Agenda 09/23/2014 Item #16D199/23/2014 16.D.19.
EXECUTIVE SUMMARY
Recommendation to award Request for Proposals No. 14 -6277 "Museum Facility Event
Coordinator" to CaterMasters, Inc.
OBJECTIVE: To offset operating expenses for the County Museums through earned revenue
CONSIDERATIONS: On October 1, 2013, the Board held a Workshop wherein discussion included
several options developed by the Museum to begin generating earned revenue to supplement the
department's annual operating budget. A key concept involved developing a new business model that will
utilize an outside event planning and catering service to implement and professionally manage, promote
and coordinate rentals of Museum facilities for private functions after normal business hours.
Museum staff researched and developed a proposed scope of work and rental guidelines and procedures
that would maximize potential revenue while protecting Museum resources. A request for proposals was
subsequently issued on May 5, 2014 by the Purchasing Department. A total of 1,050 bid packages were
issued on the procurement system. Twenty -seven (27) bid packages were downloaded and two (2) firms
submitted offers. All proposals were received on May 29, 2014.
Two proposals were received and presentations were made to a selection committee on June 16, 2014.
After review, the committee selected the firm of CaterMasters, Inc., to provide this service to the County.
FISCAL IMPACT: Staff has negotiated a contract wherein CaterMasters, Inc. will remit to Collier
County 17.5% of their gross revenue for all events booked under this contract. Staff estimates annual
revenue to be $70,000 - $80,000, which is budgeted in the Museum Fund (198) for FY 15.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
item.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval. — CMG
RECOMMENDATION: That the Board of County Commissioners awards Request for Proposals No.
14 -6277 "Museum Facility Event Coordinator" to Cater Masters, Inc. and authorizes the Chairman to
execute the Agreement.
Prepared by: Ron Jamro, Museum Director
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.19.
Item Summary: Recommendation to award Request for Proposals No. 14 -6277 "Museum
Facility Event Coordinator" to CaterMasters, Inc.
Meeting Date: 9/23/2014
Prepared By
Name: AlonsoHailey
Title: Operations Analyst, Public Services Division
9/8/2014 4:33 :18 PM
Approved By
Name: JamroRon
Title: Director - Museum, Museum
Date: 9/9/2014 12:50:40 PM
Name: TownsendAmanda
Title: Director - Operations Support, Public Services Division
Date: 9/9/2014 4:22:49 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Division
Date: 9/11/2014 5:02:34 PM
Name: MarkiewiczJoanne
Title: Director - Purchasing/General Services, Purchasing & General Services
Date: 9/12/2014 6:50:35 AM
Name: HerreraSandra
Title: Procurement Specialist, Purchasing & General Services
Date: 9/12/2014 8:29:29 AM
Name: JohnsonScott
Title: Manager - Procurement, Purchasing & General Services
Date: 9/12/2014 11:33:22 AM
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Name: CummingsRhonda
Title: Procurement Specialist, Purchasing & General Services
Date: 9/12/2014 5:10:20 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Division
Date: 9/15/2014 9:18:58 AM
Name: CarnellSteve
Title: Administrator - Public Services, Public Services Division
Date: 9/16/2014 10:51:38 AM
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 9/16/2014 11:52:36 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 9/16/2014 1 :54:21 PM
Name: FinnEd
Title: Management/Budget Analyst, Senior, Transportation Engineering & Construction Management
Date: 9/16/2014 2:59:22 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 9/16/2014 4:10:31 PM
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COLLIER COUNTY MUSEUM AGREEMENT
14 -6277 Facility Event Coordinator
This Facility Use Agreement ( "Agreement ") is entered into this day of , 2014, by
and between CaterMasters, Inc., a corporation authorized to do business in the State of Florida,
whose business address is 125 Airport Road North, Suite IOTA, Naples, FL 34104 ( "Lessee "),
and Collier County, a political subdivision of the State of Florida, (the "County" or "Lessor ")
collectively stated as the "Parties."
WITNESSETH•
WHEREAS, the County wishes to engage the services of a firm to implement, promote
and manage successful Facility Events Coordination for Events during the weekend and after -
hours, such as, but not limited to; small private gatherings, business meetings, hotel guests and
group visits, luncheons, garden parties, wedding ceremonies, photography classes, and other
suitable activities located on the Museum properties owned by the County, hereinafter referred to
as the "Events ", and more fully described in Exhibit A, Scope of Services, attached hereto, and
WHEREAS, the County wishes to engage the services of a firm capable of performing
the work related to the Events, hereinafter called the "Facility Events Coordinator" or "Lessee ",
and
WHEREAS, the County desires to be compensated by the Lessee managing the Events
and have the Lessee manage the Events; and
WHEREAS, the Lessee is agreeable to and desirous of undertaking such services for
County in connection with the Events as described herein;
NOW, therefore, in consideration of the promises and mutual covenants hereinafter
contained, the Lessee hereby agrees to undertake said services in connection with the Events as
outlined below, subject to the terms and provisions as hereinafter contained.
1. Commencement: The agreement shall be for a three (3) year period, commencing on Date
of Board award and terminating three (3) years from that date. The County may, at its
discretion and with the consent of the Lessee, renew the Agreement under all of the terms
and conditions contained in this Agreement for five (5) additional one (1) year periods.
The County shall give the Lessee 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.
The County Manager, or his designee, may, at his discretion, extend the Agreement under
all of the terms and conditions contained in this Agreement for up to one hundred eighty
(180) days. The County Manager, or his designee, shall give the Lessee written notice of
the County's intention to extend the Agreement term not less than ten (10) days prior to
the end of the Agreement term then in effect.
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2. Facilities: Collier County Museum Locations, including, but not limited to, Naples
Depot Museum in downtown Naples, Immokalee Pioneer Museum at Roberts Ranch in
Immokalee, and the Collier County Main Museum at the Collier County Government
Center, ( "Facilities" or "Premises ").
3. Use of Facilities: Lessee shall utilize the Facilities for various Events throughout the year
in strict accordance with the attached Exhibit A, Scope of Work and Exhibit B, Terms
and Conditions.
4, Permissible Alterations and Additions to Premises: Lessee may not make any
alterations or additions to the Premises.
5. Access: Lessee shall have access to the Facilities during the agreed upon dates and times
as set forth by the Museum Director, or designee. The time provided beginning and after
each Event is for required set -up and clean -up. Clean-up must occur within four (4)
hours after the Event or the Lessee will pay the County an additional fee equal to fifty
percent (50 %) of the rental deposit.
6. Deposit: The Lessee agrees to pay Collier County c/o Director of Museums a deposit
when an event is booked in the amount equal to the greater of fifty percent (50 %) of the
estimated rental fee or one thousand dollars ($1,000.00). Deposits are refundable up to
ninety (90) days before an event and afterward fifty (50 %) percent of the deposit may be
returned up until eleven (11) days prior to an event. When the event is ten (10) days from
occurring, the deposit becomes non - refundable.
7. Accounting and Payment: Within ten (10) business days after the close of each event,
unless written approval by the Museum Director, or designee, Lessee shall submit to the
County a true and correct statement setting forth the Percentage Commission payable to
the County, the Gross Revenues received by Lessee, and the applicable Florida State
Sales Tax, pursuant to §212.031, Fla. Stat., on the payment to the County. Along with
said statement, a copy of the detailed Invoice Lessee submitted to the Client for the event
shall be submitted. It is understood that the applicable Florida State Sales Tax, pursuant
to §212.031, Fla. Stat., on payments to the County pursuant to this Agreement shall be
added to Lessee's payments and forwarded to the County as part of said payments.
Along with said statement, Lessee shall remit to the County the "Percentage
Commission" in accordance with attached Exhibit C Revenue Schedule. The County is to
receive the Percentage Commission net, free and clear of all costs and charges arising
from, or related to, Lessee's obligations under this Agreement.
As used in this Agreement "Percentage Commission" is derived from each of the
following categories 1) the Facility Rental fee charged to the client; and 2) the Additional
Fees charged to the client, including but not limited to: catering (food & beverage), event
planners, photographers, decorators, florists, boutiques, hair and makeup artists, lighting
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and stage rentals, chair and equipment rentals, talent, entertainment, and other guest
amenities.
As used in this Agreement "Gross Revenues" means the sum of all income collected,
accrued or derived by Lessee under the privileges granted by this Agreement, including
the rental fee, plus additional fees charged to the Client, less all Federal, State or other
taxes collected by Lessee from Clients and required by law to be remitted to the taxing
authority.
The Percentage Commission will be payable to "Collier County Board of County
Commissioners" and sent, with the statement, to the County at the following address:
Ron Jamro, Director of Museums
Collier County Museum
3299 Tamiami Trail East
Naples, Florida 34112
Lessee shall also provide the County with a copy of Lessee's Florida State Sales and Use
Tax remittance for the Events.
In the event the Lessee fails to pay the Percentage Commission by the due date, there
shall be a late charge of Fifty Dollars ($50.00) for such late payment, in addition to
interest at the rate of 1.5% per month. If the payment of consideration and accumulated
daily penalties are not received within thirty (30) days after the normal monthly due date,
then the County may terminate this Agreement.
Records, Audit: Lessee agrees to establish and maintain such records as now exist and
may hereafter be prescribed by the County in the future to provide evidence that all terms
of this Agreement have been and are being observed. All financial records are to be
maintained during the entire term of this Agreement and for a period of three (3) years
following the termination of this Agreement. Lessee grants to the County the right and
authority to audit all records, documents, and books pertaining to the Gross Revenues for
the Events. Such audit will be conducted at locations and at a frequency determined by
the County and communicated to Lessee. Lessee agrees to provide all records for the
audit at the designated place within five (5) business days after the County's notice to do
so is received.
