Agenda 02/25/2014 Item #16F12/25/2014 16. F.1.
EXECUTIVE SUMMARY
Recommendation to approve the award of RFP #13 -6109 for website development
and maintenance services for the Collier County Tourism Department, authorize
the Chairman to sign the agreement between Collier County and Miles Media
Group LLLP for website development and maintenance services, and make a
finding that this expenditure promotes tourism.
OBJECTIVE: To provide for website hosting, monthly licensing, analysis and reporting
plus additional tasks as required to maintain and enhance the Tourism website.
CONSIDERATIONS: RFP #13 -6109 was posted by the Collier County Purchasing
Department website on September 6, 2013 to solicit website development and
maintenance for the Tourism website, www.paradisecoast.com and all of the other
tourism related websites for film, sports, meetings, weddings, UK, Germany and other
sites as developed to promote tourism in the future. Two hundred (200) e-mail notices
were distributed, twenty eight (28) firms downloaded the RFP package from the
Purchasing Department website, and three proposals were received by the deadline.
The Selection Committee met on November 18, 2013, and by consensus,
recommended the award of the RFP and a contract to Miles Media Group, LLLP. The
bid tab results of that award is attached.
FISCAL IMPACT: Funding is available in the approved Tourism Department FY 14
Fund 184 budget for these services. Historical annual spend for the last two years has
been approximately $150,000.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management
Plan related to this action.
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council
recommended this item for approval 6 -0 at the November 25, 2013 meeting.
LEGAL CONSIDERATION: This item has been approved as to form and legality and
requires majority vote for approval. — CMG
RECOMMENDATION: Recommend approval of the award of RFP #13 -6109 for
website development and maintenance services for the Collier County Tourism
Department, authorize the Chairman to sign the agreement between Collier County and
Miles Media Group LLLP for website development and maintenance services, and make
a finding that this expenditure promotes tourism.
PREPARED BY: Jack Wert, Tourism Director
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16. F. 16. F. 1.
Item Summary: Recommendation to approve the award of RFP #13 -6109, authorize the
Chairman to sign the agreement between Collier County and Miles Media Group LLLP for
website development and maintenance services for the Collier County Tourism Department
and make a finding that this expenditure promotes tourism.
Meeting Date: 2/25/2014
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator, Tourism
2/3/2014 11:06:52 AM
Submitted by
Title: Director - Tourism, Tourism
Name: WertJack
2/3/2014 11:06:54 AM
Approved By
Name: WertJack
Title: Director - Tourism, Tourism
Date: 2/3/2014 3:58:54 PM
Name: MarkiewiczJoanne
Title: Manager - Procurement, Purchasing & General Services
Date: 2/5/2014 7:12:27 AM
Name: JohnsonScott
Title: Procurement Specialist, Purchasing & General Services
Date: 2/5/2014 8:40:47 AM
Name: WardKelsey
Title: Manager - Procurement, Purchasing & General Services
Date: 2/6/2014 2:19:08 PM
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2/25/2014 16.F.1.
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 2/6/2014 3:50:21 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 2/12/2014 3:10:32 PM
Name: FinnEd
Title: Management/Budget Analyst, Senior, Transportation Engineering & Construction Management
Date: 2/12/2014 4:45:30 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 2/17/2014 11:08:34 AM
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2/25/2014 16.F.1.
REQUEST FOR PROPOSAL
C,Oft,- Can
AdrdnisbaM Services DMsion
Purchasing
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Solicitation 13 -6109 Website Development & Maintenance
Scott D. Johnson, interim Acquisition Manager
2391252 -8995 (Telephone)
239 -252 -6588 (Fax)
ScottJohnson @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 proposal, cancellation of any subsequent award, or any
other legal remedies available to the Collier County Government.
Ptnhasr:g Dep trnent • 3327 Tamiami TraitEast • NaPes, Florida 3,1112490'l - www.cdhergov,neUpurchasmg
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Table of Contents
LEGALNOTICE ................................................................................................................................... ............................... 3
EXHIBIT I: SCOPE OF WORK, SPECIFICATIONS AND RESPONSE FORMAT ............................................ ............................... 4
EXHIBIT II: GENERAL RFP INSTRUCTIONS ............................................................................................ .............................12
EXHIBIT III: COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS ....................................... .............................16
EXHIBIT IV: ADDITIONAL TERMS AND CONDITIONS FOR RFP .............................................................. .............................20
ATTACHMENT 1: VENDOR'S NON - RESPONSE STATEMENT .................................................................. .............................28
ATTACHMENT 2: VENDOR CHECK LIST ................................................................................................ .............................29
ATTACHMENT 3: CONFLICT OF INTEREST AFFIDAVIT ........................................................................... .............................30
ATTACHMENT 4: VENDOR DECLARATION STATEMENT ....................................................................... .............................31
ATTACHMENT 5: AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS ....................................... .............................33
ATTACHMENT 6: IMMIGRATION AFFIDAVIT CERTIFICATION .............................................................. .............................34
ATTACHMENT 7: VENDOR SUBSTITUTE W — 9 .................................................................................... .............................35
ATTACHMENT 8: INSURANCE AND BONDING REQUIREMENTS ........................................................... .............................36
ATTACHMENT 9: REFERENCE QUESTIONNAIRE ................................................................................... .............................38
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Legal Notice
Sealed Proposals to provide Website Design and Maintenance will be received until 3:00 PM, Naples
local time, on September 27, 2013 at the Collier County Government, Purchasing Department, 3327
Tamiami Trail E, Naples, FL 34112.
Solicitation
13 -6109 Website Design and Maintenance
All statements shall be made upon the official proposal form which may be obtained on the Collier
County Purchasing Department 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/ Joanne Markiewicz
Interim Purchasing & General Services Director
This Public Notice was posted on the Collier County Purchasing Department website:
www.colliergov.net /purchasing and in the Lobby of Purchasing Building "G ", Collier County
Government Center on September 6, 2013.
0ep&ment • 3301 Tamiami Trai! East • Naples. Fi rida 34112 • ww!vr.cc €h emov.netipu=asine
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Tourism Department (hereinafter, the "Division or Department "),
the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County ")
has issued this Request for Proposal (hereinafter, "RFP ") with the intent of obtaining proposals from
interested 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.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy.
Background
The Naples, Marco Island and Everglades area of Southwest Florida is represented for tourism
promotion by the Naples, Marco Island, Everglades, Convention and Visitors Bureau (CVB) under the
administration of the Collier County Tourism Department. The destination competes with major
tourism destinations, both inside and outside Florida, for visitor dollars. The CVB's current web site,
www.paradisecoast.com, was totally redesignedin2007and underwent another design change in 2010
and is operating satisfactorily. It is the desire of the Tourism Department to identify a web site
development firm to partner with to enhance the current design, suggest new and improved features,
and to host this and all other current or future tourism related sites for film
(www.shootinparadise.com); sports (_www.athietesinparadise.com); paddling
(www.paradisecoastblueway.com) and all micro sites such as www.paradiserefined.com. The
management of the database to support all of these websites will also be the responsibility of the
successful vendor. Creative solutions based on sound research and best practices should be
demonstrated in the vendor's response.
