives took their Viktor Experience client event to the destination in 2015,
where unique destination experiences, venues and hotels were highlighted
and featured to their top 25 clients)
•The Viktor Experience included pre/post destination marketing to not only the
25 attendees, but to the entire Viktor client network through creative email
campaigns and mailed gift/invitations igniting curiosity for the destination.
This event yielded multiple RFPs and 2 definite bookings for the destination
•In addition, we positioned special events happening in the destination to
create innovative client experiences – for instance, the annual Curacao North
Sea Jazz Fest was a phenomenal event where we created an intimate VIP FAM
with up to 10 clients, hotel and destination site inspections through
experiential events, unique activities and VIP concert experience. This
became a yearly FAM for the destination. Other destination events that we
leveraged were: Curacao Swim Week, Carnival and Taste of Curacao
•Provided Curacao with exposure and the opportunity to host multiple SITE
MICE events in the destination
Sample of a “breakthrough” and innovative approach
to tourism group sales representation
16.F.3.b
Packet Pg. 1886 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
•All of our information is cloud based and will be accessible at all times.
•Our sales management system and tools help us stay organized, manage
contacts and information better, track our sales deals more efficiently and
save time.
•Our information systems help us sell more and provide results for our clients.
•Information will be provided to the CVB through constant communication and
CRM reports.
•We provide Monthly Twitter, Facebook, LinkedIn and Instagram posts
•We leverage our networks and followers to provide insights,education,
highlights and promotions via social media for our clients
•We provide Listing on Synergy-Connect website
•Periodic destination e-blasts to our meeting planner database, with offers and
marketing campaigns provided by Collier County CVB
•Our team is made up of industry experts who write periodic posts and articles
for renowned organizations such as SITE and MPI
•Maura Dominguez-Zhang is 2018 President-Elect for Site Florida & Caribbean
•Donna Mitsos is on the Board of Directors for Women in Travel
•LinkedIn networking and destination posts to over 7,500 combined
connections – on average our individual posts get approximately 300 views.
SYNERGY-CONNECT | Tab II, Solutions
Backup systems or locations in case of an emergency
that will enable us to carry on business.
How we use Social Media networks to support our
sales plan
16.F.3.b
Packet Pg. 1887 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Tab III, Proposer’s Experience and
Capacity
SYNERGY-CONNECT | Tab III, Experience 16.F.3.b
Packet Pg. 1888 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
•Our sales experts have over 40 years in combined hospitality sales and
representation experience.
•In previous capacities in hotel sales, our team members have worked with FL
hotels, such as Marenas Resort, Loews Miami Beach, Biltmore Coral Gables,
Sheraton Sand Key, EPIC Downtown Miami, Grove Isle Coconut Grove, and
The Ritz-Carlton Key Biscayne
•We worked with Visit Florida and GMCVB on sales missions, as well as
industry trade shows such as ITME and MPI.
•We understand that Florida may have competition within the state and will
position Naples CVB accordingly
•We also understand that Florida may not always be the first thought when a
client is looking for an incentive destination and we will overcome those
obstacles by preparing responses to common objections
•We understand the disadvantages that Collier County might face in terms of
budget and air connectivity, compared to other Florida mainstream
Destinations such as Miami and Orlando. However, we believe Naples has a
unique appeal for the incentive market, and other smaller meetings that are
looking to unwind, and be closer with the Destination's’ natural landscape,
while still finding a variety of things to do both day and night.
SYNERGY-CONNECT | Tab III, Experience
Specific knowledge of Florida tourism and representing
Florida travel destinations
16.F.3.b
Packet Pg. 1889 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Tab III, Experience
•Our strength lies in the skills, experiences and entrepreneurial spirit of our
team with a strong financial backing.
•We are a collaborative startup and some of our strongest assets are the
contacts and the relationships that we bring to the table.
