REQUEST FOR PROPOSAL ADVERTISING

Transcription

REQUEST FOR PROPOSAL
ADVERTISING SERVICES FOR PUBLIC TRANSIT PROVIDER STARMETRO
MAY 17, 2010
The City of Tallahassee, Florida requests proposals for advertising services to
StarMetro, the City of Tallahassee’s public transit department.
SECTION 1.0 GENERAL INFORMATION
StarMetro (‘The City’ or ‘transit agency’), the transit department for the City of
Tallahassee, operates twenty-five (25) ‘day’ routes, six (6) ‘night’ routes, and one (1)
‘express’ route. The day routes operate Monday through Sunday between 6 a.m. and 7
p.m.; the night routes operate Monday through Friday from 7 p.m. to 10 p.m.; and, the
express route operates Monday through Friday from 6 a.m. to 7 p.m. In addition,
StarMetro operates ten (10) ‘university’ routes for Florida State University (FSU) and
Florida Agricultural and Mechanical University (FAMU). StarMetro provides all of these
services with seventy-one (71) buses, which travel approximately 2.1 million miles per
year mostly in the city limits. Of these buses, sixteen (16) are reserved for providing
service to FSU; these buses are fully wrapped with FSU branding. Similarly, three (3) of
StarMetro’s buses are reserved for the FAMU service and as such are fully wrapped
with FAMU branding. In 2009, StarMetro provided 4.2 million trips to Tallahassee
residents.
In compliance with the American’s with Disabilities Act, StarMetro operates a paratransit
service called ‘Dial-A-Ride.’ Dial-A-Ride provides curb-to-curb services for elderly and
disabled citizens. StarMetro employs seventeen (17) Dial-A-Ride buses, which travel
497,700 miles a year.
StarMetro promotes the above routes via the ‘Ride Guide,’ which is StarMetro’s version
of a system wide map and schedule. The Ride Guide is eighteen (18) inches by twentyfour (24) inches flat and folds into a four (4) inch by six (6) inch pocket guide. StarMero
prints an average of twenty thousand (20,000) copies, three times a year. The total
amount of Ride Guides printed per year hovers around eighty thousand (80,000) copies.
The Ride Guides are distributed through the main bus terminal, bus brochure holders
and major partners, such as FSU, FAMU, TCC and city departments. In the next year,
StarMetro hopes to redesign its Ride Guide. With the new redesign, StarMetro intends
to open twenty (20) percent of the content for advertising.
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The Ride Guide features complete list of StarMetro’s fares. StarMetro offers a regular
fare of one dollar and twenty-five cents ($1.25), a one-day unlimited fare, a seven-day
fare and a thirty-one (31) day pass. These fares are sold on magnetic strip cards and
hard cards or ‘smart cards.’ These fares can be purchased on the bus, the main transfer
terminal, C.K. Steele Plaza, and the StarMetro Offices on Appleyard Drive. StarMetro
intends to allow advertising on this medium. In 2009, StarMetro sold over twenty two
thousand and nine hundred (22,900) fare cards.
Ten (10) of the above buses feature wireless internet technology or ‘Wi-Fi.’ With this
capability, customers may access the internet while riding a StarMetro bus. In
cooperation with the Parvus Corporation, StarMetro maintains an internet splash page,
which currently features StarMetro’s logo and a disclaimer about surfing the internet via
StarMetro’s Wi-Fi portal. StarMetro intends to open spaces on the internet splash page
for advertising. For thirty (30) days beginning March 30, 2010, RiderNet tallied two
thousand six hundred and sixteen (2,616) unique log-ins to the StarMetro Wi-Fi system.
Because two of the buses were down for major repairs, the above numbers only reflect
the data received from eight (8) buses, instead of the full ten (10) Wi-Fi fleet. For the
next few years until the entire fleet is Wi-Fi accessible, StarMetro hopes to expand the
Wi-Fi fleet by ten (10) buses per year.