9. Default: If the Lessee fails to perform a material term of this Agreement, the County
may terminate this Agreement by giving ten (10) days prior written notice or such longer
period as may be consented to by the parties in writing if the default is not capable of
being cured within ten (10) days; provided, further, if the Lessee timely remedies the
breach within the cure period, such notice shall be null and void.
In the event that the Agreement is terminated, Lessee's recovery against the County shall
be limited to that portion of the Gross Revenues earned through the date of termination.
Lessee shall not be entitled to any other or further recovery against the County, including,
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but not limited to, any damages or any anticipated profit on portions of the services not
performed or materials not provided.
10. Termination for Convenience: Either party may terminate this Agreement for
convenience, at any time, with sixty (60) days prior written notice.
11. Obligation to Maintain Premises and Comply with All Lawful Requirements: Lessee
agrees to maintain the Facilities in strict compliance with terms set forth in this
Agreement. The Lessee shall accept the Facilities and return the Facilities in the same
condition less reasonable wear and tear that may occur, as expected by the County for
rental of the Facility. Damage in the extent such as, but not limited to, large floor gouges,
structural damage, scorch or bum marks, excessive damage from renter above normal
wear and tear shall be repaired to the County's satisfaction at the cost to the Lessee. The
Lessee authorizes the County to seek maintenance, cleaning, and/or repair services and
seek reimbursement for any cost from the Lessee.
12. Exclusive Use: Lessee shall have the exclusive right to use the Premises during the
Events. Except for Event's with a value of less than five hundred dollars ($500), the
Lessee releases the County from being bound to the Lessee's Exclusive Use. The County
reserves its right to schedule Events, either during normal Museum hours or after hours.
13. Access to Premises: The County shall have the right for its representatives and/or
employees to have access to the Facilities during the Events.
14. Assignment: Lessee may not assign this Agreement without the express prior written
consent 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 Lessee does, with prior written
approval, assign this Agreement or any part thereof, it shall require that its assignee be
bound to it and to assume toward Lessee all of the obligations and responsibilities that
Lessee has assumed toward the County.
15. Insurance:
a. General Commercial Liability: Lessee shall provide and maintain a
Commercial General Liability insurance policy approved in writing by Lessor
and the Collier County Risk Management Department, for not less than One
Million Dollars ($1,000,000) combined single limits during the term of this
Agreement.
b. Liquor Liability: Lessee shall provide and maintain a Liquor Liability
insurance policy, in writing by Lessor and the Collier County Risk
Management Department, for not less than Five Hundred Thousand Dollars
($500,000) for events where the Lessee does not transfer of money for alcohol
or events where the Lessee charges for alcohol.
c. Workers' Compensation: Statutory Limits of Florida Statutes, Chapter 440
and all Federal Government Statutory Limits and Requirements.
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d. Automobile Liability: $1,000,000 Each Occurrence: Bodily Injury & Property
Damage, Owned/Non- owned/Hired: Automobile Included
e. Employee Dishonesty Bond: $100,000 Per Occurrence
f. Collier County shall be named as an additional insured on the Commercial
General Liability insurance policy. Lessor shall also be added as an additional
insured on the Property Insurance policy as their interest may appear. The
above - described insurance policies shall list and continuously maintain Lessor
as an additional insured thereon. Evidence of such insurance shall be
provided to Lessor and the Collier County Risk Management Department,
3311 East Tamiami Trail, Naples, Florida, 34112, for approval prior to the
commencement of this Agreement; and shall include a provision requiring not
less than ten (10) days prior written notice to Lessor in the event of
cancellation or changes in policy(s) coverage. If such amounts are less than
good insurance practice would require, Lessor reserves the right to reasonably
amend their insurance requirements by issuance of notice in writing to Lessee,
whereupon receipt of such notice Lessee shall have thirty (30) days in which
to obtain such additional insurance. The issuer of any policy must have a
Certificate of Authority to transact insurance business in the State of Florida
and must be rated "A" or better in the most current edition of Best's Insurance
Reports. Each insurer must be responsible and reputable and must have
financial capacity consistent with the risks covered. Each policy must contain
an endorsement to the effect that the issuer waives any claim or right of
subrogation to recover against Lessor, its employees, representatives and
agents.
The Lessee shall ensure that all subcontractors comply with the same insurance
requirements that Lessee is required to meet and provide the County with copies of
certificates of insurance meeting the required insurance provisions.
16. Rules and Regulations: Lessee shall comply with the County's published Rules and
Regulations for the Facilities, which are on file at the Facilities.
17. Indemnification: To the maximum extent permitted by Florida law, the Lessee 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 Lessee or anyone employed or utilized by the
Lessee 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.
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6.
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17.1 The duty to defend under this paragraph 17 is independent and separate from the
duty to indemnify, and the duty to defend exists regardless of any ultimate liability of the
Lessee, 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
Lessee. Lessee's obligation to indemnify and defend under this paragraph 17 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.
18. Notices: Except as otherwise provided herein, this Agreement shall only be amended by
mutual written consent of the Parties hereto or by their successors in interest. Notices
hereunder shall be given to the Parties set forth below and shall be made by hand
delivery, facsimile, overnight delivery or by regular mail. If given by regular mail, the
notice shall be deemed to have been given within a required time if deposited in the U.S.
Mail, postage prepaid, within the time limit. For the purpose of calculating time limits
which run from the giving of a particular notice the time shall be calculated from actual
receipt of the notice. Notices shall be addressed as follows:
If to Lessor: Ron Jamro, Director Museums
Collier County Museum
3299 Tamiami Trail East
Naples, Florida 34112
If to Lessee: CaterMasters, Inc.
Attn: John Phillips, President
125 Airport Road North, Suite I01A
Naples, FL 34104
Notice shall be deemed to have been given on the next successive business day to the date of
the courier waybill if sent by nationally recognized overnight delivery service.
19. No Partnership or Agency: Lessee is an independent contractor, and is not any agent or
representative or employee of Lessor. During the term of this Agreement, neither Lessee,
nor anyone acting on behalf of Lessee, shall hold itself out as an employee, servant,
representative or agent of Lessor. Neither party will have the right or authority to bind
the other party without express written authorization of such other party to any obligation
to any third party. No third party is intended by the Parties to be a beneficiary of this
Agreement or to have any rights to enforce this Agreement against either party hereto or
otherwise. Nothing contained in this Agreement will constitute the Parties as partners or
joint ventures for any purpose, it being the express intention of the Parties that no such
partnership or joint venture exists or will exist. Lessee acknowledges that Lessor is not
providing any vacation time, sick pay, or other welfare or retirement benefits normally
associated with an employee- employer relationship and that Lessor excludes Lessee and
its employees from participation in all health and welfare benefit plans including
vacation, sick leave, severance, life, accident, health and disability insurance, deferred
compensation, retirement and grievance rights or privileges.
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20. Force Majeure: Neither party to this Agreement will be liable for any delay in the
performance of any obligation under this Agreement or of any inability to perform an
obligation under this Agreement if and to the extent that such delay in performance or
inability to perform is caused by an event or circumstance beyond the reasonable control
of and without the fault or negligence of the party claiming Force Majeure. "Force
Majeure" shall include an act of God, war (declared or undeclared), sabotage, riot,
insurrection, civil unrest or disturbance, military or guerrilla action, economic sanction or
embargo, civil strike, work stoppage, slow -down or lock -out, explosion, fire, earthquake,
abnormal weather condition, hurricane, flood, lightning, wind, drought, and the binding
order of any governmental authority.
21. No Discrimination: The Lessee agrees that there shall be no discrimination as to race,
sex, color, creed or national origin.
22. Contract Staffing: The Lessee's personnel and management to be utilized for this
agreement 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 agreement. The Lessee shall assign as
many people as necessary to complete the required services on a timely basis, and each
person assigned shall be available for an amount of time adequate to meet the required
service delivery dates.
23. Permits, Licenses, Taxes: Lessee agrees to obtain and pay for all permits and licenses
necessary for the conducting of business and agrees to comply with all laws governing
the responsibility of an employer with respect to persons employed and contracted by
Lessee. Lessee shall also be solely responsible for payment of any and all taxes levied on
the use of the premises. In addition, Lessee shall comply with all existing and future
applicable rules, regulations and laws of Collier County, the State of Florida, or the U.S.
Government.
24. No Improper Use: Lessee will not use, nor suffer or permit any person to use in any
manner whatsoever, the premises for any improper, immoral or offensive purpose, or for
any purpose in violation of any federal, state, or County law, ordinance, rule, order or
regulation, or of any applicable governmental rule or regulation now in effect or hereafter
enacted or adopted.
25. Waiver of Interference: Lessee hereby waives all claims for compensation for loss or
damage sustained by reason of any interference with the use of the premises by any
public agency or official in enforcing their duties or any laws or ordinances. Any such
interference shall not relieve the Lessee from any obligation hereunder.
26. No Liens: Lessee agrees that it will not suffer or through its actions or by anyone under
its control or supervision, cause to be filed upon the property any lien or encumbrance of
any kind. In the event any lien is filed, Lessee agrees to cause such lien to be discharged
within ten (10) days of written notice to do so from the County.
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27. No Hazardous Materials: Lessee, without prior permission from the Museum Director,
or designee, will not transport, use, store, maintain, generate, manufacture, handle,
dispose, release or discharge any Hazardous Materials upon or about the Premises, nor
permit employees, representatives, agents, contractors, sub - contractors, sub -sub-
contractors, material men and/or suppliers to engage in such activities upon or about the
Premises.
28. Additional Items and/or Services: Additional items and/or services may be added to this
agreement in compliance with the Purchasing Ordinance and Purchasing Procedures.