Today's consumer has a set of expectations when visiting a destination web site. Baseline tools and
functionality include complete, reliable planning information; multimedia content; the ability to
contribute to a community brand; robust mapping solutions; and an overall web experience that
imparts a sense of place. Creativity and innovative techniques will need to be anticipated and added
to the existing site in a timely manner as consumer expectations and buying habits change.
Detailed Scope of Work
The Vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work
stated herein. Additionally, Proposers may also propose alternate solutions to achieve the
requirements of the Scope of Work.
The project goal is that the quality and content of the CVB web site must accurately reflect the Naples,
Marco Island and Everglades areas and provide compelling reasons for consumers to visit the area.
The CVB's objective is to increase tourism to the area by providing potential visitors with a content -
rich, reliable site with easy -to -use travel planning tools
A. Site Architecture
1. The CVB intends to build upon and improve the existing site, which might necessitate a
redesign. Property data for dynamic listing pages is stored in a Microsoft SQL Server database
and accessed via a software data bridge.
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2. The main CVB site contains department sections that include relevant content and
functionality to be maintained by the vendor. Such features and functionality include sign -up
for industry advertising co -op programs, an RFP submission tool for meeting planners, and
offsite hotel booking engine and others. Major department sections include the following:
• Travel Professionals — tour operators, travel agents
• Media Center — public relations
• Meeting Planners
• Film
• Sports
• Tourism Industry- local tourism partners including hotels and attractions.
In addition to the main tourism site at paradisecoast.com, the CVB controls additional sites.
The vendor also will be responsible for hosting and maintaining the following sites:
• Shootinparadise.com
• Paradisecoastblueway.com
• Paradisecoast.de
• Paradisecoast.co.uk
• Paradisecoastblueway.com
• M.paradisecoast.com
• Additional International, mobile and micro sites as developed
4. Administration access to content, file uploads and blog postings must be available to the CVB
for making changes and updates to the site.
B. Data Collection & Management
1. All listings on the site for accommodations, attractions, recreation, shopping, dining, events,
etc. are dynamically pulled from a SQL server database. This database contains over 45,000
fields of data for more than 1,000 distinct business records. As part of the data, the system
stores and retrieves over 1,000 photos and over 100 videos from the database for display in
listings and property pages.
2. The database is a shared system unique to our current vendor. A new vendor would be
provided data but will need to create a new database structure to house and deliver the
provided data to the website and will be required to maintain an extranet and data services
solution as described below.
3. Data is collected and verified at least annually in a seven -step process that includes email, fax,
and multiple follow -up phone calls to ensure 100% verification of all records.
4. Listing information in the database is updated and maintained throughout the year. Vendor will
provide a 24/7 system that gives local tourism businesses password - protected access to
update their listing information and upload multimedia assets online.
5. All data updates and changes are tracked within the system in a comprehensive report of who
changed what and when for future accountability. This report is made available to the CVB on
demand.
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6. The extranet application and database is a separate server from the web server for security
and redundancy purposes. The vendor must be prepared to offer a similar configuration to
provide the same data assurances.
7. Collier County and the CVB will retain complete ownership of the data.
C. Design
1. Major design changes are not requested in first year of contract.
2. The CVB has an existing selection of photography for use on the Web site. All photography
supplied by the vendor must be approved by the CVB and /or agency. Additional photos are
stored on a separate vendor site that must be accessible from the CVB site.
Term of Contract
The contract term, if an award(s) is /are made is intended to be for (two (2) years with two (2) one
(1) year renewal options.
Prices shall remain firm for the initial term of this contract. Requests for consideration of a price
adjustment must be made on the contract anniversary date, in writing, to the Purchasing Director.
Price adjustments are dependent upon the consumer price index (CPI) over the past twelve (12)
months, budget availability, necessary enhancements to the websites and program manager
approval.
Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure.
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
9/6/2013
Last Date for Receipt of Written Questions
9/20/2013, 12Noon,
Na pies Local Time
Addendum Issued Resulting from Written Questions or Pre-
Proposal Conference Include if applicable)
TBD
Solicitation Deadline Date and Time
3PM, 9/27/2013,
Naples Local Time
Anticipated Evaluation of Submittals
10/1-10/30
Vendor Presentations if Required
TBD
Anticipated Completion of Contract Negotiations
TBD
Anticipated Board of County Commissioner's Contract
Approval Date
TBD
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.
Proposals should be prepared simply and economically, providing a straightforward concise
description of the Vendor's approach and ability to meet the County's needs, as stated in this
RFP. All proposals should be presented as described in this RFP in PDF or Microsoft Word
format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for
proposal submission is strongly encouraged.
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.
1. Tab[, Cover Letter/ Management Summary (0 points)
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying
philosophy of the firm in providing the services stated herein. Include the name(s), telephone
number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission
of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a
result of this RFP. List all proposed subcontractors who will participate on the team.
2. Tab II, Business Plan (30 points)
In this tab, include:
• Fulfillment of requested specifications of the website: Outline the planning, development and
proofing process that your firm will follow for the modifications and additions to the current web
site modifications. Please include information on a complete administrative access feature to
the site for daily maintenance in all sections and expansion capabilities without a major
redesign.
• Indicate your process and procedures for collecting and proofing all listing data.
• Indicate how the data collection will be documented in the data collection process for future
accountability including who provided it and when it was provided.
• Creativity of presentation and innovative ideas: Provide information on the individuals who will
be working on this project and their experience in tourism Internet development. These
individuals should include the editorial, design and programming team as well as those who
will manage the project and be the primary contact points for the CVB. Please be specific as to
the ideas related to the look, feel and functionality of the web site. Special consideration will be
given to firms with tourism destination experience in web site design.
• Vendors must provide examples of websites created for other tourism destinations that
demonstrate an understanding of the needs of destinations in representing themselves online.
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Provide examples of a demonstrated ability to work collaboratively with both your client and .
your client's advertising agency, Internal digital marketing staff and other vendors for web
related services to create a site design that is cohesive with the destination's brand promise.
Content Creation: The CVB is looking for a creative minded web partner to think "outside the
box" and be very proactive on suggested enhancements to the website. Vendors should
address some or all of the following in their responses to show their creative capabilities:
a. Ability to accept, compress and optimize on -line video, audio, interactive and written -
word editorial content from the concept stage to final web -ready product.
b. Manage content in a variety of formats for the CVB's website. Content created should
emphasize the unique selling points of Collier County, help bring more visitors to the
destination and be fully search engine optimized.
c. Collier County's online marketing efforts include targeting international travelers.