During the first year of the proposed advertising contract, a major reorganization of
StarMetro’s route structure is set to take place. The current radial, or hub-and-spoke
system, will be completely reorganized to reflect a more grid-like system. In the current
radial system, all routes travel downtown to the C.K. Steele Plaza, which is where all
bus transfers take place. The new grid-like system would have routes running east to
west and north to south with many routes bypassing downtown. In this system, transfers
will take place anywhere two routes or more intersect. The new system is projected to
have 41-43 transfer points across the city. This grid-like system will focus routes on
major thoroughfares, which is where most employment centers are located. This new
system will open up new advertising markets, which include major commercial corridors
such as Capital Circle NE and SW (aka U.S. 319) and Orange Avenue.
Pending a change in the current City sign code, StarMetro hopes to expand the
advertising program in the near future to include bus shelter advertising.
The purpose of the Request for Proposal (RFP) is to enter into a three (3) year
Agreement with the option to two (2) one (1) year extensions with a qualified contractor
to manage the sale and placement of advertising space on StarMetro’s resources,
which include:
- interior/exterior bus advertising;
- print media advertising;
- web and other media advertising; and,
- bus shelter advertising.
The goal is to provide professional advertising for the purpose of generating revenue for
the City of Tallahassee, while informing the general public of StarMetro’s
programs/services and overall benefits to the City.
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Each of the above advertising media will be considered as separate and
proposals will be evaluated as such. . Proposers can bid on one, two or all, but each
must be submitted separately. Preference will be given to a contractor that can manage
all four mediums. The selected contractor will pay a percentage of its gross income to
StarMetro. Proposers will be evaluated on revenue sharing proposals and projections,
which may include, but is not limited to, a minimum guaranteed fee to StarMetro.
SECTION 2.0 STATEMENTS OF WORK/SPECIFICATIONS
2.1 GENERAL PROVISIONS
2.1.1 Marketing and Sales
• The successful contractor will be required to perform complete
advertising services and sales functions including, but not limited to:
• The contractor must explain how it will establish and maintain a physical
office in the city providing a continuous sales effort within the service
area conducted by a professional staff of sufficient size to assure
adequate service to all advertising clients.
• The contractor must submit an explanation of marketing strategies and
literature it will use to promote transit advertising.
• The contractor must state what printing services will be provided to
potential customers
2.1.2 Advertising Content and Control
• The contractor must ensure that only displays of high quality artwork,
and advertising content will be shown. Contractors must ensure the
following:
o Advertisements shall be of a reputable character, shall
conform to recognized business standards and shall not
conflict with any federal, state, or local laws and regulations.
o Graphics, artwork, and copy of advertisements are expected
to be of high quality and good taste.
o Vulgar, disreputable or other advertisements that may be
offensive to the public shall not be acceptable.
o All advertising shall be displayed in a neat and workmanlike
manner.
o The successful contractor shall maintain all displayed
advertising so as to ensure its neat appearance and promptly
remove all advertising, which is torn or otherwise unsightly in
appearance. The successful contractor shall also promptly
remove and replace all advertising, which is expired.
o StarMetro, the transit system, reserves the right to require the
successful contractor to promptly remove, at the contractor’s
own expense, any advertising which in the opinion of the
transit system is unsightly in appearance or for any other
reason.
2.1.3 Public, Charitable, or Educational Advertisements
The successful contractor shall display public, charitable, or educational
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advertisements in spaces not in use for commercial advertising. Such
advertisements shall be deemed by both the successful contractor and
StarMetro to be proper for the purpose of avoiding unfilled spaces and for
promotion of public good will. Such non-commercial advertising will be
charged at customary reduced rates.
Contracts between the successful contractor and the public, charitable, or
educational advertising clients must be executed and processed in the
same manner as for-profit advertising clients. StarMetro reserves the right to
offer interior ad space to certain public, charitable or educational entities
free of charge. Such clients are responsible for the production costs for said
signs.
2.1.4 Trade for Advertising
StarMetro must give prior approval for any trades of advertising space for
media time or space (newspaper, billboard, radio or television). It must be
guaranteed that any trade time negotiated will not be pre-empted by paid
advertising contracted by said media. Certified logs are required to verify the
placements made of advertisements. StarMetro may cancel the provisions
of this paragraph at any time, except for previously approved contracts.