•Our team has collaborated on previous projects and experiences with
destinations, DMCs, trade shows, presentations and board of director roles and
committees with SITE.
Qualifications to produce required deliverables:
Representation client References:
1.Vielka Deguidi, Casa de Campo, Director of Resort Sales
vdeguidi@ccampo.com
2.Shasha Cruz, Dominican Republic Tourist Board, Director Meetings & Events
s.cruz@godominicanrepublic.com
3. Jorge Lopez, Axious DMC, President
jorge@axiosvacations.com
•Our team has worked with Curacao Tourist Board to position Curacao as a
group and incentive destination.
•The challenges faced were lack of airlift, lack of product/destination knowledge
in the North American market, lack of destination infrastructure and lack of
group hotel/offsite venue product to accommodate North American groups.
•Overcame challenges by: Educating clients, destination FAMs and site visits, in-
market sales missions and events, webinar presentations (lunch and learn),
partnering with hotels to educate them on the needs of the North American
client, working with hotels and government to increase airlift, working with
airport partners for hospitality lounges and other solutions.
Philosophies on tourism representation and examples of
other group sales clients and challenges:
16.F.3.b
Packet Pg. 1890 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Tab IV, Specialized Expertise of Team
Members
SYNERGY-CONNECT |Tab IV, Team Members 16.F.3.b
Packet Pg. 1891 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Maura Dominguez-Zhang,
Managing Partner
Industry leader in sales and marketing and luxury-tier
hospitality industry. Record achievements and well-
rounded sales experience with a focus in the Midwest and
incentive market. Maura is big on innovation, creativity
and continuing education and obtained her CIS (certified
incentive specialist) last year. She has a solid network of
industry peers and clients, excellent communication,
interpersonal, account management, time management
and entrepreneurial skills. Maura has represented
Curacao, Miami and Florida in previous hotel roles and
helped match clients needs with the appropriate hotel
solution for their groups. Maura has a bachelor's degree in
Hospitality Management from Florida International
University and brings 19 years of experience in roles from
hotel operations to sales & marketing, and travel industry
sales. From the beginning of her sales career, networking
has been key to building her network and producing sales
results, through participation in MPI, SITE and FICP among
others.
Hotel experience includes the top luxury hotel companies
such as The Ritz-Carlton, Key Biscayne, The Biltmore Coral
Gables, Noble House Hotels and Kimpton Hotels. Most
recently Maura was with Benchmark Hotels Caribbean
region, building awareness for Curacao in the North
American MICE market. Some achievements include: 2004
Noble House Hotels & Resorts Chairman’s Club (achieved
157% of sales goal), 2006 Facilitator roundtable discussions
at MPI PEC and WEC, 2006 & 2007, 2017 Guest speaker at
FIU Hospitality Class, 2009 MPI SEC Sponsorship Co-Chair,
2010 – 2013 MPI CAC Staff Writer on the award winning
MarComm Committee online & printed newsletter, 2012
Completed Corporate Athlete training, 2013 Incentive
Project Management Certificate, 2014 Benchmark Attitude
and Determination Award, 2015 Benchmark Platinum Club
(achieved 113% of sales goal), 2016 - 17 SITE Florida &
Caribbean Board of Directors and Newsletter Editor, 2016
CIS (Certified Incentive Specialist)certification,2016 Guest
SYNERGY-CONNECT |Tab IV, Team Members 16.F.3.b
Packet Pg. 1892 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Donna Mitsos,
Regional Director Midwest
An extremely self-motivated connector in the events,
meetings and incentives industry with a strong background in
customer service, a large network of industry professionals,
and a passion for helping others connect, grow and make a
difference. Specializing in directing, controlling and
implementing all strategies and activities to generate positive
results, increase sales and exceed customer expectations
through networking, collaboration, exceptional
communications, marketing, successful documentation,
excellent customer service, tracking and follow up.