Provide examples of foreign language solutions you have developed for clients and
explain your strategy for implementing such a solution for Collier County.
d. Indicate how much content your firm proposes to develop for the site and provide a
brief summary of sample content topics you recommend for the site. All editorial on the
site must be created following best practices for Web usability and SEO.
• Functionality: Demonstrate the ability to provide support and enhancements for any or all of
the existing functionality, including, but not limited to the following:
a. Calendar of Events
b. Special Deals
c. Interactive mapping
d. Blogs
e. Video player
f. Content Management System
g. Social media platforms
Demonstrate the ability to manage an emergency section (Hurricane, tornado, etc.) for
the website to disseminate critical information on hotel availability and news updates
from the CVB. Include a description of how this functionality would be managed in the
event of an emergency.
Mapping is a key component of destination websites. Demonstrate working knowledge
of advanced, interactive mapping technology for destination marketing sites, showing
examples of applications and implementations your company has developed for other
sites. Include in your proposal a mapping solution that addresses needs of the CVB.
Under consideration by the CVB are initiatives to enhance and expand social
networking opportunities on the Paradisecoast.com and other CVB websites to achieve
these initiatives. Include examples of successful implementations of these and other
features that will help the CVB achieve its goals. These developments should be
added to the revised site without requiring substantial redesign.
• Advanced Analytics
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a. The site is measured by a Google analytics program, with monthly reporting and analysis
provided by the web vendor. Describe how your firm would provide advanced analytics or
comparable software for all tourism website.
b. The CVB receives monthly dashboard reporting of site traffic history, trends, and current
activity. Analytics includes relevant metrics of interest to the CVB and the industry.
Discuss how your firm would meet these needs, showing examples if possible.
c. Regular ad hoc analysis is available as a resource to the CVB. Discuss capabilities for
analysis of metrics and recommendations, including qualifications of those in your
organization who can provide this service.
• Hosting, Maintenance & Support
a. Provide annual hosting for the site. Specify the hosting facility and its qualifications
including guaranteed uptime, 24 -hour customer service, security, daily backup, hardware
redundancy and connectivity /peering.
b. Within the hosting quote, provide a minimum of 25 hours each month of maintenance and
updates of the site. Specify how these hours can be used and carried forward.
c. Identify any value -added services or features that will be provided to the CVB at no
additional cost. Indicate what additional features are offered now and what benefits are
there in the future for choosing the vendor.
d. The current site includes a separately maintained development/testing site on which new
development is implemented and tested by the vendor and reviewed by the CVB prior to
publishing on the live site. Describe your process for providing a development environment
for testing new features and functionality.
e. Indicate your staffs support availability, including on -line and telephone capabilities for help
with web site problems.
3. Tab III, Cost of Services to the County (20 points)
Please indicate the complete annual cost of your proposal and indicate the cost of any
optional enhancements. Be sure to indicate the cost of any additional maintenance hours
above the twenty (25) hours per month included in your proposal price.
Please indicate the hourly charge for major changes to the site in the future. Please note that
Collier County does not advance any funds prior to the completion of the contracted work, so
deposits and monthly draws should not be proposed. Pricing shall be inclusive of all costs
and shall be full compensation for all services, labor, tools, equipment, and any other items
required for project completion and /or completion of services. Travel expenses outside of
Collier County shall not be reimbursed.
4. Tab IV, Experience and Capacity of Firm (10 points)
Tourism industry website design experience: List your relevant experience in Web site
programming, content and presentation. Special consideration will be given to companies with
specific destination marketing organization for cities, counties or states or other relevant
tourism industry Internet development experience.
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Highlight specific qualities and /or accomplishments that make your company uniquely qualified
to deliver the work requested in the bid specs, on time and on budget. Proposers shall
provide, in detail, any information which documents successful and reliable experience in past
performance, especially those performances related to the requirements of this Request for
Proposal. Describe how the firm and personnel assigned to the County will ensure
responsiveness and quality service to the County. Include resumes of professionals who will
be assigned to work on the proposed contract, indicating their experience with similar
engagements.
5. Tab V, Specialized Expertise of Team Members (10 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 all proposed project team members who will be involved in the
management of the total package of services, as well as the delivery of specific
services.
• Attach resumes of any sub - consultants and attach letters of intent from stated sub -
consultants must be included with proposal submission.
6. Tab VI, References (20 points)
In order for the vendor to be awarded any points for this tab, the County requests that the
vendor submits five (5) completed reference forms from clients whose projects are of a similar
nature to this solicitation as a part of their proposal. The County will only use the methodology AW
calculations for the first five (5) references (only) submitted by the vendor in their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area:
• The County shall total each of the vendor's five reference questionnaires and create a
ranking from highest number of points to lowest number of points. References marked
with an N/A (or similar notation will be given the score of zero (0)). Vendors who do not
turn in reference forms will be counted as zero (0).
• The greatest number of points allowed in this criterion will be awarded to the vendor who
has the highest score.
• The next highest vendor's number of points will be divided by the highest vendor's points
which will then be multiplied by criteria points to determine the vendor's points awarded.
Each subsequent vendor's point score will be calculated in the same manner.
• Points awarded will be extended to the whole number per Microsoft Excel.
For illustrative purposes only, see chart for an example of how these points would be
distributed among the five proposers.
Vendor Name
Vendor Total Reference
Score
Points Awarded
Vendor ABC
445
20
Vendor DEF
435
19.6
Vendor GHI
425
19.1
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Vendor JKL
385
17.3
Vendor MNO
385
17.3
Vendor PQR
250
11.2
Note: Sample chart reflects a 20 point reference criterion.
The points awarded by vendor will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the vendor's proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
vendor. The Selection Committee may, at their sole discretion, contact references, and /or
modify the reference points assigned after a thorough review of the proposal and prior to final
ranking by the final Selection Committee.
7. Tab VII, 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.
8. Tab VIII, Required Form Submittals
• Attachment 2: Vendor Check List
• Attachment 3: Conflict of Interest Affidavit
• 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
• Other: i.e. signed addenda, licenses or certifications, promotional materials, etc.
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Exhibit II: General RFP Instructions
1. Questions
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Direct questions related to this RFP to the Collier County Purchasing Department 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 Purchasing
Department 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 Purchasing
Department.
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 delivered before 3:OOPM, Naples local time, on or before September 27
to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
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Attn: Scott D. Johnson, Interim Acquisition Manager
The County does not bear the responsibility for proposals delivered to the Purchasing
Department past the stated date and /or time indicated, or to an incorrect address by
Consultant's personnel or by the Consultant's outside carrier. However, the
Purchasing /General Services Director, or designee, reserves the right to accept proposals
received after the posted close time under the following conditions:
• The tardy submission of the proposal is due to the following circumstances, which may
include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS
or courier where delivery was scheduled before the deadline.