29. Governing Law: This Agreement shall be construed by and controlled under the laws of
the State of Florida. In the event of a dispute under this Agreement, the Parties shall first
use the County's then- current Dispute Resolution Procedure as follows: 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 Lessee with full
decision - making authority and by County's representative. Following the conclusion of
this procedure, either party may file an action in the Circuit Court of Collier County to
enforce the terms of this Agreement, which Court the Parties agree to have the sole and
exclusive jurisdiction.
30. Entire Agreement: This Agreement contains the entire agreement of the Parties with
respect to the matters covered by this Agreement and no other agreement, statement or
promise made any party, or to any employee, officer or agent of any party, which is not
contained in this Agreement shall be binding or valid. Time is of the essence in the
doing, performance and observation of each and every term, covenant and condition of
this Agreement by the Parties.
31. Component Parts of this Agreement:, This Agreement consists of the following
component parts, all of which are as fully a part of the agreement as if herein set out
verbatim: Lessee's Proposal, Exhibit A Scope of Services, Exhibit B Terms and
Conditions, Exhibit C Revenue Schedule, Insurance Certificate(s), Employee Dishonesty
Bond, RFP #14- 6277 - Facility Event Coordinator Specifications /Scope of Services and
Addenda.
32. Order of Precedence: In the event of any conflict between or among the terms of any of
the Agreement Documents, the terms of the Request for Proposal (RFP) and/or the
Lessee's Proposal, the Agreement Documents shall take precedence.
* * * * * * * * * * * * * * * * * ** *Remainder of Page Intentionally Left Blank * * * * * * * * * * * * * * * * * * * * **
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IN WITNESS WHEREOF, the Lessee and Collier County have hereto executed this Agreement
the day and year first above written.
AS TO THE LESSEE:
Witness (signature)
(Print name)
Witness (signature)
(Print name)
AS TO THE LESSOR:
Attest:
DWIGHT E. BROCK, Clerk
Deputy Clerk
Approved as to Form and Legality:
1 r�
\"colleen M. Greene
Assistant County Attorney
CaterMasters. Inc.
all
(Print Name and Title)
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLORIDA,
By:
TOM HENNING, CHAIRMAN
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EXHIBIT A
Scope of Services
14 -6277 Facility Event Coordinator
The initial focus of this Agreement will be the Collier County Main Museum, the Naples
Depot Museum, and the Immokalee Pioneer Museum at Roberts Ranch. In the event the
Lessee meets or exceeds the County's revenue expectations, additional Museum facilities may
become available as additional rental locations. Additional items and/or services may be added to
this agreement in compliance with the Purchasing Ordinance and Purchasing Procedures.
Detailed Scope of Work
This Agreement is for a Museum Events Coordinator ( "Lessee ") to implement, promote and
manage successful Facility Events Coordination during the weekend and after -hours on site.
Examples of these uses may include small private gatherings, business meetings, hotel guests
and group visits, luncheons, garden parties, wedding ceremonies, photography classes, and other
suitable activities. The rental program should be flexible in design and include effective
communication to potential customers to create demand, promote a high degree of customer
satisfaction, and deliver services without compromising existing Museum activities or its
obligation to its exhibits, collections, historic structures, school or cultural programs. The Lessee
represents that he is familiar with, and has experience and expertise in providing these services.
It is understood that the services will continue on an on -going basis during the life of this
Agreement. The work will consist of planning, implementing, promoting and managing the
weekend and after -hours rental of Museum facilities by groups and individuals to increase
private sector financial support and provide a stable source of earned revenue for Museum
operations.
The Primary Scope of Work
Lessee will retain the Exclusive Rights to use the Premises during the Events, including the
solicitation and management. Except the County reserves its right to schedule Events, either
during normal Museum hours or after hours. Lessee will utilize rental spaces in the Collier
County Main Museum, the Naples Depot Museum, and the Immokalee Pioneer Museum at
Roberts Ranch. Other locations may be added at the written direction of the County.
1. Structure and Authority
a. The Museum Director, or designee, will contact the selected Lessee and arrange a
meeting to lay the groundwork for the creation and implementation of this program.
b. The Lessee shall obtain written approval from the Museum Director, or designee, for
all Events scheduled. Approval by the Museum Director, or designee, will be contingent
on the Lessee's compliance with all current fire and safety codes, assurance of no
interruption to existing or planned Museum events and activities, and protection of the
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Museum's exhibits, collections and historic structures from theft, damage and excessive
wear.
2. Promotion and Marketing
The Lessee agrees to:
a. Develop and distribute rental information to potential customers to create demand and
promote the Museum as an attractive and affordable venue for private after -hours
activities. The scope shall include, but not be limited to, design and development of print
and electronic marketing tools, production and distribution costs, and managing media
relations to maintain a high level of visibility with potential customers.
b. Independently source clients and cultivate interest in the Museum's rental program
with a comprehensive group of business, professional and social contacts, including the
tourism and hospitality industry, visitor's bureau, civic organizations, chambers of
commerce, and other attractions in the community.
c. Solicit after -hours and weekend business for private gatherings, weddings, hotel off -
property tours and functions, artist receptions, guest luncheons, collector's shows,
historical and business meetings, private exhibitions, conferences for history and art
enthusiasts, and other activities deemed appropriate by the Lessee.
d. The Lessee requests Museum cooperation in terms of distribution of information, and
that every effort is made to assist in physical locations, where Museum information is
posted for public use and on line.
e. In addition, Lessee will promote museum rental with or without direct links to the
Lessee on the Museum and or County web sites. The Museum agrees to train staff and
volunteers about procedures on queries regarding rental space. The Museum agrees to
allow Lessee adequate space in prominent Museum areas for the purpose of providing
promotional literature. Lessee agrees that no larger than a tri -fold 11'x14' will be used in
print collateral literature.
3. Event Management
The Lessee agrees to:
a. Meet and discuss arrangements with prospective clients to articulate the Museum's
image, goals and business practices.
b. Plan, schedule and coordinate bookings with event organizers and serve as liaison with
the Museum Director, or designee, to keep the County current on plans, activities and
results.
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c. Develop and maintain a working knowledge of all Museum rental spaces, lighting,
mechanical, plumbing and air conditioning systems, video and audio - visual components,
security systems, exhibits, graphic panels and signage, sufficient to honestly represent
and operate these for customer satisfaction.
d. Plan and arrange multiple priorities, event details and specific needs with chefs,
caterers, restaurants, printers, concessionaires, sound technicians, musicians,
photographers, the media and other support services.
e. Provide all inventory, decorations, tableware and supplies needed for rental events.
f. Organize sufficient custodial, landscape and maintenance staff to ensure efficient set up
and take down of seats, tables and equipment, minimize disruption to normal Museum
activities, and monitor the grounds, rental spaces and parking areas for visitor safety,
maximum presentation and appeal.
g. Resolve vendor or scheduling issues.
h. Conduct onsite welcome and orientation for clients and inspect grounds and facilities
prior to and after events.
i. Develop follow -up procedures to monitor customer satisfaction and identify issues to
ensure a high- quality visitor experience and cultivate additional rental business and
revenue.
j. Agree to compensate for any additional museum and non - museum staff (such as actors,
re -in actors, etc.) used in any production or specific entertainment event.
k. Agree to seek and receive approval for any client, client event or activity prior to
scheduling and or receiving associated funds.
1. To arrange for event security using County provided support personnel and to provide
compensation for services provided by said personnel.
4. Revenue Management
The Lessee agrees to:
a. Collect, secure and post receipts. All fees collected will be listed individually by event
and summarized as a total dollar amount.
b. Agrees to pay Collier County Board of County Commissioners c/o Director of
Museums a deposit when an event is booked in the amount equal to the greater of fifty
percent (50 %) of the estimated rental fee or one thousand dollars ($1,000.00). Deposits
are refundable up to ninety (90) days before an event and afterward fifty (50 %) percent of
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the deposit may be returned up until eleven (11) days prior to an event. When the event is
ten (10) days from occurring, the deposit becomes non - refundable.
c. Within, ten (10) days after the close of the event, payment is payable to the County,
unless approved in writing by the Museum Director, or designee.
d. All events are based on three (3) hours in length. To modify an event's hours, written
approval by the Museum Director, or designee, will be required.
e. Provide a written invoice /audit and remit revenues to the County, on a per event basis.
f. Agree to seek and receive approval for any client, client event or activity prior to
scheduling and or receiving associated funds.
5. Operations Management
a. The Lessee will be responsible for obtaining any permits that may be required for
rental activities. The County agrees to provide "priority access" to expedite permits
within its jurisdiction and will work with other municipalities to help expedite the permit
process outside the County's jurisdiction.
b. The Museum Director, or designee, reserves the right to review and approve all
vendors retained by the Lessee for use in rental activities on Museum premises.
c. The Lessee will be required to have an insurance certificate of a minimum of five
hundred thousand dollars ($500,000) of liability coverage for each rental activity
involving groups of one hundred (100) or more guests and ensure that all subcontractors
comply with the same insurance requirements. The Board of County Commissioners
must be named as "Additional Insured" on the insurance certificate.
d. Designated locations at the Collier County Main Museum facility will be available for
private rentals Monday through Friday from 5:00 pm to 10:00 pm (plus two (2) hours
pre -event for setup and one (1) hour post event for cleaning), and on Saturday and
Sunday from 9:00 am to 10:00 pm (plus one (1) hour for cleaning). The event rental
times are subject to standing (previously scheduled) Museum events and programs
throughout the year. Requests to modify the available times in the schedule, may be
accommodated with written approval by the Museum Director, or designee.
e. Designated locations at the Naples Depot Museum will be available for private rentals
Monday through Saturday from 5:00 pm to 10:00 pm (plus two (2) hours pre -event for
setup and one (1) hour post event for cleaning), and on Sunday from 9:00 am to 10:00 pm
(plus one (1) hour for cleaning). Location rentals are subject to standing Museum events
and programs throughout the year. Requests to modify the available times in the
schedule, may be accommodated with written approval by the Museum Director, or
designee.