Donna is currently representing 12 international DMC
companies in the North American market as well as a partner
for Innovation Meetings providing sourcing, facilitation and
expertise with a focus on innovation. She previously spent
five years in a Midwest and Canada sales role for The Leading
Hotels of the World. Donna is an avid volunteer currently
serving in a leadership role with WINiT - Women in Travel,
having just left a three year role on the SITE Chicago BOD.
Donna is very active networker and connector who will bring
passion, energy and enthusiasm to any sales role. She has a
degree in Business Travel Management and is a Certified
Incentive Specialist.
SYNERGY-CONNECT | Tab IV, Team Members 16.F.3.b
Packet Pg. 1893 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Patricia Sahin,
Strategic Advisor
A dynamic tourism and hospitality marketing professional
with 14+ years of experience planning and executing
integrated business plans for the travel industry, with a
strong focus on the upscale market. Patricia enjoys working
in collaboration with partners and stakeholders to deliver
results beyond expectations, positioning brands strategically,
while growing sales and revenue targets.
As the former Director of the Dominican Republic Tourism
Board, Patricia was instrumental helping to position the
Destination in the meetings and incentive industry in the US,
growing the Destination's market share, while being an
advocate for independent and luxury hotels. She then
became Sr. Director of Group Sales at Casa de Campo Resort
& Villas, where she built a strong foundation to grow the
group sales pipeline, and reposition the Brand. Patricia also
joined the team at Prestige Global Meetings, in order to
expand her horizons beyond the DR and put herself in the
shoes of a third-party buyer, which paved the way to the
foundation of Synergy-Connect. Most recently Patricia was
recruited by Nobu Eden Roc, as Director of National
Accounts, where she has been on a mission to develop the
Midwest Market for the Hotel, and in the meantime she will
work for Synergy Connect as ad advisor, and co-founder.
Patricia holds a Master’s degree in Business Administration,
MBA from Nova Southeastern University, a Bachelors in
Marketing communication from APEC University, and she is a
Certified Incentive Specialist, CIS. She is an active member of
SITE, where in 2014 she was awarded as Member of the Year.
SYNERGY-CONNECT | Tab IV, Team Members 16.F.3.b
Packet Pg. 1894 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
•MPI
•FICP
•SITE Board of Directors
•Maura Dominguez-Zhang is the 2018 President-Elect for SITE Florida &
Caribbean Chapter and currently serves on the SITE Global Membership
Committee
•Patricia Perez-Sahin was President of SITE Chicago, and awarded as SITE
Member of the Year in 204, which is the highest award that can be
granted to an individual in the incentive industry.
•WINiT Board of Directors
•Attending Kellen Conference in Chicago end of August.
•Organizing Women in Travel event in September in Chicago. Next day will be
a SITE event.
•Speaking engagement at SITE Young Leaders Conference at IMEX
•IMEX - We assist with setting up appointments at IMEX and other trade shows
– we start our recruiting and prospecting early in the year to ensure our
clients get their preferred appointments
•Destination Southeast in September
•Organizing FL Educational Summit in Orlando in September
SYNERGY-CONNECT | Tab IV, Team Members
Memberships:
Upcoming Events:
16.F.3.b
Packet Pg. 1895 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Tab V, Local Vendor Preference
SYNERGY-CONNECT | Tab V, Local Vendor 16.F.3.b
Packet Pg. 1896 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
•Attachment 5 – NOT APPLICABLE
•List of office locations in the Midwest USA:
200 N Jefferson St Unit 2206
Chicago, IL 60661
708-790-6753
SYNERGY-CONNECT |Tab V, Local Vendor16.F.3.b
Packet Pg. 1897 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Tab VI, Acceptance of Conditions
SYNERGY-CONNECT | Tab VI, Acceptance16.F.3.b
Packet Pg. 1898 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
EXCEPTIONS:
•No Exceptions
SYNERGY-CONNECT | Tab VI, Acceptance 16.F.3.b
Packet Pg. 1899 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Tab VII, Required Form Submittals