• The acceptance of said proposal does not afford any competing firm an unfair
advantage in the selection process.
Vendors must submit one (1) paper copy clearly labeled "Master." and six (6) disks
(CD's /DVD's) with one copy of the proposal on each disk in Word, Excel or PDF. List the
Solicitation Number and Title on the outside of the box or envelope.
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
period of one hundred eighty (180) days from the submission date to accommodate evaluation
and selection process.
8. Method of Source Selection
The County is using the Competitive Sealed Proposals methodology of source selection for this
procurement, as authorized by Ordinance Number 87 -25, and Collier County Resolution Number
2007 -340 establishing and adopting the Collier County Purchasing Policy.
The County may, as it deems necessary, conduct discussions with qualified Vendors determined
to be in contention for being selected for award for the purpose of clarification to assure full
understanding of, and responsiveness to solicitation requirements.
9. 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. Request for Proposals issued.
3. Subsequent to the closing of proposals, the Procurement Strategist will review the proposals
received and verify whether each proposal appears to be minimally responsive to the
requirements of the published RFP.
4. Meetings will be open to the public and the Procurement Strategist shall publicly post prior
notice of such meeting in the lobby of the Purchasing Building.
5. The committee members will review each Proposal individually and score each proposal
based on the evaluation criteria stated herein.
6. Prior to the first meeting of the selection committee, the Procurement Strategist will post a
notice announcing the date, time and place of the first committee meeting. Said notice shall
be posted in the lobby of the Purchasing Building not less than three (3) working days prior to
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the meeting. The Procurement Strategist will also post prior notice of all subsequent
committee meetings and shall endeavor to post such notices at least one (1) day in advance of
all subsequent meetings.
7. The committee will compile individual rankings, based on the evaluation criteria as stated
herein, for each proposal to determine committee recommendations. The committee may at
their discretion, schedule presentations or demonstrations from the top- ranked firm(s), make
site visits, and obtain guidance from third party subject matter experts. The final
recommendation will be decided based on review of scores and consensus of committee.
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.
10. References
The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
11. 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 II, Business Plan
30 pts
Tab III, Cost of Services to the County
20 pts
Tab IV, Experience and Capacity of Firm
10 pts
Tab V, Specialized Expertise of Team Members
10 pts
Tab VI, References
20 pts
Local Vendor Preference
10 pts
TOTAL
100 pts
Tie Breaker: In the event of a tie, both in'individual scoring and in final ranking, the firm with
the lowest paid dollars by Collier County to the vendor (as obtained from the County's financial
system) within the last five (5) years will receive the higher individual ranking. If there is a multiple
firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall
receive the higher ranking, the firm with the next lowest volume of work shall receive the next
highest ranking and so on.
12. 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
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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 any
other Vendor or to re- advertise using the same or revised documentation, at its sole discretion.
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Exhibit 111: Collier County Purchase Order Terms and Conditions
Offer
and to comply with all carrier
This offer is subject to cancellation by the
regulations. Risk of loss of any goods
COUNTY without notice if not accepted by
sold hereunder shall transfer to the
VENDOR within fourteen (14) days of
COUNTY at the time and place of
issuance.
delivery; provided that risk of loss prior
to actual receipt of the goods by the
Acceptance and Confirmation
COUNTY nonetheless remain with
This Purchase Order (including all
VENDOR.
documents attached to or referenced
b)
No charges will be paid by the COUNTY
therein) constitutes the entire agreement
for packing, crating or cartage unless
between the parties, unless otherwise
otherwise specifically stated in this
specifically noted by the COUNTY on the
Purchase Order. Unless otherwise
face of this Purchase Order. Each delivery
provided in Purchase Order, no invoices
of goods and /or services received by the
shall be issued nor payments made
COUNTY from VENDOR shall be deemed to
prior to delivery. Unless freight and
be upon the terms and conditions contained
other charges are itemized, any
in this Purchase Order.
discount will be taken on the full amount
of invoice.
No additional terms may be added and
c)
All shipments of goods scheduled on the
Purchase Order may not be changed except
same day via the same route must be
by written instrument executed by the
consolidated. Each shipping container
COUNTY. VENDOR is deemed to be on
must be consecutively numbered and
notice that the COUNTY objects to any
marked to show this Purchase Order
additional or different terms and conditions
number. The container and Purchase
contained in any acknowledgment, invoice
Order numbers must be indicated on bill
or other communication from VENDOR,
of lading. Packing slips must show
notwithstanding the COUNTY'S acceptance
Purchase Order number and must be
or payment for any delivery of goods and /or
included on each package of less than
services, or any similar act by VENDOR.
container load (LCL) shipments and /or
with each car load of equipment. The
Inspection
COUNTY reserves the right to refuse or
All goods and /or services delivered
return any shipment or equipment at
hereunder shall be received subject to the
VENDOR'S expense that is not marked
COUNTY'S inspection and approval and
with Purchase Order numbers.
payment therefore shall not constitute
VENDOR agrees to declare to the
acceptance. All payments are subject to
carrier the value of any shipment made
adjustment for shortage or rejection. All
under this Purchase Order and the full
defective or nonconforming goods will be
invoice value of such shipment.
returned pursuant to VENDOR'S instruction
d)
All invoices must contain the Purchase
at VENDOR'S expense.
Order number and any other specific
information as identified on the
To the extent that a purchase order requires
Purchase Order. Discounts of prompt
a series of performances by VENDOR, the
payment will be computed from the date
COUNTY prospectively reserves the right to
of receipt of goods or from date of
cancel the entire remainder of the Purchase
receipt of invoices, whichever is later.
Order if goods and /or services provided
Payment will be made upon receipt of a
early in the term of the Purchase Order are
proper invoice and in compliance with
non - conforming or otherwise rejected by the
Chapter 218, Fla. Stats., otherwise
COUNTY.
known as the "Local Government
Shipping and Invoices
Prompt Payment Act," and, pursuant to
a) All goods are FOB destination and must
the Board of County Commissioners
be suitably packed and prepared to
Purchasing Policy.
secure the lowest transportation rates
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5. Time Is Of the Essence
and transportation shall conform to all
Time for delivery of goods or performance of
applicable laws, including but not limited to
services under this Purchase Order is of the
the Occupational Health and Safety Act, the
essence. Failure of VENDOR to meet
Federal Transportation Act and the Fair
delivery schedules or deliver within a
Labor Standards Act, as well as any law or
reasonable time, as interpreted by the
regulation noted on the face of the Purchase
COUNTY in its sole judgment, shall entitle
Order.
the COUNTY to seek all remedies available
to it at law or in equity. VENDOR agrees to
9. Advertising
reimburse the COUNTY for any expenses
No VENDOR providing goods and services
incurred in enforcing its rights. VENDOR
to the COUNTY shall advertise the fact that
further agrees that undiscovered delivery of
it has contracted with the COUNTY for
nonconforming goods and /or services is not
goods and /or services, or appropriate or
a waiver of the COUNTY'S right to insist
make use of the COUNTY'S name or other
upon further compliance with all
identifying marks or property without the
specifications,
prior written consent of the COUNTY'S
Purchasing Department.