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f. Designated locations at the Immokalee Pioneer Museum at Roberts Ranch will be
available for private rentals Monday through Friday from 5:00 pm to 9:00 pm, and on
Saturday and Sunday from 9:00 am to 9:00 pm, subject to standing Museum events and
programs throughout the year. Requests to modify the available times in the schedule,
may be made with written approval by the Museum Director, or designee.
g. All users of a rented space are expected to clean up after their event within four (4)
hours after the event closes, leaving the facility in the same condition as it was received.
If, the space is not cleaned and not left in the appropriate condition, an additional charge
of fifty percent (50 %) of the rental deposit will be assessed to be paid by the renter.
h. All rentals are subject to an approval process, unless approved by the Director, or
designee.
i. All rentals must comply with Collier County codes, laws, ordinances, zoning,
permitting, licensing, unless approved by the Museum Director, or designee.
j. All events must be completed by 10:00 pm (plus one (1) hour for cleaning) and may not
begin before 11:00 am, unless approved by the Museum Director, or designee.
k. The Lessor agrees to organize pre -event preparation, such as, cutting of grass prior to
an event and ensure the facilities are clean prior to event, including restrooms.
A. Summary of Facilities Event Coordinator Responsibilities:
a. Client procurement and management for the Rental of Museum Event Spaces.
b. All related Rental Event Advertising and Marketing will receive County approval
prior to implementation. Reasonable consideration will be given by the County
for such activities.
c. County branding and logos including for the Museums may be requested to be
identified on all or some of the Advertising and Marketing activities related to
rental and tour events.
d. Advertising and Marketing for clients should include:
i. Brochures
ii. Press Releases
iii. Social Media
1. www.collier /museums.com
2. Virtual tours
iv. Naples Chamber Website
v. Event Expos
vi. Print Advertising
vii. Paradise Coast
e. Sourcing of clients that are local, regional and national in nature
f. Event management:
i. Scheduling;
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ii. Procuring appropriate permits for the events;
iii. Sourcing and managing vendors providing goods and services for events;
iv. Revenue management at the event;
g. Collecting, coordinating and reimbursing to Collier County fees associated with
events;
h. Processing of payments at the events and to the County;
B. Potential Clients that the Lessee agrees to advertise and market so as to rent the
museum's spaces include:
a. Small private gatherings, business meetings, team- building classes, hotel guest
and group visits, luncheons, garden parties, private exhibits, intimate cocktail and
dinner parties, wedding ceremonies, annual special events and photography
classes are some of the expanded uses and services under consideration.
General Operations
• Safety and Preservation
Essential responsibilities will include effective communication to potential customers to create
demand, promoting and delivering services while adjusting to current Museum activities, and
providing an honest, high- quality experience without compromising the Museum's obligation to
its safety and preservation of exhibits, collections, historic structures, school programs or
scholarly activities.
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Exhibit B
Terms and Conditions
14 -6277 Facility Event Coordinator
In order to protect the Museum's architecture, exhibits, collections and artwork, Lessee must
assume full responsibility for damage to any Museum property or equipment, as well as any
damage caused by tables, chairs and equipment brought on -site by the Lessee or outside sources
for the particular event, in accordance with the following terms and conditions:
1. Museum facilities are only available for use during non - Museum operating hours, unless
otherwise approved in writing by the Museum Director, or designate.
2. No Museum furniture, exhibits, displays, or artwork may be moved or removed. The Museum
Director, or designee, is only allowed to decide which exhibit is going to be in display, move or
change any exhibits.
3. Tables and chairs must have protective plastic or rubber coasters on legs to prevent scratching
or damaging wooden floors.
4. No changes or alterations to the building, its accessories, or its fixtures may be made.
5. The Museum is a smoke -free environment and smoking is prohibited in all indoor spaces.
6. All decor and signage must be freestanding and promptly removed after the event.
7. Attachable decorations such as banners, streamers and balloons may not be nailed, stapled,
pinned, taped or fixed on walls, exhibit displays, windows, doors or furnishings anywhere on the
Museum's property.
8. No confetti, sparklers, rice, glitter, spray paint, feathers, poppers, or loose flower petals may
be used.
9. Open flame candles are not permitted.
10. Exceptionally loud music is not permitted.
11. Use of the facilities is limited to the areas specified in the Lessee's agreement.
12. It is the Lessee's responsibility to clean-up immediately after the event, remove all trash,
centerpieces, linens and supplies, and return the facility to its original condition. Property left at
the Museum will be removed at the Lessee's expense.
13. The County will charge the Lessee a fee for clean-up or damages to walls, floors or exhibits,
if the County determines this fee necessary.
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14. The presence of a member of the Museum staff on. the premises is mandatory for all rental
events during the duration of the event. Museum staff is not obligated to assist the Lessee with
arranging or accepting deliveries, loading or unloading, carrying equipment, event set -up,
serving, bussing tables, sweeping or cleaning.
15. Any damages to the Museum shall be reported immediately to the member of the Museum
staff present at the Event.
16. Guest parking is available on a first -come, first -serve basis and is not guaranteed. Guests
may not block entrances, exits or doorways. Valet parking may be permitted as an option under
certain circumstances and would require prior written approval from the Director, or designee.
17. Facility rental does not include a photo session in any space other than the client's rented
space within the time frame of the rental.
18. Security (trained staff or County Sheriff) must be utilized for Events with 200 persons or
more and in an Event where alcohol is being served.
19. No parking on grass is allowed without permission of the Museum Director, or designee.
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Exhibit C - Revenue Schedule
14 -6277 Facility Event Coordinator
Per Event Gross Revenue
Level
Category 1
Percentage Commission from
the Facility Rental Only
Category 1
Percentage Commission from Additional Fees
Charged to Client, Food & Beverage, etc.
$2,000 to $7,500
17.5%
17.5%
$7,501 to $15,000
17.5%
17.5%
$15,001 to $50,000
17.5%
17.5%
$50,001 & above
17.5%
17.5%
Each Event will have a transparent and detailed breakdown of facility rental, food, beverage, equipment rentals,
and outside services. *Facility rental by County Governmental (County Departments) will receive a discount
of twenty percent (20 %). Full price will be billed for food, beverage and all other commissions paid as
scheduled.
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REQUEST FOR PROPOSAL
cotter county
Ad nisba6re Services Wsbn
Purchasing
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Solicitation 14 -6277 Facility Event Coordinator
Rhonda Cummings, CPPB, Procurement Strategist
(239) 252 -8941 (Telephone)
(239) 252 -6700 (Fax)
RhondaCummings @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.
Pudu&V DepwM)eit - 3327 Tamiami Trail East • Naples, Florida 341124901 - w w.cdNergov:nat /purchasing
Packet Page -2782-
Table of Contents
LEGALNOTICE ......................................................... ...............................
9/23/2014 16. D.19.
................................. ............................... 3
EXHIBIT I: SCOPE OF WORK, SPECIFICATIONS AND RESPONSE FORMAT ............................................ ............................... 4
EXHIBITII: GENERAL RFP INSTRUCTIONS ............................................................................................ .............................15
EXHIBIT III: COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS ....................................... .............................18
EXHIBIT IV: ADDITIONAL TERMS AND CONDITIONS FOR RFP .............................................................. .............................23
ATTACHMENT 1: VENDOR'S NON - RESPONSE STATEMENT .................................................................. .............................31
ATTACHMENT2: VENDOR CHECK LIST ................................................................................................ .............................32
ATTACHMENT 3: CONFLICT OF INTEREST AFFIDAVIT ........................................................................... .............................33
ATTACHMENT 4: VENDOR DECLARATION STATEMENT ....................................................................... .............................34
ATTACHMENT 5: AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS ....................................... .............................37
ATTACHMENT 6: IMMIGRATION AFFIDAVIT CERTIFICATION .............................................................. .............................39
ATTACHMENT 7: VENDOR SUBSTITUTE W — 9 .................................................................................... .............................41
ATTACHMENT 8: INSURANCE AND BONDING REQUIREMENTS ........................................................... .............................43
ATTACHMENT 9: REFERENCE QUESTIONNAIRE ................................................................................... .............................46
EXHIBITA ............................................................................................................................................................ .............................44
14 -6277 Facility Events Coordinator
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�e�r a"zt,�
Adn- inistrA a Servioes Division
Purchasing'
Legal Notice
Sealed Proposals to provide the Facility Event Coordinator will be received until 2:30 p.m. Naples
local time, on May 29, 2014 at the Collier County Government, Purchasing Department, 3327
Tamiami Trail E, Naples, FL 34112.
Solicitation
14 -6277 Facility Events Coordinator
Services to be provided may include, but not be limited to the following: Planning, implementing and
managing a Facility Events rental program as a sustainable source of earned income for the Museums.
A non - mandatory pre - proposal conference will be held on May 13, 2014, commencing promptly at
10:00 a.m., Naples time and will be held in the Purchasing Department Conference Room, Collier
County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112. If this pre -
proposal conference is denoted as "mandatory", prospective Vendors must be present in order to
submit a proposal response.
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 May 5, 2014.
Pw % • 3301 Tarriami Trail East - Naples, Florida 34112 - www_collierownettpufchasing
14 -6277 Facility Events Coordinator
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9/23/2014 16.D.19.