StarMetro reserves the right to use up to five (5) percent of the advertising
space available to make its own deals for the trade of advertising space for
promotional purposes. The contracting advertiser shall utilize the successful
contractor for the production of signs or wrapped buses and the successful
contractor will be responsible for posting signs, etc.
2.1.5 Use of StarMetro Resources
Where applicable, the successful contractor will make an effort to make use
of StarMetro’s in-house resources, which include but are not limited to the
Marketing Specialists graphic design skills and StarMetro’s vinyl machine.
For instance, the successful contractor may utilize StarMetro’s Marketing
Specialist in order to design the advertisement(s); afterwards, said
advertisement could be printed on StarMetro’s vinyl machine. The vinyl
machine may be used as a cost saving measure for purposes outside of the
parameters listed in this Request for Proposal. This includes, but is not
limited to: printing signs, banners, advertisements for other media, such as
billboards, etc. The successful contractor will supply a business model to
StarMetro outlining the incorporation of these resources.
2.1.6 Subcontracting
The successful contractor may enter into subcontracts with qualified
vendors and suppliers to provide services required or set forth by this
Request for Proposal; for instance, the successful contractor may
subcontract with a vendor to provide additional advertising sales and
services on other advertising mediums not being covered by the successful
contractor. The successful contractor will remain responsible to StarMetro
for ensuring that the performance of subcontractors complies with
requirements and that the subcontractor is acceptable to the City. The
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successful contractor must pay subcontractor invoices when due, unless
otherwise agreed by the City. The subcontract specifications, terms and
conditions of any proposed subcontract agreement must be approved by the
Marketing Specialist in writing prior to execution of said subcontract.
• The successful contractor will be responsible for developing the
specifications of it subcontract. The successful contractor must make its
best effort to obtain a minimum of three (3) bids for each subcontract
with a value of $1,000 or greater, or as otherwise required and approved
in writing by the City. The successful contractor shall document its
competitive biding process, and shall provide these documents to the
City upon request.
• Subcontract terms must not extend beyond the Terms of Agreement.
Upon termination of Agreement, the successful contractor shall bear the
sole responsibility for any subcontract obligations that extend beyond the
Agreement’s termination or expiration date. City shall have no liability or
obligation to subcontractors at any time under the Agreement.
• The successful contractor must provide StarMetro with a copy of all fully
executed subcontracts within thirty (30) days of execution. StarMetro has
the right to approved or reject any subcontract agreements.
2.1.7 Monthly Remittance and Report
The successful contractor is required to remit revenues earned each month
within in twenty (20) calendar days after the end of the month in which they
are earned. The revenue must be accompanied by a report that includes
details of:
• All contracts in effect
• Billings for the month
• Collections for the month
• Past due amounts
• Total remaining balances on accounts
• Contract expiration dates
The monthly payments and report is to be mailed to:
Heather Teter, Marketing Specialist
StarMetro, City of Tallahassee, FL
555 Appleyard Drive
Tallahassee, FL 32304
The successful contractor shall furnish StarMetro with copies of all signed
contracts and correspondence (including changes in prices, lengths of contracts
and cancellation notices) within a month of their execution.
The successful contractor shall maintain all required records for two (2) years
after final payment by the successful contractor to StarMetro under the terms of
the operating contract. However, if any audit, claim, or litigation is started before
the expiration of the two (2) year period, the records shall be retained until all
litigation, claims, or audit finding involving the records have been resolved.
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The successful contractor will permit StarMetro to inspect/audit all records and
financial data involved in the operations of the concession during the regular
business hours maintained by the successful contractor, and at such other times
upon one (1) day’s written notice.
2.2 INTERIOR/EXTERIOR BUS ADVERTISING
The successful contractor, at its own expense, will be responsible for posting
advertising signs, removing outdated signs rejected by StarMetro. StarMetro
reserves the right to reject any advertising it finds to be offensive, objectionable
or in poor taste.