6. Changes
The COUNTY may at any time and by
written notice make changes to drawings
10. Indemnification
and specifications, shipping instructions,
VENDOR shall indemnify and hold harmless
quantities and delivery schedules within the
the COUNTY from any and all claims,
general scope of this Purchase Order.
including claims of negligence, costs and
Should any such change increase or
expenses, including but not limited to
decrease the cost of, or the time required for
attorneys' fees, arising from, caused by or
performance of the Purchase Order, an
related to the injury or death of any person
equitable adjustment in the price and /or
(including but not limited to employees and
delivery schedule will be negotiated by the
agents of VENDOR in the performance of
COUNTY and VENDOR. Notwithstanding
their duties or otherwise), or damage to
the foregoing, VENDOR has an affirmative
property (including property of the COUNTY
obligation to give notice if the changes will
or other persons), which arise out of or are
decrease costs. Any claims for adjustment
incident to the goods and /or services to be
by VENDOR must be made within thirty (30)
provided hereunder.
days from the date the change is ordered or
within such additional period of time as may
11. Warranty of Non - Infringement
be agreed upon by the parties.
VENDOR represents and warrants that all
goods sold or services performed under this
7. Warranties
Purchase Order are: a) in compliance with
VENDOR expressly warrants that the goods
applicable laws; b) do not infringe any
and /or services covered by this Purchase
patent, trademark, copyright or trade secret;
Order will conform to the specifications,
and c) do not constitute unfair competition.
drawings, samples or other descriptions
furnished or specified by the COUNTY, and
VENDOR shall indemnify and hold harmless
will be of satisfactory material and quality
the COUNTY from and against any and all
production, free from defects and sufficient
claims, including claims of negligence, costs
for the purpose intended. Goods shall be
and expense, including but not limited to
delivered free from any security interest or
attorneys' fees, which arise from any claim,
other lien, encumbrance or claim of any third
suit or proceeding alleging that the
party. These warranties shall survive
COUNTY'S use of the goods and /or
inspection, acceptance, passage of title and
services provided under this Purchase Order
payment by the COUNTY.
are inconsistent with VENDOR'S
representations and warranties in section 11
B. Statutory Conformity
(a).
Goods and services provided pursuant to
this Purchase Order, and their production
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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 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
2/25/2014 16.F.1.
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
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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
2/25/2014 16.F.1.
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
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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
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 Purchasing Policy.
4. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly
responsible for 60% or more of the solicitation amount for said work.
5. 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.
6. Additional Terms and Conditions of Contract
Collier County has developed standard contracts /agreements, approved by the Board of County
Commissioners (BCC). The selected Vendor shall be required to sign a standard Collier County
contract within twenty one (21) days of Notice of Selection for Award.
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.
7. Payment Method
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Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include:
• Purchase Order Number
• 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: bccaoclerk(cDcollierclerk.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 1aches" 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.
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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.
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.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer.
All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE
Protective labels.
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, Community
Development and Environmental Services 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;
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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 Vendor be found to have failed to perform his 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
sole judge of non - performance.
13. Lobbying
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be
lobbied, either individually or collectively about a project for which a firm has submitted a Proposal.
Firms and their agents are not to contact members of the County Commission for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to
final Board approval, no firm or their agent shall contact any other employee of Collier County in
reference to this Proposal, with the exception of the Purchasing Director or his designee(s). Failure to
abide by this provision may serve as grounds for disqualification for award of this contract to the firm.
14. Public Records Compliance
The Vendor /Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including
specifically those contractual requirements at F.S. § 119.0701(2) (a) -(d) and (3)), ordinances, codes,
rules, regulations and requirements of any governmental agencies.
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501)
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.htmi) 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
Xx -XXX
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2/25/2014 16.F.1.
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 this
requirement will be deemed non - responsive and rejected from further consideration.
17. Survivability
Bids (ITBs /RFPs): The Consultant/ContractorNendor agrees that any Work Order /Purchase Order
that extends beyond the expiration date of Solicitation 13 -6109 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
Any actual or prospective Vendor to a Request for Proposal, who is aggrieved with respect to the
former, shall file a written protest with the Purchasing Director prior to the due date for acceptance of
proposals. All such protests must be filed with the Purchasing Director no later than 11:00 a.m.
Collier County time on the final published date for the acceptance of the Request for Proposals.
The Board of County Commissioners will make award of contract in public session. Award
recommendations will be posted outside the offices of the Purchasing Department on Wednesdays
and Thursdays. Any actual or prospective respondent who desires to formally protest the
recommended contract award must file a notice of intent to protest with the Purchasing Director
within two (2) calendar days (excluding weekends and County holidays) of the date that the
recommended award is posted.
Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be
given instructions as to the form and content requirements of the formal protest. A copy of the
"Protest Policy" is available at the office of the Purchasing Director.
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
If required, Vendor / Contractor / Proposer shall be responsible for the costs of providing background
checks by the Collier County Facilities Management Department, and drug testing 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.
xx -xxx
RF P_Non_CCNATemplate_07012013
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2/25/2014 16. F.1.
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
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 Purchasing Department an executed affidavit certifying they
shall comply with the E- Verify Program. The affidavit is attached to the solicitation documents. If the
BidderNendor 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
XX -XXX
RF P_Non_CCNATemplate_07012013
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2/25/2014 16. F.1.
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.
A "local business" is defined as a business that has a valid occupational license issued by either
Collier or Lee County for a minimum of one (1) year prior to a Collier County bid or proposal
submission that authorizes the business to provide the commodities or services to be purchased, and
a physical business address located within the limits of Collier or Lee Counties from which the vendor
operates or performs business. Post Office Boxes are not verifiable and 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
either Collier or Lee County in a verifiable and measurable way. This may include, but not be limited
to, the retention and expansion of employment opportunities, the support and increase to either
Collier or Lee County's -tax base, and residency of employees and principals of the business within
Collier or Lee 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.
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.
xx -xxx
U P_Non_CCNATemplate_07012013
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2/25/2014 16. F.1.
C►a�ier County
Administaive senrims Wsiion
Purchasing
Attachment 1: Vendor's Non - Response Statement
The sole intent of the Collier County Purchasing Department 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, Purchasing Department, 3327 Tamiami
Trail E, Naples, FL 34112.
We are not responding to Solicitation 13 -6109 Website Development & Maintenance 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:
Packet Page -1576-
Date
Xx-XXX
RF P_Non_CC NATemplate_07012013
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2/25/2014 16.F.1.
cownty
Administrative Serums Dmsion
Purchasing
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.