Exhibit 1: Scope of Work, Specifications and Response Format
Brief Description
As requested by the Collier County Museums (hereinafter, the "Division or Department "), the Collier
County Board of County Commissioners Purchasing Department (hereinafter, the "County ") has
issued this Request for Proposal (hereinafter, "RFP ") with the intent of obtaining proposals from
interested and qualified firms offering to plan, implement and manage a Facility Events rental
program as a sustainable source of earned income for the museums in accordance with the
specifications and Scope of Services stated and /or attached herein /hereto. The successful proposer
will hereinafter be referred to as the "Facility Events Coordinator" or "Lessee" .
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 Collier County Museum was established in 1978 to preserve and interpret the history,
archaeology and heritage of Southwest Florida's last frontier. Exhibitions and programs are
continually upgraded, expanded and improved to maintain the Museum's presence as a valuable and
accessible cultural resource to attract and hold new audiences.
The Collier County Museum operates a 5 -acre historical park, exhibition gallery, lecture hall and
central collections archive at the County Government Center located in East Naples. In addition, the
Museum maintains and operates four, separate satellite facilities:
1. The Museum of the Everglades in Everglades City.
2. The Immokalee Pioneer Museum at Roberts Ranch in Immokalee.
3. The Naples Depot Museum in downtown Naples.
4. The Marco Island Historical Museum on Marco Island.
The initial focus of this proposal will be the main Museum facility, the Naples Depot Museum, and
the Immokalee Pioneer Museum. In the event the selected Lessee meets or exceeds the County's
revenue expectations, additional Museum facilities may become available as additional rental
locations.
All Collier County Museum facilities are free to the public and fully accessible to the handicapped.
Kitchen and catering facilities are not available on site. The Museum's permanent exhibit galleries,
collections area, and research library are not suitable or available for private rental.
Detailed Scope of Work
The Collier County Museum is seeking proposals from qualified firms to implement, promote and
manage successful Facility Events Coordination on a site rental program. Examples of these uses
may include bult not be limited to, small private gatherings, business meetings, hotel guests and
14 -6277 Facility Events Coordinator
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9/23/2014 16.D.19.
group visits, luncheons, garden parties, wedding ceremonies, photography classes, and other suitable
weekend and after -hours activities. The rental program should be flexible in design and include
effective communication to potential customers to create demand, promote a high degree of customer
satisfaction, and deliver services without compromising existing Museum activities or its obligation to
its exhibits, collections, historic structures, school or cultural programs. The Lessee represents that it
is familiar with, and has experience and expertise in this work.
It is understood that the Scope of Work will continue on an on -going basis during the life of this
agreement. The work will consist of planning, implementing, promoting and managing the weekend
and after -hours rental of Museum facilities by groups and individuals to increase private sector
financial support and provide a stable source of earned revenue for Museum operations.
The Primary Scope of Work —
Facility Events Coordinator will retain the Exclusive Rights to solicit and manage rental client's
events, utilizing rental spaces in the Naples Depot, Roberts Ranch and the Collier County Main
Museum.
The County is seeking interested proposers to suggest a fee paid to the County for use of
the facilities ( "Events ") in excess of ten percent (10 %) of Gross Revenues earned by the Facility
Events Coordinator. The Total of Gross Revenues from an Event will include a room /event rental fee,
plus fees charged to the Client for catering (food & beverage), event planners, photographers,
decorators, florists, boutiques, hair and makeup artists, lighting and stage rentals, chair and
equipment rentals, talent, entertainment, and other guest amenities.
The minimum rental rate, charged to the customer, for Museum Space is suggested to range
from 7.5% to 15% of Gross Revenues that are earned by the Facility Events Coordinator for each
individual event.
The Museum Event Coordinator will be required to sign an Agreement as described in Exhibit
A (sample attached).
1. Structure and Authority
a. The Museum will contact the selected Lessee and arrange a meeting to lay the groundwork
for the creation and implementation of this program.
b. Final review, scheduling and authorization of all after -hours rental activities and events will
be the responsibility of the Museum Events Coordinator with primary considerations on
compliance with all current fire and safety codes, adjustment to existing or planned Museum
events and activities, and protection of the Museum's exhibits, collections and historic
structures from theft, damage and excessive wear.
2. Cost of Services to the County
The Lessee will provide a realistic long term revenue projection and assess the Museum's
opportunities to derive a set percentage of earned income from room rental fees, use of the gardens
and grounds for private events, caterers, event planners, photographers, decorators, florists,
boutiques, hair and makeup artists, lighting and stage rentals, chair and equipment rentals, talent,
entertainment, and other guest amenities.
3. Promotion and Marketing
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9/23/2014 16.D.19.
The Lessee agrees to:
a. Develop and distribute rental information to potential customers to create demand and
promote the Museum as an attractive and affordable venue for private after -hours activities.
The scope shall include, but not be limited to, design and development of print and electronic
marketing tools, production and distribution costs, and managing media relations to maintain a
high level of visibility with potential customers.
b. Independently source clients and cultivate interest in the Museum's rental program with a
comprehensive group of business, professional and social contacts, including the tourism and
hospitality industry, visitor's bureau, civic organizations; chambers of commerce, and other
attractions in the community.
c. Solicit after -hours and weekend business for private gatherings, weddings, hotel off - property
tours and functions, artist receptions, guest luncheons, collector's shows, historical and
business meetings, private exhibitions, conferences for history and art enthusiasts, and other
activities deemed appropriate by the Museum Events Coordinator.
4. Event Management
The Lessee agrees to:
a. Meet and discuss arrangements with prospective clients to articulate the Museum's image,
goals and business practices.
b. Plan, schedule and coordinate bookings with event organizers and serve as liaison with the
Museum's Events Coordinator to keep staff current on plans, activities and results.
c. Develop and maintain a working knowledge of all Museum rental spaces, lighting,
mechanical, plumbing and air conditioning systems, video and audio - visual components,
security systems, exhibits, graphic panels and signage, sufficient to honestly represent and
operate these for customer satisfaction.
d. Plan and arrange multiple priorities, event details and specific needs with chefs, caterers,
restaurants, printers, concessionaires, sound technicians, musicians, photographers, the
media and other support services.
e. Provide all inventory, decorations, tableware and supplies needed for rental events.
f. Organize sufficient custodial, landscape and maintenance staff to ensure efficient set up and
take down of seats, tables and equipment, minimize disruption to normal Museum activities,
and monitor the grounds, rental spaces and parking areas for visitor safety, maximum
presentation and appeal.
g. Resolve vendor or scheduling issues.
h. Conduct onsite welcome and orientation for clients and inspect grounds and facilities prior
to and after events.
i. Develop follow -up procedures to monitor customer satisfaction and identify issues to ensure
a high - quality visitor experience and cultivate additional rental business and revenue.
14 -6277 Facility Events Coordinator
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j. Agree to compensate for any additional museum and non - museum staff (such as actors, re-
in actors, etc.) used in any production or specific entertainment event.
k. Agree to seek and receive approval for any client, client event or activity prior to scheduling
and or receiving associated funds.
I. To arrange for event security using county provided support personnel and to provide
compensation for services provided by said personnel.
5. Revenue Management
The Lessee agrees to:
a. Collect, secure and post receipts. All fees collected will be listed individually by event and
summarized as a total dollar amount.
b. Suggested Minimum Rental Percent shown below (Revenue Chart)
Proposal Percent from Prospective candidates (below)
14 -6277 Facility Events Coordinator
Packet Page -2788-
10%
Total
Per
Rental
Commission
Event
Event
percent
Rental
from Facilities
Rental
Gross
of
Dollar
Rental
a
a
payable
Revenue
Revenues
Amount
Coordinator
the
Level
Sub-
Museums
contractors
$2,000
15.0%
$300
$200
$500
$3,000
15.0%
$450
$300
$750
$4,000
15.0%
$600
$400
$1,000
$5,000
12.5%
$625
$500
$1,125
$7,500 1
12.5%
$938
$750
$1,688
$10,000
12.5%
$1,250
$1,000
$2,250
$12,500
12.5%
$1,563
$1,250
$2,813
$15,000
10.0%
$1,500
$1,500
$3,000
$17,500
10.0%
$1,750
$1,750
$3,500
$20,000
10.0%
$2,000
$2,000
$4,000
$35,000
10.0%
$3,500
$3,500
$7,000
$50,000
7.5%
$3,750
$5,000
$8,750
$75,000
7.5%
$5,625
$7,500
$13,125
$100,000
7.5%
$7,500
$10,000
$17,500
Proposal Percent from Prospective candidates (below)
14 -6277 Facility Events Coordinator
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9/23/2014 16.D.19.
Per Event
Gross
Revenue
Level
Rental
Percent
of
Revenu
es
Rental
Dollar
Amount
10% Commission
from Facilities
Rental
Coordinator Sub-
contractors
Total Event Rental
payable to the
Museums
$2,000
0%
$
$
$
$3,000
0%
$
$
$
$4,000
0%
$
$
$
$5,000
0%
$
$
$
$7,500
0%
$
$
$
$10,000
0%
$
$
$
$12,500
0%
$
$
$
$15,000
0%
$
$
$
$17,500
0%
$
$
$
$20,000
0%
$
$
$
$35,000
0%
$
$
$
$50,000
0%
$
$
$
$75,000
0%
$
$
$
$100,000
0%
$
$
$
c. Non - Refundable Deposit is required when event is booked. An amount equal to fifty
percent (50 %) or one thousand dollars ($1,000.00) of the rental portion is required.
d. All rentals (remaining) portions are to be paid in full, ten (10) days prior to the event, unless
approved by the Director (or their designate).
e. All remaining commissions (10% of gross revenue) are due Net ten (10) business days after
the close of the event, unless approved by the Director (or their designate)
f. All events are based on four (4) hours in length. To modify an event's hours, will require
approval by the Director (or their designate).
g. Provide a written invoice /audit and remit revenues to the County, on a per event basis.
h. Agree to seek and receive approval for any client, client event or activity prior to scheduling
and or receiving associated funds.