Installation and ongoing maintenance of signs and other necessary activities of
the successful contractor must not interfere with StarMetro operations. Access to
vehicles will be provided only at times consistent with the operational hours of the
operating facilities. Vehicles will not be removed from service for the purpose of
installing or removing advertising signs.
Please review the fleet profile below.
Bus Number
2011
2018
2020
0101
0102
0103
0104
0105
0106
0107
0108
0109
0301
0302
0501
0502
0503
0503
0504
0505
0506
0507
0508
0509
0601
0602
0603
Manufacturer
ABI
ABI
ABI
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Length
29’
29’
29’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
35’
29’
29’
29’
Year
2000
2000
2000
2001
2001
2001
2001
2001
2001
2001
2001
2001
2003
2003
2005
2005
2005
2005
2005
2005
2005
2005
2005
2005
2006
2006
2006
Type
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
FAMU
Regular
Regular
Regular
FAMU
Regular
Regular
FSU
FSU
6
0604
0605
0701
0702
0703
0704
0705
0706
0707
0708
0709
0710
0801
0802
0803
0804
0805
0901
0902
0903
0904
0905
0906
0907
0908
1001
1002
1003
1004
1005
1006
1007
1008
1009
1010
1011
1012
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Champion
Champion
Champion
Champion
Champion
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
Gillig
29’
29’
40’
40’
40’
40’
40’
40’
40’
40’
40’
40’
28’
28’
28’
28’
28’
35’
35’
35’
35’
35’
35’
35’
35’
40’
40’
40’
40’
40’
40’
40’
40’
40’
40’
40’
40’
2006
2006
2007
2007
2007
2007
2007
2007
2007
2007
2007
2007
2008
2008
2008
2008
2008
2009
2009
2009
2009
2009
2009
2009
2009
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
FSU
FSU
FSU
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
FSU
FSU
FSU
FSU
FSU
FSU
FSU
FSU
FSU
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
In addition, StarMetro employs 17 Dial-A-Ride buses, which are made by
Champion and are twenty-three (23) feet in length.
2.2.2 Methods of Posting Advertisements
The successful contractor, will be responsible for any paint damage on
buses when directly applied signs are removed and shall compensate
StarMetro for the expense incurred to repaint the damaged sections.
2.2.3 Interior Advertising
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The advertising space available in the interior of StarMetro’s buses consists
of slates for standard car cards and ceiling advertisements or
‘Michelangelo’s.’ Car cards typically measure eleven (11) inches in height
and twenty-eight (28) inches in length. StarMetro buses have roughly
fourteen (14) spaces available for interior advertising per bus. Michelangelo
displays typically measure twenty-four (24) inches wide and forty-eight (48)
tall. The number of spaces for ceiling advertisements depends on the length
of the bus. There is no interior advertising pace in the Dial-A-Ride buses.
The selling of interior space is included as part of the Request for Proposal
package. The successful contractor is solely responsible for installing,
maintaining, and removing all interior advertisements in a timely fashion.
2.2.4 Exterior Advertising
The advertising space available on the buses will be required to be a vinyl
stick on to avoid damage to the bus’ exteriors. These exterior advertising
spaces include:
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Full wraps are also acceptable, as long as the bus is completely wrapped and
a StarMetro logo is visible. Partial full-wraps are not acceptable. The
contractor will be responsible for the applications of the advertisement and
complete restorations of buses to their original paint/graphic scheme and
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condition at the conclusion of this contract. If damage occurs, the contractor
will also be responsible for complete restorations of buses to their original
paint/graphic scheme and condition whenever advertising on a particular bus
is removed.
2.2.5 StarMetro Advertising On/In Buses
StarMetro reserves the right to use, without charge, unsold available
advertising space for the promotion of its transit services. StarMetro may use
a minimum of one (1) interior bus sign per bus for its own use. StarMetro will
be responsible for the production costs of any advertising signs used for
StarMetro.