❑ The mailing envelope has been addressed to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn: Scott D. Johnson, Acquisition Manager
❑ The mailing envelope must be sealed and marked with Solicitation 13 -6109 Website
Development and Maintenance Services and 9/27/2013.
❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date
and time. (Otherwise Proposal cannot be considered.)
ALL COURIER - DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET.
Name of Firm:
Address:
City, State, Zip:
Telephone:
Email:
Representative Signature:
Representative Name: Date
xx -xxx
RF P_Non_CC NATemplate_07012013
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c0TXer C.Jou t
Adn-inis7-ahve Services Division
Purchasing
Attachment 3: Conflict of Interest Affidavit
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 proposed
work; and bear on whether the firm (employees, officers and /or agents) has a possible conflict have been
fully disclosed.
Additionally, the firm (employees, officers and /or agents) agrees to immediately notify in writing the
Purchasing /General Services Director, or designee, if any actual or potential conflict of interest arises
during the contract and /or project duration.
Firm:
Signature and Date:
Print Name
Title of Signatory
State of
County of
SUBSCRIBED AND SWORN to before me this
20
by
identification
Notary Public
My Commission Expires
day of
, who is personally known to me to be the
for the Firm, OR who produced the following
XX -XXX
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C 1oer City
AdrrrvnisirdM Seances Division
Purchasing
Attachment 4: Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
RE: Solicitation: 13 -6109 Website Development and Maintenance Services
Dear Commissioners:
The undersigned, as Vendor 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 Vendor 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 Vendor states that the proposal is based upon the
proposal documents listed by Solicitation: 13 -6109 Website Development and Maintenance Services.
(Proposal Continued on Next Page)
XX -XXX
RF P_Non_CCNATemplate_07012013
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2/25/2014 16.F.1.
xx -xxx
R FP_Non_CCNATemplate_07012013
32
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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
xx -xxx
R FP_Non_CCNATemplate_07012013
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2/25/2014 16.F.1.
Col en City
AdrnnisbmM SeMoes Division
Purchasing
Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: 13 -6109 Website Development and Maintenance Services (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 Purchasing Policy of the Collier County Board of County
Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy;
A "local business" is defined as a business that has a valid occupational license issued by either Collier or Lee
County for a minimum of one (1) year prior to a Collier County bid or proposal submission that authorizes the
business to provide the commodities or services to be purchased, and a physical business address located within
the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office Boxes are
not verifiable and 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 either Collier or Lee County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, the support and increase to either Collier or
Lee County's tax base, and residency of employees and principals of the business within Collier or Lee 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.
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:
STATE OF FLORIDA
❑ COLLIER COUNTY ❑ LEE COUNTY
Title:
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)
Packet Page -1581-
xx -xxx
RF P_Non_CCNATemplate_07012013
33
2/25/2014 16. F.1.
CAr C.ouII�y
Adn-OsbzM services Division
Pu2hasing
Attachment 6: Immigration Affidavit Certification
Solicitation: 13 -6109 Website Development and Maintenance Services
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
State of _
County of
Date
The foregoing instrument was signed and acknowledged before me this day of
20_, by
who has produced
(Print or Type Name)
Notary Public Signature
Printed Name of Notary Public
Notary Commission Number /Expiration
(Type of Identification and Number)
as identification.
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.
xx -xxx
RF P_Non_CCNATemplate_07012013
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2/25/2014 16. F.1.
Co� r coUMy
Adrtrnistratve Services Division
Purchasing
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 (including
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
State
Telephone
City
Zip
FAX Email
Order Information
Address
City State Zip
FAX
Email
2. Company Status (check only one)
Remit / Payment Information
Address
City State
FAX
Email
Zip
_Individual / Sole Proprietor
_Corporation
_Partnership
_Tax Exempt (Federal income tax - exempt entity
_ Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c) 3)
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, l certify that the information shown on this form is correct to my knowledge.
Signature Date
Title Phone Number
xx -xxx
RFP_Non_CCNATemplate_07012013
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r.
2/25/2014 161.1.
COT Mer Comet
AdminisWwe Service Dwision
Purchasing
Attachment 8: Insurance and Bonding Requirements
Insurance /Bond Type
Required Limits
1. ® Worker's
Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Compensation
Statutory Limits and Requirements
2. ® Employer's Liability
$1,000,000.00 single limit per occurrence
3. ® Commercial General
Bodily Injury and Property Damage
Liability (Occurrence Form)
patterned after the current
$1,000,000.00 single limit per occurrence, $2,000,000 aggregate for Bodily
ISO form
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
ContractorNendor /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 /Consu,ltant 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
$ 500.000.00 Each Occurrence; Bodily Injury & Property Damage,
Owned /Non- owned /Hired; Automobile Included
5. ❑ Other insurance as
❑ Watercraft $ Per Occurrence
noted:
❑ 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
Packet Page -1584-
6. ❑ Bid bond
7. ❑ Performance and
Payment Bonds
2/25/2014 16. F.1.
the aggregate
• $1,000,000 per claim and in the aggregate
• $2,000,000 per claim and in the aggregate
❑ Valuable Papers Insurance $ Per Occurrence
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.
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.
® 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 Collier County (or
Airport Authority or Collier MPO). 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.
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
Vendor Signature
Print Name
Insurance Agency
Agent Name
Packet Page -1585-
Date
Telephone Number
xx -xxx
RF P_Non_CCNATemplate_07012013
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2/25/2014 161.1.
Adrrmbahm Seiv m Wslon
PurchawV
Attachment 9: Reference Questionnaire
Solicitation: 13 -6109 Website Development and Maintenance Services
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name: Company:
(Evaluator completing reference questionnaire) (Evaluator's Company completing reference)
Email: FAX: Telephone:
Collier County is implementing a process that collects reference information on firms and their key personnel to be used
in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as
a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the
best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the
firm /individual again) and 1 representing that you were very unsatisfied (and would never hire the firm /indivdival again).
If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will
be scored "0."
Project Description:
Project Budget:
Change Orders - Dollars Added
Completion Date:
Project Number of Days:
Change Orders - Days Added:
Item
Citeria
Score
1
Ability to manage the project costs (minimize change orders to scope).
2
Ability to maintain project schedule (complete on -time or early).
3
Quality of work.
4
Quality of consultative advice provided on the project.
5
Professionalism and ability to manage personnel.
6
Close out project process (final product turnover; invoices; manuals or going
forward documentation, etc.)
7
Ability to verbally communicate and document information clearly and succinctly.
8
Abiltity to manage risks and unexpected project circumstances.
9
Ability to follow County policies, procedures, rules, regulations, etc.
10
Overall comfort level with hiring the company in the future (customer satisfaction).