6. Operations Management
a. The Lessee will be responsible for obtaining any permits that may be required for rental
activities. The County agrees to provide "priority access" to expedite permits within its
jurisdiction and will work with other municipalities to help expedite the permit process outside
the County's jurisdiction.
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b. The Museum reserves the right to review and approve all vendors retained by the Lessee
for use in rental activities on Museum properties. The Museum reserves the right to request
security and background checks for all vendors and subcontractors.
c. The Contractor will be required to have an insurance certificate of five hundred thousand
dollars ($500,000) of liability coverage for each rental activity involving groups of one hundred
(100) or more guests and ensure that all subcontractors comply with the same insurance
requirements. The Board of County Commissioners must be named as "Additional Insured" on
the insurance certificate.
d. Designated locations at the Collier County Main Museum facility will be available for private
rentals Monday through Friday from 5:00 pm to 10:00 pm (plus two (2) hours pre -event for
setup and one (1) hour post event for cleaning), and on Saturday and Sunday from 9:00 am to
10:00 pm (plus one (1) hour for cleaning). The event rental times are subject to standing
(previously scheduled) Museum events and programs throughout the year. Requests to modify
the available times in the schedule, may be accommodated with approval by the Director of
the Museum or their designate.
e. Designated locations at the Naples Depot Museum will be available for private rentals
Monday through Saturday from 5:00 pm to 10:00 pm (plus two (2) hours pre -event for setup
and one hour post event for cleaning), and on Sunday from 9:00 am to 10:00 pm (plus one
hour for cleaning). subject to standing Museum events and programs throughout the year.
Requests to modify the available times in the schedule, may be accommodated with approval
by the Director of the Museum or their designate.
f. Designated locations at the Immokalee Pioneer Museum at Roberts Ranch will be available
for private rentals Monday through Friday from 5:00 pm to 9:00 pm, and on Saturday and
Sunday from 9:00 am to 9:00 pm, subject to standing Museum events and programs
throughout the year. Requests to modify the available times in the schedule, may be made
with approval by the Director of the Museum or their designate.
g. All users of a rented space are expected to clean up after their event within four (4) hours
after the event closes, leaving the facility in the same condition as it was received. If, the
space is not cleaned and not left in the appropriate condition, an additional charge of fifty
percent (50 %) of the rental deposit will be assessed to be paid by the renter.
h. All rentals are subject to an Event Approval Application, unless approved by the Director (or
their designate).
i. All rentals must comply with Collier County codes, laws, ordinances, zoning, permitting,
licensing, unless approved by the Director (or their designate).
j. All events must be completed by 10:00 pm (plus one hour for cleaning) and may not begin
before 11:00 am, unless approved by the Director (or their designate).
A. Summary of Facilities Event Coordinator Responsibilities:
a. Client procurement and management for the Rental of Museum Event Spaces
b. All related Rental Event Advertising and Marketing will receive County approval prior to
implementation. Reasonable consideration will be given by the County for such
activities.
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c. County branding and logos including for the Museums maybe requested to be
identified on all or some of the Advertising and Marketing activities related to rental and
tour events.
d. Advertising and Marketing for clients should include:
i. Brochures
ii. Press Releases
iii. Social Media
1. www.collier /museums.com
2. www.colliermuseums.com - Virtual tours
iv. Naples Chamber Website
v. Event Expos
vi. Print Adverting
vii. Paradise Coast
e. Sourcing of clients that are local, regional and national in nature
f. Event management
i. Scheduling
ii. Procuring appropriate permits for the events
iii. Sourcing and managing vendors providing goods and services for events
iv. Revenue management at the event
g. Collecting, coordinating and reimbursing to Collier County rental fees associated with
events
h. Processing of payments at the events and to the County
B. Potential Clients that the Lessee will agree to advertise and market so as to rent the museum's
spaces include:
a. Small private gatherings, business meetings, team - building classes, hotel guest and
group visits, luncheons, garden parties, private exhibits, intimate cocktail and dinner
parties, wedding ceremonies, annual special events and photography classes are
some of the expanded uses and services under consideration.
General Operations
• Safety and Preservation
o Essential responsibilities will include effective communication to potential customers to
create demand, promoting and delivering services while adjusting to current Museum
activities, and providing an honest, high - quality experience without compromising the
Museum's obligation to its safety and preservation of exhibits, collections, historic
structures, school programs or scholarly activities.
Term of Contract
The contract term, if an award(s) is /are made is intended to be for an initial three (3) year period
with options of two (2) additional one (1) year periods The County reserves the right to
renegotiate event fees /rates at each renewal period.
The County may, at its discretion renew the Agreement under all of the terms and conditions
contained in this Agreement. The County shall give the Facility Event Coordinator written notice of
the County's intention to extend the Agreement term not less than ten (10) days prior to the end of
the Agreement term then in effect.
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The County reserves the right to terminate the Agreement at any time upon sixty (60) days written
notice.
Fees shall remain firm for the initial term of this contract. Requests for consideration of a fee
adjustment must be made on the contract anniversary date, in writing, to the Purchasing Director.
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
5/5/2014
Last Date for Receipt of Written Questions
5/23/2014
Pre - proposal meeting
5/13/2014 10:00 am
Naples time
Addendum Issued Resulting from Written Questions or Pre-
Proposal Conference
TBD
Solicitation Deadline Date and Time
May 29, 2014 2:30
m Naples time
Anticipated Evaluation of Submittals
June 2014
Anticipated Completion of Contract Negotiations
July 2014
Anticipated Board of County Commissioner's Contract
Approval Date
July 2014
Response Format
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.
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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 I, Cover Letter / Management Summary (0 points, 1 page max.)
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 (20 points, 5 pages max.)
In this tab, include:
• Detailed plan of approach (including major tasks such as how the firm would go about
getting groups /companies and individuals to rent the facilities.
• Describe your marketing strategy.
• Include with the Business Plan or as an attachment, a copy of a report as an example
of work product. This should be for one of the projects listed as a reference.
3. Tab III, Total Event Rental Percentage Amount to be paid to the County (include the table
below in tab III. (30 points, 1 page max)
Per Event
Gross
Revenue
Level
Rental
Percent
of
Revenu
es
Rental
Dollar
Amount
10% Commission
from Facilities
Rental
Coordinator Sub-
contractors
Total Event Rental
payable to the
Museums
$2,000
0%
$
$
$
$3,000
0%
$
$
$
$4,000
0%
$
$
$
$5,000
0%
$
$
$
$7,500
0%
$
$
$
$10,000
0%
$
$
$
$12,500
0%
$
$
$
$15,000
0%
$
$
$
$17,500
0%
$
$
$
$20,000
0%
$
$
$
$35,000
0%
$
$
$
$50,000
0%
$
$
$
$75,000
0%
$
$
$
$100,000
0%
$
$
$
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4. Tab IV, Experience and Capacity of Firm (20 points, 2 page max.)
In this tab, include:
• Provide information that documents your firm's and subcontractors' qualifications to
produce the required deliverables, including abilities, capacity, skill, and financial
strength, and number of years of experience in providing the required services.
• Describe the various team members' successful experience in working with one
another on previous projects.
• List Current Projects in the Format Identified Below
5. Tab V, Specialized Expertise of Team Members (10 points, 2 page max.)
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 (10 points, 5 completed pages min. and max.)
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
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.
7. Local Vendor Preference (10 points)
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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
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.
8. 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.
9. 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
9/23/2014 16.D.19.
Direct questions related to this RFP to the Collier County Purchasing Department Online Bidding
System website: www.collieraov.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 2:30 pm, Naples local time, on or before June 2, 2014 to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn: Rhonda Cummings, Procurement Strategist
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
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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 five (5) 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 2013 -69 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
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
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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 20
Tab III, Cost of Services to the County 30
Tab IV, Experience and Capacity of Firm 20
Tab V, Specialized Expertise of Team Members 10
Tab VI, References 10
Local Vendor Preference 10
TOTAL 100
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
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 III: Collier County Purchase Order Terms and Conditions
Offer
This offer is subject to cancellation by
the COUNTY without notice if not
accepted by VENDOR within fourteen
(14) days of issuance.
2. Acceptance and Confirmation
This Purchase Order (including all
documents attached to or referenced
therein) constitutes the entire
agreement between the parties, unless
otherwise specifically noted by the
COUNTY on the face of this Purchase
Order. Each delivery of goods and /or
services received by the COUNTY from
VENDOR shall be deemed to be upon
the terms and conditions contained in
this Purchase Order.
No additional terms may be added and
Purchase Order may not be changed
except by written instrument executed
by the COUNTY. VENDOR is deemed
to be on notice that the COUNTY
objects to any additional or different
terms and conditions contained in any
acknowledgment, invoice or other
communication from VENDOR,
notwithstanding the COUNTY'S
acceptance or payment for any delivery
of goods and /or services, or any similar
act by VENDOR.
3. Inspection
All goods and /or services delivered
hereunder shall be received subject to
the COUNTY'S inspection and approval
and payment therefore shall not
constitute acceptance. All payments are
subject to adjustment for shortage or
rejection. All defective or
nonconforming goods will be returned
pursuant to VENDOR'S instruction at
VENDOR'S expense.