2.3 PRINT MEDIA ADVERTISING
2.3.1 StarMetro’s Ride Guide
As mentioned, StarMetro intends to redesign the current configuration of the
‘Ride Guide,’ the successful contractor will provide input and advice into the
design of this new Ride Guide to StarMetro’s Marketing Specialist, who will
ultimately oversee the redesign of the piece. Furthermore, the successful
contractor will work with the Marketing Specialist to develop of
comprehensive list of advertisement sizes, specifications and prices available
to advertisers in the new redesign. The successful contractor will then sell
those spaces, design the advertisements, and see that all design files for
these advertisements are turned in to StarMetro’s Marketing Specialist in a
timely manner. The successful contractor and Marketing Specialist will work
together to identify the project timeline, benchmarks, and due dates. Files
turned over to the Marketing Specialist from the successful contractor must
be final, advertiser-approved designs and must be compatible with exiting
design files. In most cases, design files will need to be compatible with Adobe
InDesign and Adobe Illustrator. After printing is complete, the successful
contractor and Marketing Specialist will work together to distribute the printed
project.
In the case that the successful contractor cannot design the advertisements,
the successful contractor and StarMetro’s Marketing Specialist may negotiate
to have the Marketing Specialist take over these duties. In this case, the
successful contractor would only sell the advertising space and the Marketing
Specialist would then design the advertisement.
StarMetro reserves the right to reject any advertising it finds to be offensive,
objectionable or in poor taste.
StarMetro reserves the right to use, without charge, unsold available
advertising space for the promotion of its transit service and/or programs.
StarMero may use a minimum of one (1) advertising space, negotiated by the
Marketing Specialist and successful contractor, for its own use. StarMetro will
be responsible for designing this advertisement.
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2.3.2 StarMetro’s Fare Cards
StarMetro intends to allow advertising on its fare cards. The successful
contractor will work with the Marketing Specialist to develop of
to advertisers. The successful contractor will then sell those spaces, design
the advertisements, and see that all design files for these advertisements are
turned in to StarMetro’s Marketing Specialist in a timely manner. The
successful contractor and Marketing Specialist will work together to identify
the project timeline, benchmarks, and due dates. Files turned over to the
Marketing Specialist from the successful contractor must be final, advertiserapproved designs and must be compatible with exiting design files. In most
cases, design files will need to be compatible with Adobe InDesign and
Adobe Illustrator. After printing is complete, the successful contractor and
Marketing Specialist will work together to distribute the printed project.
In the case that the successful contractor cannot design the advertisements,
the successful contractor and StarMetro’s Marketing Specialist may negotiate
to have the Marketing Specialist take over these duties. In this case, the
successful contractor would only sell the advertising space and the Marketing
Specialist would then design the advertisement.
StarMetro reserves the right to reject any advertising it finds to be offensive,
objectionable or in poor taste.
2.4 WEB AND OTHER MEDIA ADVERTISING
2.4.1 StarMetro’s Wi-Fi Splash Page
StarMetro intends to offer advertising space through its webpage. The
successful contractor will work with the Marketing Specialist to develop a
to advertisers. The successful contractor will then sell those spaces, design
the advertisements, and see that all design files for these advertisements are
turned in to StarMetro’s Marketing Specialist in a timely manner. The
successful contractor and Marketing Specialist will work together to identify
the project timeline, benchmarks, and due dates. Files turned over to the
Marketing Specialist from the successful contractor must be final, advertiserapproved designs and must be compatible with exiting design files. After
upload, the Marketing Specialist will report monthly numbers to the successful
contractor of successful log-ins into the StarMetro Wi-Fi system.
2.5.2 Other Media
The use of radio, television, etc. into StarMetro’s service, programs, and/or
resources is encouraged and negotiable.