TOTAL SCORE OF ALL ITEMS
Please FAX this completed survey to:
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By
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A G RE E MEN T13-6109
for
Website Development and Maintenance
THIS AGREEMENT, made and entered into on this day of 2014, by
and between Miles Media Group, LLLP, authorized to do business in the State of Florida,
whose business address is 6751 Professional Parkway West, Sarasota, FL 34240, (the
"Consultant ") and Collier County, a political subdivision of the State of Florida, (the
"County "):
WITNESSETH:
1. COMMENCEMENT. The Consultant shall commence the work upon issuance of a
Purchase Order.
2. CONTRACT TERM. The contract shall be for a two (2) year period, commencing on
Date of Board award and terminating two (2) year(s) from that date.
The County may, at its discretion and with the consent of the Consultant, renew the
Agreement under all of the terms and conditions contained in this Agreement for two
(2) additional one (1) year periods. The County shall give the Consultant written notice
of the County's intention to renew the Agreement term not less than ten (10) days prior
to the end of the Agreement term then in effect.
3. STATEMENT OF WORK. The Consultant shall provide Website Development and
Maintenance Services in accordance with the terms and conditions of RFP #13 -6109 and
the Consultant's proposal referred to herein and made an integral part of this
agreement. This Agreement contains the entire understanding between the parties and
any modifications to this Agreement shall be mutually agreed upon in writing by the
Parties, in compliance with the County Purchasing Ordinance and Purchasing
Procedures in effect at the time such services are authorized.
4. COMPENSATION: The County shall pay the Consultant the fixed monthly costs
pursuant to Exhibit A Services Proposal. The Consultant may provide additional
Website Enhancement Projects work as outlined in Exhibit A, upon mutual agreement
on the project scope and cost proposal. The cost of any Website Enhancement Projects
work shall not exceed the then current Board approved budget. Payment will be made
upon receipt of a proper invoice and upon approval by the Tourism Director or his
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designee, and in compliance with Chapter 218 Fla. Stats., otherwise known as the
"Local Government Prompt Payment Act ".
4.1 Payments will be made for 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.
5. SALES TAX. Consultant shall pay all sales, consumer, use and other similar taxes
associated with the Work or portions thereof, which are applicable during the
performance of the Work. Collier County, Florida as a political subdivision of the State
of Florida, is exempt from the payment of Florida sales tax to its consultants under
Chapter 212, Florida Statutes, Certificate of Exemption # 85- 8015966531C -2.
6. NOTICES. All notices from the County to the Consultant shall be deemed duly served
if mailed or faxed to the Consultant at the following Address:
Miles Media Group, LLLC
Attn: Steve Berlin, Vice President & Publisher
6751 Professional Parkway; Suite 200
Sarasota FL 34240
Tel: 941 -342 -2300
Fax: 941 - 907 -0300
All Notices from the Consultant to the County shall be deemed duly served if mailed or
faxed to the County to:
Collier County Government Center
Purchasing Department
3327 Tamiami Trail, East
Naples, Florida 34112
Attention: Purchasing & General Services Director
Telephone: 239 - 252 -8407
Facsimile: 239 - 252 -6480
The Consultant and the County may change the above mailing address at any time
upon giving the other party written notification. All notices under this Agreement must
be in writing.
7. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating
a partnership between the County and the Consultant or to constitute the Consultant as
an agent of the County.
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8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits
necessary for the prosecution of the Work shall be obtained by the Consultant. The
County will not be obligated to pay for any permits obtained by
Subcontractors/ Subconsultants.
Payment for all such permits issued by the County shall be processed internally by the
County. All non - County permits necessary for the prosecution of the Work shall be
procured and paid for by the Consultant. The Consultant shall also be solely
responsible for payment of any and all taxes levied on the Consultant. In addition, the
Consultant shall comply with all rules, regulations and laws of Collier County, the State
of Florida, or the U. S. Government now in force or hereafter adopted. The Consultant
agrees to comply with all laws governing the responsibility of an employer with respect
to persons employed by the Consultant.
9. NO IMPROPER USE. The Consultant will not use, nor suffer or permit any person to
use in any manner whatsoever, County facilities for any improper, immoral or offensive
purpose, or for any purpose in violation of any federal, state, county or municipal
ordinance, rule, order or regulation, or of any governmental rule or regulation now in
effect or hereafter enacted or adopted. In the event of such violation by the Consultant
or if the County or its authorized representative shall deem any conduct on the part of
the Consultant to be objectionable or improper, the County shall have the right to
suspend the contract of the Consultant. Should the Consultant fail to correct any such
violation, conduct, or practice to the satisfaction of the County within twenty -four (24)
hours after receiving notice of such violation, conduct, or practice, such suspension to
continue until the violation is cured. The Consultant further agrees not to commence
operation during the suspension period until the violation has been corrected to the
satisfaction of the County.
10. TERMINATION. Should the Consultant be found to have failed to perform his
services in a manner satisfactory to the County as per this Agreement, the County may
terminate said agreement for cause; further the County may terminate this Agreement
for convenience with a thirty (30) day written notice. The County shall be sole judge of
non - performance.
In the event that the County terminates this Agreement, Consultant's recovery against
the County shall be limited to that portion of the Contract Amount earned through the
date of termination. The Consultant shall not be entitled to any other or further recovery
against the County, including, but not limited to, any damages or any anticipated profit
on portions of the services not performed.
11. NO DISCRIMINATION. The Consultant agrees that there shall be no discrimination
as to race, sex, color, creed or national origin.
IMM
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12. INSURANCE. The Consultant shall provide insurance as follows:
A. Commercial General Liability: Coverage shall have minimum limits of $1,000,000
Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage
Liability. This shall include Premises and Operations; Independent Consultants;
Products and Completed Operations and Contractual Liability.
B. Business Auto Liability: Coverage shall have minimum limits of $500,000 Per
Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage
Liability. This shall include: Owned Vehicles, Hired and Non -Owned Vehicles and
Employee Non - Ownership.
C. Workers' Compensation: Insurance covering all employees meeting Statutory
Limits in compliance with the applicable state and federal laws.
The coverage must include Employers' Liability with a minimum limit of $1,000,000 for
each accident.
S12ecial Requirements: Collier County Government shall be listed as the Certificate
Holder and included as an Additional Insured on the Comprehensive General Liability
Policy.
Current, valid insurance policies meeting the requirement herein identified shall be
maintained by Consultant during the duration of this Agreement. The Consultant shall
provide County with certificates of insurance meeting the required insurance
provisions. Renewal certificates shall be sent to the County ten (10) days prior to any
expiration date. Coverage afforded under the policies will not be canceled or allowed to
expire until the greater of: ten (10) days prior written notice, or in accordance with
policy provisions. Consultant shall also notify 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 Consultant from its insurer, and
nothing contained herein shall relieve Consultant of this requirement to provide notice.
Consultant shall ensure that all sub - Consultants comply with the same insurance
requirements that he is required to meet.