To the extent that a purchase order
requires a series of performances by
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VENDOR, the COUNTY prospectively
reserves the right to cancel the entire
remainder of the Purchase Order if
goods and /or services provided early in
the term of the Purchase Order are
non - conforming or otherwise rejected by
the COUNTY.
4. Shipping and Invoices
a) All goods are FOB destination and
must be suitably packed and
prepared to secure the lowest
transportation rates and to comply
with all carrier regulations. Risk of
loss of any goods sold hereunder
shall transfer to the COUNTY at the
time and place of delivery; provided
that risk of loss prior to actual receipt
of the goods by the COUNTY
nonetheless remain with VENDOR.
b) No charges will be paid by the
COUNTY for packing, crating or
cartage unless otherwise specifically
stated in this Purchase Order.
Unless otherwise provided in
Purchase Order, no invoices shall be
issued nor payments made prior to
delivery. Unless freight and other
charges are itemized, any discount
will be taken on the full amount of
invoice.
c) All shipments of goods scheduled on
the same day via the same route
must be consolidated. Each
shipping container must be
consecutively numbered and marked
to show this Purchase Order
number. The container and
Purchase Order numbers must be
indicated on bill of lading. Packing
slips must show Purchase Order
number and must be included on
each package of less than container
load (LCL) shipments and /or with
each car load of equipment. The
COUNTY reserves the right to
refuse or return any shipment or
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equipment at VENDOR'S expense
of, or the time required for performance
that is not marked with Purchase
of the Purchase Order, an equitable
Order numbers. VENDOR agrees
adjustment in the price and /or delivery
to declare to the carrier the value of
schedule will be negotiated by the
any shipment made under this
COUNTY and VENDOR.
Purchase Order and the full invoice
Notwithstanding the foregoing,
value of such shipment.
VENDOR has an affirmative obligation
d) All invoices must contain the
to give notice if the changes will
Purchase Order number and any
decrease costs. Any claims for
other specific information as
adjustment by VENDOR must be made
identified on the Purchase Order.
within thirty (30) days from the date the
Discounts of prompt payment will be
change is ordered or within such
computed from the date of receipt of
additional period of time as may be
goods or from date of receipt of
agreed upon by the parties.
invoices, whichever is later.
Payment will be made upon receipt
7. Warranties
of a proper invoice and in
VENDOR expressly warrants that the
compliance with Chapter 218, Fla.
goods and /or services covered by this
Stats., otherwise known as the
Purchase Order will conform to the
"Local Government Prompt Payment
specifications, drawings, samples or
Act," and, pursuant to the Board of
other descriptions furnished or specified
County Commissioners Purchasing
by the COUNTY, and will be of
Policy.
satisfactory material and quality
production, free from defects and
Time Is Of the Essence
sufficient for the purpose intended.
Time for delivery of goods or
Goods shall be delivered free from any
performance of services under this
security interest or other lien,
Purchase Order is of the essence.
encumbrance or claim of any third party.
Failure of VENDOR to meet delivery
These warranties shall survive
schedules or deliver within a reasonable
inspection, acceptance, passage of title
time, as interpreted by the COUNTY in
and payment by the COUNTY.
its sole judgment, shall entitle the
COUNTY to seek all remedies available
8. Statutory Conformity
to it at law or in equity. VENDOR
Goods and services provided pursuant
agrees to reimburse the COUNTY for
to this Purchase Order, and their
any expenses incurred in enforcing its
production and transportation shall
rights. VENDOR further agrees that
conform to all applicable laws, including
undiscovered delivery of nonconforming
but not limited to the Occupational
goods and /or services is not a waiver of
Health and Safety Act, the Federal
the COUNTY'S right to insist upon
Transportation Act and the Fair Labor
further compliance with all
Standards Act, as well as any law or
specifications.
regulation noted on the face of the
Purchase Order.
Changes
The COUNTY may at any time and by 9. Advertising
written notice make changes to No VENDOR providing goods and
drawings and specifications, shipping services to the COUNTY shall advertise
instructions, quantities and delivery the fact that it has contracted with the
schedules within the general scope of COUNTY for goods and /or services, or
this Purchase Order. Should any such appropriate or make use of the
change increase or decrease the cost COUNTY'S name or other identifying
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marks or property without the prior
written consent of the COUNTY'S
Purchasing Department.
10. Indemnification
VENDOR shall indemnify and hold
harmless the COUNTY from any and all
claims, including claims of negligence,
costs and expenses, including but not
limited to attorneys' fees, arising from,
caused by or related to the injury or
death of any person (including but not
limited to employees and agents of
VENDOR in the performance of their
duties or otherwise), or damage to
property (including property of the
COUNTY or other persons), which arise
out of or are incident to the goods
and /or services to be provided
hereunder.
11. Warranty of Non - Infringement
VENDOR represents and warrants that
all goods sold or services performed
under this Purchase Order are: a) in
compliance with applicable laws; b) do
not infringe any patent, trademark,
copyright or trade secret; and c) do not
constitute unfair competition.
VENDOR shall indemnify and hold
harmless the COUNTY from and against
any and all claims, including claims of
negligence, costs and expense,
including but not limited to attorneys'
fees, which arise from any claim, suit or
proceeding alleging that the COUNTY'S
use of the goods and /or services
provided under this Purchase Order are
inconsistent with VENDOR'S
representations and warranties in
section 11 (a).
If any claim which arises from
VENDOR'S breach of section 11 (a) has
occurred, or is likely to occur, VENDOR
may, at the COUNTY'S option, procure
for the COUNTY the right to continue
using the goods or services, or replace
or modify the goods or services so that
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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
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Neither the COUNTY nor VENDOR
and VENDOR has failed to cure within
shall be responsible for any delay or
10 days of receipt of such notice.
failure in performance resulting from any
cause beyond their control, including,
19. General
but without limitation to war, strikes, civil
a) This Purchase Order shall be
disturbances and acts of nature. When
governed by the laws of the State of
VENDOR has knowledge of any actual
Florida. The venue for any action
or potential force majeure or other
brought to specifically enforce any of
conditions which will delay or threatens
the terms and conditions of this
to delay timely performance of this
Purchase Order shall be the
Purchase Order, VENDOR shall
Twentieth Judicial Circuit in and for
immediately give notice thereof,
Collier County, Florida
including all relevant information with
b) Failure of the COUNTY to act
respects to what steps VENDOR is
immediately in response to a breach
taking to complete delivery of the goods
of this Purchase Order by VENDOR
and /or services to the COUNTY.
shall not constitute a waiver of
breach. Waiver of the COUNTY by
15. Assignment
any default by VENDOR hereunder
VENDOR may not assign this Purchase
shall not be deemed a waiver of any
Order, nor any money due or to become
subsequent default by VENDOR.
due without the prior written consent of
c) All notices under this Purchase
the COUNTY. Any assignment made
Order shall be sent to the respective
without such consent shall be deemed
addresses on the face page by
void.
certified mail, return receipt
requested, by overnight courier
16. Taxes
service, or by personal delivery and
Goods and services procured subject to
will be deemed effective upon
this Purchase Order are exempt from
receipt. Postage, delivery and other
Florida sales and use tax on real
charges shall be paid by the sender.
property, transient rental property
A party may change its address for
rented, tangible personal purchased or
notice by written notice complying
rented, or services purchased (Florida
with the requirements of this section.
Statutes, Chapter 212), and from federal
d) The Vendor agrees to
excise tax.
reimbursement of any travel
expenses that may be associated
17. Annual Appropriations
with this Purchase Order in
The COUNTY'S performance and
accordance with Florida Statute
obligation to pay under this Purchase
Chapter 112.061, Per Diem and
Order shall be contingent upon an
Travel Expenses for Public Officers,
annual appropriation of funds.
employees and authorized persons.
e) In the event of any conflict between
18. Termination
or among the terms of any Contract
This Purchase Order may be terminated
Documents related to this Purchase
at any time by the COUNTY upon 30
Order, the terms of the Contract
days prior written notice to the
Documents shall take precedence
VENDOR. This Purchase Order may be
over the terms of the Purchase
terminated immediately by the COUNTY
Order. To the extent any terms and
for breach by VENDOR of the terms and
/or conditions of this Purchase Order
conditions of this Purchase Order,
duplicate or overlap the Terms and
provided that COUNTY has provided
Conditions of the Contract
VENDOR with notice of such breach
Documents, the provisions of the
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Terms and /or Conditions that are
most favorable to the County and /or
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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 80% 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:
• Invoice or 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: bccapclerk(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 "laches" as untimely submitted. Time shall be deemed of
the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off -set the amount owed to the County by applying the
amount owed to the vendor or contractor for services performed of for materials delivered in
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
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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;
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.
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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.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number
shall be identified. Firms who do not provide the certificate of authority at the time of response shall
be required to provide same within five (5) days upon notification of selection for award. If the firm
cannot provide the document within the referenced timeframe, the County reserves the right to award
to another firm.
16. Single Proposal
Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as
a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub -
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub -
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this
requirement will be deemed non - responsive and rejected from further consideration.
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17. Survivability
Bids (ITBs /RFPs): The Contractor agrees that any Work Order /Purchase Order that extends beyond
the expiration date of Solicitation 14 -6277 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.
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.
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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
Bidder/Vendor does not comply with providing the acceptable E- Verify evidence and the
executed affidavit the bidder's / vendor's proposal may be deemed non - responsive.
Additionally, vendors shall require all subcontracted vendors to use the E- Verify system for all
purchases not covered under the "Exceptions to the program" clause above.
For additional information regarding the Employment Eligibility Verification System (E- Verify) program
visit the following website: http: / /www.dhs.gov /E- Verify. It shall be the vendor's responsibility to
familiarize themselves with all rules and regulations governing this program.
Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be
fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986
as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and
with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the
laws referenced herein or the provisions of this affidavit shall constitute a breach of the award
agreement and the County shall have the discretion to unilaterally terminate said agreement
immediately.
24. Collier County Local Preference Policy
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Collier County provides an incentive to local business to enhance the opportunities of local
businesses in the award of County contracts. In the evaluation of proposals, the County rewards
Vendors for being a local business by granting a ten (10) points incentive in the evaluation criterion
points.
Local business means the vendor has a current Business Tax Receipt issued by the Collier County
Tax Collector for at least one year prior to bid or proposal submission to do business within Collier
County, and that identifies the business with a permanent physical business address located within
the limits of Collier County from which the vendor's staff operates and performs business in an area
zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-
permanent structure such as a construction trailer, storage shed, or other non - permanent structure
shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a
vendor shall not be considered a "local business" unless it contributes to the economic development
and well -being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the
County's tax base, and residency of employees and principals of the business within Collier County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or
proposal to be eligible for consideration as a "local business" under this section. A vendor who
misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will
lose the privilege to claim Local Preference status for a period of up to one year.
Under this solicitation proposers desiring to receive local preference will be invited and required to
affirmatively state and provide documentation as set forth in the solicitation in support of their
status as a local business. Any proposer who fails to submit sufficient documentation with their
proposal offer shall not be granted local preference consideration for the purposes of that specific
contract award. Except where federal or state law, or any other funding source, mandates to the
contrary, Collier County and its agencies and instrumentalities, will give preference to local
businesses in the following manner.
For all purchases of commodities and services procured through a competitive proposal process
and not otherwise exempt from this local preference section, the solicitation shall include a
weighted criterion for local preference that equals 10 percent of the total points in the evaluation
criteria published in the solicitation. Purchases of professional services as defined and identified
under subsection 11 B.2 (which are subject to Section 287.055, F.S.) and subsection 11 B.3 (which
are subject to Section 11.45, F.S.) shall not be subject to this local preference section.
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status
as a Local Business which is included as part of this solicitation.
Failure on the part of a vendor to submit this Affidavit with their proposal response will
preclude said Vendor from being considered for local preference under this solicitation.
A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to
the County will lose the privilege to claim Local Preference status for a period of up to one year.
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per county
Adnirri&aive Services DMsion
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 #14 -6277 Facility Events Coordinator, 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:
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Date
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Co per County
Adrnirii&Vm services Wsbn
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: Rhonda Cummings, Procurement Strategist
❑ The mailing envelope must be sealed and marked with Solicitation 14 -6277 Facility Events
Coordinator and May 28,_2_014 230 PM.
❑ 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:
Packet Page -2813-
Date
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Co per County
Adm nistralim Servioes Wsion
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
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C per County
AdrriNsrdfiveSelvicesIDMsion
PvrchasiN
Attachment 4: Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
RE: Solicitation: 14 -6277 Facility Events Coordinator
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: 14 -6277 Facility Events Coordinator
(Proposal Continued on Next Page)
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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: Company name used as payee
(required if
different from
above)
Contact name:
Title:
Address:
City, State, ZIP
Telephone:
FAX:
Email:
Office servicing
Collier County
to place orders
(required if
different from
14 -5277 Facility Events Coordinator
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above)
Contact name:
Title
Address:
City, State, ZIP
9/23/2014 16. D.19.
Telephone: Email
14 -6277 Facility Events Coordinator
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COfter County
SeMms Dmsm
Purch-M
Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: 14 -6277 Facility Events Coordinator (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:
Local business means the vendor has a current Business Tax Receipt issued by the Collier
County Tax Collector for at least one year prior to bid or proposal submission to do business
within Collier County, and that identifies the business with a permanent physical business
address located within the limits of Collier County from which the vendor's staff operates and
performs business in an area zoned for the conduct of such business. A Post Office Box or a
facility that receives mail, or a non - permanent structure such as a construction trailer, storage
shed, or other non - permanent structure shall not be used for the purpose of establishing said
physical address. In addition to the foregoing, a vendor shall not be considered a "local business"
unless it contributes to the economic development and well -being of Collier County in a verifiable
and measurable way. This may include, but not be limited to, the retention and expansion of
employment opportunities, support and increase to the County's tax base, and residency of
employees and principals of the business within Collier County. Vendors shall affirm in writing
their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for
consideration as a "local business" under this section. A vendor who misrepresents the Local
Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to
claim Local Preference status for a period of up to one year.
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
Title:
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9/23/2014 16.D.19.
❑ COLLIER COUNTY ❑ LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this
Day of , 20
Notary Public
My Commission Expires:
(AFFIX OFFICIAL SEAL)
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C;& County
,Admnsvatve services cimsion
Purchasing
Attachment 6: Immigration Affidavit Certification
Solicitation: 14 -6277 Facility Events Coordinator
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
Signature
State of
County of
Title
Date
The foregoing instrument was signed and acknowledged before me this day of
, 20_, by
identification.
(Print or Type Name)
Notary Public Signature
Printed Name of Notary Public
who has produced
(Type of Identification and Number)
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as
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Notary Commission Number /Expiration
The signee of this Affidavit guarantee, as evidenced by the sworn affidavit required herein, the truth and
accuracy of this affidavit to interrogatories hereinafter made.
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Crier Comity
Adaninisbatiue SeMoes 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 Na
(as shown on income tax return)
BBusiness Na
(iTdifferent from taxpayer name)
Address City
State
Zip
Telephone FAX
Email
Order Information Remit / Payment Information
Address
Address
City State Zip City State Zip
FAX
Email
FAX
Email
2. Company Status (check only one)
_ Individual / So e Proprietor _ Corporation _ Partnership
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ie
ie
14 -6277 Facility Events Coordinator
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O1')�17O1 ^ 19 Q 10
—Tax Exempt a deral Income tax- _ Limited la I ity Company "' ' T ' `
exempt entity under Internal Revenue
Service uidelines IRC Enter the tax classification
501 c
3. Taxpayer Identification Number (for tax reporting purposes only)
Federal Tax Identification Number (TIN)
(Vendors who do not have a TIN, will be required to provide a social security number prior to an
award of the contract.
4. Sign and Date Form
Certification: Under penalties of perjury, I certify that the information shown on this form is correct to
my knowledge.
Signature
Date
Title
Phone Number
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Administra&e &Noes Dmsion
Purchasing
Attachment 8: Insurance and Bonding Requirements
insurance
e /Bond Type < Required Limits
1. ® Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal
Compensation Government Statutory Limits and Requirements
2. ® Employer's Liability
3. ® Commercial General
Liability (Occurrence
Form) patterned after
the current ISO form
$ single limit per occurrence
Bodily Injury and Property Damage
$1,000,000 single limit per occurrence, $2,000,000 aggregate for
Bodily Injury Liability and Property Damage Liability. This shall include
Premises and Operations; Independent Contractors; Products and
Completed Operations and Contractual Liability
4. ® Indemnification To the maximum extent permitted by Florida law, the
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
ContractorNendor /Consultant or anyone employed or utilized by the
ContractorNendor /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 $ 1,000,000 Each Occurrence; Bodily Injury & Property Damage,
Owned /Non- owned /Hired; Automobile Included
5. ® Other insurance as ❑ Watercraft $ Per
noted: Occurrence
❑ United States Longshoreman's and Harborworker's Act coverage
shall be maintained where applicable to the completion of the work.
$ Per
Occurrence
❑ Maritime Coverage (Jones Act) shall be maintained where
applicable to the completion of the work.
$ Per
Occurrence
❑ Aircraft Liability coverage shall be carried in limits of not less than
$5,000,000 each occurrence if applicable to the completion of the
Services under this Agreement.
$ Per
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Occurrence
❑ Pollution
Occurrence
❑ Professional Liability $_
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
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Per
Per
❑ Professional Liability $ per claim
and in
the
aggregate
• $1,000,000 per claim and in the aggregate
• $2,000,000 per claim and in the aggregate
® Employee Dishonesty Bond $100,000 Per
Occurrence
❑ Valuable Papers Insurance $ Per
Occurrence
® Liquor Liability: $500,000 Per
Occurrence
6. ❑ Bid bond Shall be submitted with proposal response in the form of certified
funds, cashiers' check or an irrevocable letter of credit, a cash bond
posted with the County Clerk, or proposal bond in a sum equal to 5% of
the cost proposal. All checks shall be made payable to the Collier
County Board of County Commissioners on a bank or trust company
located in the State of Florida and insured by the Federal Deposit
Insurance Corporation.
7. ❑ Performance and For projects in excess of $200,000, bonds shall be submitted with the
Payment Bonds executed contract by Proposers receiving award, and written for 100%
of the Contract award amount, the cost borne by the Proposer
receiving an award. The Performance and Payment Bonds shall be
underwritten by a surety authorized to do business in the State of
Florida and otherwise acceptable to Owner; provided, however, the
surety shall be rated as "A -" or better as to general policy holders rating
and Class V or higher rating as to financial size category and the
amount required shall not exceed 5% of the reported policy holders'
surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Fulton Street, New York,
New York 10038.
8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is
required to meet. The same Vendor shall provide County with certificates of insurance meeting the
required insurance provisions.
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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. 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
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Date
Telephone Number
14 -6277 Facility Events Coordinator
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Go er county
Adrnidambw Servioes Division
Purchasing
Attachment 9: Reference Questionnaire
Solicitation: 14 -6277 Facility Events Coordinator
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name: Company:
(Evaluator completing reference
questionnaire)
Email:
FAX:
9/23/2014 16.D.19.
(Evaluator's Company completing reference)
Tele
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
Crteria
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.
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Please FAX this completed survey to:
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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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