2.5 BUS SHELTER ADVERTISING
Pending a change in the current City sign code in Chapter 7 of the Tallahassee
Land Development Code, StarMetro expects to expand the advertising program
during the first year of the Contract to include bus shelter advertising. Current
discussions regarding sign code changes consist of tailoring the design of the
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shelter to the surrounding environment and identifying where bus shelters with
advertising can be located within the City of Tallahassee. As one approaches
downtown, the proposed shelters would become more urban in nature with the
amount of space dedicated to advertising decreasing with no advertising allowed
in the central core. In addition, the successful contractor may be required to
construct some shelters and benches without advertising at no charge in
exchange for constructing shelter with advertising. This ratio is yet to be
determined. The successful contractor will cooperate with StarMetro’s Planning
Director and other City Departments on proposed revisions to the sign code. In
addition, the successful contractor may be required to assist with presentations
to the Tallahassee/Leon County Planning Commission, Urban Design
Commission, and the City Commission as part of the process to change the sign
code.
SECTION 3.0 PROPOSAL RESPONSE REQUIREMENTS
3.1 A prospective Respondent’s response to this RFP should include the following
information at a minimum. Please note that the proposal should address the
requirements in a clear and concise manner in the order stated herein.
Proposals must be tabbed as follows and must include the
information/documents specified in the applicable tab. Proposals that do not
adhere to the following format or include the requested information/documents
may be considered incomplete and therefore unresponsive by the City.
3.2 The City reserves the right to seek additional/supplemental representation on
specific issues as needed.
3.3 Respondent’s shall construct their proposal(s) in the following format and a tab
must separate each section. Since each advertising program is treated as
separate, Proposers must submit appropriate number of binders for each
advertising program proposal.
BINDER - PROPOSAL
TAB 1 - EXECUTIVE SUMMARY (0 POINTS)
Present in brief, concise terms, a summary level description of the contents of
the proposal and your company and its capabilities. Give the names of the
person(s) who will be authorized to make representations for the Respondent,
their title(s), address(es), and telephone and fax number(s). The summary must
be limited to a maximum of two pages and the signer of the proposal must
declare that the proposal is in all respects fair and in good faith without collusion
or fraud and that the signer of the proposal has the authority to bind the principal
proponent.
TAB 2 – ABILITY TO EXECUTE SCOPE (20 POINTS)
Each respondent must provide an advertising program(s) based on available
advertising space(s), medium(s), and provisions previously mentioned.
Submittals must be concise and, where applicable, include narratives, plans,
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drawings, photographs, technology, and other specifications proposed for
advertising.
TAB 3 – PRIOR EXPERIENCE (15 POINTS)
Each respondent must provide a brief outline, not to exceed eight (8) pages, of
the respondent’s organizational structure, history in the advertising business, key
managers and employees, marketing and sales organization, and other
information that the respondent deems pertinent to an evaluation of its ability to
provide exemplary advertising services to StarMetro.
The respondent must provide sufficient evidence of continuous experience in
advertising sales and services, preferably in the transit industry. In addition to
providing evidence of prior experience, the respondent must submit samples of
work.
To prove prior experience, the respondent must provide the names of previous
entities in which the respondent provided advertising sales and services. In
addition, the respondent must provide the address, phone number, and point of
contact for that entity. The respondent will also need to provide the number of
years engaged in advertising with that entity, the gross revenues attributable to
the advertising operation, as well as general information about said entity.
TAB 4 – EXPERIENCE OF SALES STAFF ASSIGNED TO CONTRACT (10
POINTS)
Each respondent must provide resume′(s) of the local manger(s) and
representative(s) responsible for sales and advertising services.
TAB 5 – REVNUE SHARING (20 POINTS)
The respondent must provide an estimate of needed capital investment, where
applicable, and an estimate of anticipated annual gross revenues to be derived
from the advertising program.
TAB 6 – BUSINESS MODEL FOR STARMETRO RESOURCES (10 POINTS)
As mentioned in 2.1.5, the respondent must provide a business model outlining a
concerned effort to incorporate StarMetro’s in-house resources, which include
but is not limited to the design skills of the Marketing Specialist and the vinyl
machine, into the operation of the advertising program. In light of providing a
business model incorporating StarMetro resources, the respondent will need to
reevaluate cost models and revenue share based in the proposed arrangement.
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TAB 7 – LOCATION (10 points)
Provide a description of the firm’s local (Florida) presence, including local offices,
personnel, clients, etc.