SYNERGY-CONNECT | Tab VII, Required Forms16.F.3.b
Packet Pg. 1900 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
•Attachment 2: Vendor Checklist
•Attachment 3: Conflict of Interest Affidavit
•Attachment 4: Vendor Declaration Statement
•Attachment 5: Affidavit for Claiming Status as a Local Business – NOT
APPLICABLE
•Attachment 6: Immigration Affidavit Certification
•Attachment 7: Vendor Substitute W-9
•Attachment 8: Insurance and Bonding Requirements
SYNERGY-CONNECT |Tab VII, Required Forms
Required Forms:
16.F.3.b
Packet Pg. 1901 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 2
SYNERGY-CONNECT |Attachment 2 16.F.3.b
Packet Pg. 1902 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 3
SYNERGY-CONNECT | Attachment 3 16.F.3.b
Packet Pg. 1903 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 4 – Page 1
SYNERGY-CONNECT | Attachment 4 16.F.3.b
Packet Pg. 1904 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 4 – Page 2
SYNERGY-CONNECT | Attachment 4 16.F.3.b
Packet Pg. 1905 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 5
•NOT APPLICABLE
SYNERGY-CONNECT | Attachment 5 16.F.3.b
Packet Pg. 1906 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 6
SYNERGY-CONNECT |Attachment 6 16.F.3.b
Packet Pg. 1907 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 7
SYNERGY-CONNECT |Attachment 7 16.F.3.b
Packet Pg. 1908 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 8 – Page 1
SYNERGY-CONNECT |Attachment 8 16.F.3.b
Packet Pg. 1909 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 8 – Page 2
SYNERGY-CONNECT |Attachment 8 16.F.3.b
Packet Pg. 1910 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 8 – Page 3
SYNERGY-CONNECT |Attachment 8 16.F.3.b
Packet Pg. 1911 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Attachment 8 – Page 4
SYNERGY-CONNECT |Attachment 8 16.F.3.b
Packet Pg. 1912 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
SYNERGY-CONNECT | Thank You
Thank you for your time and
consideration. We look forward to
working with you!
CONTACT:
Synergy-Connect, LLC
Maura Dominguez-Zhang
Managing Partner
Phone: 786-409-1648
Email:mauradominguez2010@gmail.com
16.F.3.b
Packet Pg. 1913 Attachment: 17-7120 Synergy Connect Proposal (4080 : RFP 17-7120)
Collier County Procurement Services DivisionSelection Committee Individual Score FormStep 1RPS #: 17-7120Title: Tourism Representation in the Midwest USName 1. Cover Letter2. Proposer's Solution to the County's Requirements3. Past Performance4. Specialized Expertise of Team5. Local Vendor Preference20 Points 25 Points 25 Points 20 Points 10 PointsSynergy-Connectn/a SignatureI have identified my individual scoring for the firms who have submitted proposals for this solicitation on the Selection Committee Individual Score Form (STEP 1). Sign and date the form below.Step 1: Selection committee members will independently review and assign points/score each proposal based on the evaluation criteria stated below using the Individual Selection Committee Preliminary Score Form Step 1; and prepare comments for discussion at the selection committee meeting. Step 2: Upon direction by the Procurement Strategist, the individual selection committee member should call out each of the firms total scores. The procurement professional shall then tabulate the committee's total scores to determine the preliminary rankings.Preliminary Score16.F.3.cPacket Pg. 1914Attachment: 17-7120 Score Sheet (4080 : RFP 17-7120)
16.F.3.d
Packet Pg. 1915 Attachment: 17-7120 NORA (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1916Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1917Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1918Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1919Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1920Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1921Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1922Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.e
Packet Pg. 1923 Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1924Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1925Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)
16.F.3.ePacket Pg. 1926Attachment: 17-7120 Synergy_Contract_VendSign (4080 : RFP 17-7120)