13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the
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, whether resulting from any
claimed breach of this Agreement by Consultant, any statutory or regulatory violations,
or from personal injury, property damage, direct or consequential damages, or
economic loss, to the extent caused by the negligence, recklessness, or intentionally
wrongful conduct of the Consultant or anyone employed or utilized by the Consultant
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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.
13.1 The duty to defend under this Article 13 is independent and separate from the duty
to indemnify, and the duty to defend exists regardless of any ultimate liability of the
Consultant, County and any indemnified party. The duty to defend arises immediately
upon presentation of a claim by any party and written notice of such claim being
provided to Consultant. Consultant's obligation to indemnify and defend under this
Article 13 will survive the expiration or earlier termination of this Agreement until it is
determined by final judgment that an action against the County or an indemnified party
for the matter indemnified hereunder is fully and finally barred by the applicable statute
of limitations.
14. CONTRACT ADMINISTRATION. This Agreement shall be administered on behalf of
the County by the Tourism Department.
15. CONFLICT OF INTEREST: Consultant represents that it presently has no interest and
shall acquire no interest, either direct or indirect, which would conflict in any manner
with the performance of services required hereunder. Consultant further represents
that no persons having any such interest shall be employed to perform those services.
16. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the following
component parts, all of which are as fully a part of the contract as if herein set out
verbatim: Consultant's Proposal, Insurance Certificate, RFP #13 -6109 Scope of Work,
Specifications and Addendum, Exhibit A Services Proposal.
17. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between
the parties herein that this agreement is subject to appropriation by the Board of County
Commissioners.
18. 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, Collier County Ethics Ordinance No. 2004 -05, as amended, 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 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.
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19. COMPLIANCE WITH LAWS. By executing and entering into this agreement, the
Consultant is formally acknowledging without exception or stipulation that it agrees to
comply, at its own expense, with all federal, state and local laws, codes, statutes,
ordinances, rules, regulations and requirements applicable to this Agreement, including
but not limited to those dealing with 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; taxation, workers' compensation, equal employment and safety (including,
but not limited to, the Trench Safety Act, Chapter 553, Florida Statutes), and the Florida
Public Records Law Chapter 119 (including specifically those contractual requirements
at F.S. § 119.0701(2)(a) -(d) and (3))). If Consultant observes that the Contract Documents
are at variance therewith, it shall promptly notify the County in writing. Failure by the
Consultant to comply with the laws referenced herein shall constitute a breach of this
agreement and the County shall have the discretion to unilaterally terminate this
agreement immediately.
20. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County
encourages and agrees to the successful proposer extending the pricing, terms and
conditions bf this solicitation or resultant contract to other governmental entities at the
discretion of the successful proposer.
21. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in part, the remaining portion of this Agreement
shall remain in effect.
22. ADDITIONAL ITEMS /SERVICES. Additional items and/or services may be added to
this contract in compliance with the Purchasing Procedures.
23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted
by this Agreement to resolve disputes between the parties, the parties shall make a good
faith effort to resolve any such disputes by negotiation. The negotiation shall be
attended by representatives of Consultant with full decision - making authority and by
County's staff person who would make the presentation of any settlement reached
during negotiations to County for approval. Failing resolution, and prior to the
commencement of depositions in any litigation between the parties arising out of this
Agreement, the parties shall attempt to resolve the dispute through Mediation before an
agreed -upon Circuit Court Mediator certified by the State of Florida. The mediation
shall be attended by representatives of Consultant with full decision - making authority
and by County's staff person who would make the presentation of any settlement
reached at mediation to County's board for approval. Should either party fail to submit
to mediation as required hereunder, the other party may obtain a court order requiring
mediation under section 44.102, Fla. Stat.
24. VENUE. Any suit or action brought by either party to this Agreement against the other
party relating to or arising out of this Agreement must be brought in the appropriate
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federal or state courts in Collier County, Florida, which courts have sole and exclusive
jurisdiction on all such matters.
25. KEY PERSONNEUPROTECT STAFFING: The Consultant's personnel and
management to be utilized for this project shall be knowledgeable in their areas of
expertise. The County reserves the right to perform investigations as may be deemed
necessary to ensure that competent persons will be utilized in the performance of the
contract. The Consultant shall assign as many people as necessary to complete the
project/ services on a timely basis, and each person assigned shall be available for an
amount of time adequate to meet the required service dates. The Consultant shall not
change Key Personnel unless the following conditions are met: (1) Proposed
replacements have substantially the same or better qualifications and /or experience. (2)
that the County is notified in writing as far in advance as possible. The Consultant shall
make commercially reasonable efforts to notify Collier County within seven (7) days of
the change. The County retains final approval of proposed replacement personnel.
26. ORDER OF PRECEDENCE: In the event of any conflict between or among the terms of
any of the Contract Documents, the terms of the Request for Proposal (RFP 13 -6109)
and /or the Consultant's Proposal, the Contract Documents shall take precedence.
27. ASSIGNMENT: Consultant shall not assign this Agreement or any part thereof, without
the prior consent in writing of the County. Any attempt to assign or otherwise transfer
this Agreement, or any part herein, without the County's consent, shall be void. If
Consultant does, with approval, assign this Agreement or any part thereof, it shall
require that its assignee be bound to it and to assume toward Consultant all of the
obligations and responsibilities that Consultant has assumed toward the County.
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IN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized
person or agent, have executed this Agreement on the date and year first written above.
ATTEST:
Dwight E. Brock, Clerk of Courts
Dated:
(SEAL)
First Witness
TType /print witness names
Second Witness
TType/ print witness nameT
Approved as to Form and Legality:
(0?
Assistant County Attorney
Print Name
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
Bv:
Tom Henning, Chairman
Miles Media Group, LLLP
Consultant
By:
Signature
TType/ print signature and titleT
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Exhibit A
Services Proposal
Monthly Fixed Costs:
Website Hosting @ $700 per month; Annual Cost $ 8,400
Maintenance Hours of 20 per month @ $110; Annual Cost $26,400
Analytics Reporting @ $875 per month $10,500
Total Annual Fixed Costs:
$ 45,300
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Website Enhancement Projects*
May include but not be limited to the following, and additions and/or changes to this list
may be made based on departmental business needs:
Content Generation Program
Get Smart Content
AthletesinParadise.com Enhancements
ShootinParadise.com enhancements
ParadisecoastBlueway.com enhancement
Campaign support in Responsive Design
Future Website Enhancement Projects
* Supported by separate Project Scopes and Cost Proposals as approved by the Tourism
Director or his designee. The cost of any Website Enhancement Projects work shall not
exceed the then current Board approved budget.
Pricing shall be inclusive of all costs. Payment shall be fall compensation for all services,
labor, tools, equipment, travel and any other items required for project completion and/or
completion of services.
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