Location
Within Leon, Wakulla, Gadsden, or Jefferson County - Firm’s
Home Office or Branch Office that will complete at least sixty
percent (60%) of the work by total fees.
Within Leon, Wakulla, Gadsden or Jefferson County - Branch
Office/Joint Venture with Local Firm with a least twenty-five
percent (25%) of the work by total fees.
Rating
Points
10
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TAB 8 – MBE PLAN & MBE CERTIFICATION (10 POINTS)
a.
Present a narrative description /Plan of how the MBE goal of 12.5% fee
participation will be met or exceeded during the course of this project.
This Plan should explain the work scope designated for each MBE firm,
the duration of and phases in which the assignments occur and how the
assignments coordinate within the overall project plan (2 Pages
Maximum for Plan).
b.
For each MBE firm on your team, include Attachment B (MBE Utilization
Form) along with their Certification documents.
c.
If there are no MBE firms on your team, complete the Determination of
Good Faith Effort (Attachment C) and include in TAB 8. The MBE
submission requirements are detailed in Section 9.12 of this RFP.
TAB 9 CITY OF TALLAHASSEE DOCUMENTS
Complete and attach the forms contained in the attachments:
• Attachment A – Representations/Certifications
• Attachment B – MBE Utilization Form
• Attachment C – Statement of Good Faith Efforts
• Attachment D – Charitable Contributions Form
• Federal IRS Form W-9
3.4 Proposals shall be Submitted as follows.
3.4.1 All proposals must be delivered to the City of Tallahassee at the address
below no later than 4:30 P.M. ET on July 9, 2010. Late proposals will be
rejected. Failure to comply with this, or any other paragraph of the Request for
Proposals shall be sufficient reason for rejection of the proposal.
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Please mark eight (8) copies of the written proposal envelope(s) as follows:
TRANSIT ADVERTISING SERVICES OF INTERIOR/EXTERIOR BUSES
TRANSIT ADVERTISING SERVICES FOR PRINT MEDIA
TRANSIT ADVERTISING SERVICES FOR WEB AND OTHER MEDIA
TRANSIT ADVERTISING SERVICES FOR BUS SHELTER
(Name of Project)
Written Proposal
Do Not open Until 4:30 P.M. ET, July 9, 2010
Request for Proposal No. ____________
Please address the mailing envelope(s) as follows:
City of Tallahassee
Procurement Services Division
City Hall, 300 South Adams Street
Tallahassee, FL 32301
3.4.2 The front of each proposal envelope/container shall contain the following
information for proper identification:
•
the title of the advertising program
•
•
•
•
the name and address of the Respondent
the word ‘Proposal’ and the RFP number
the time/date specified for receipt of proposals
the number of each envelope/container submitted (i.e. ‘1 of 3, ‘2 of 3’, ‘3 of 3’)
3.4.3
ALL PROPOSALS MUST BE RECORDED (CLOCKED-IN) IN THE
PURCHASING DIVISION ON OR BEFORE THE TIME AND DATE INDICATED
ON THE RFP DOCUMENT. The responsibility for submitting the proposal to the
Procurement Services Division on or before the above stated time and date is
solely that of the Respondent. The City of Tallahassee will in no way be
responsible for delays in mail delivery or delays caused by any other occurrence.
LATE PROPOSALS WILL NOT BE ACCEPTED.
3.4.4
All proposals must be in writing. Non-responsive proposals may not be
considered. The signer of the proposal must declare that the proposal is in all
respects fair and in good faith without collusion or fraud and that the signer of the
proposal has the authority to bind the principal Respondent.
3.4.5 The City shall not be liable for any costs incurred by a Respondent prior to
entering into a contract. Therefore, all Respondent’s are encouraged to provide a
simple, straightforward, and concise description of their ability to meet the project
requirements.
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SECTION 4.0 SCHEDULE
The proposed time schedule as related to this procurement is as follows:
Release of RFP .............................................................. May 17, 2010
Mandatory Pre-Bid Meeting ............................................ June 15, 2010
Deadline for submission of proposal............................... July 9, 2010
Presentations from Shortlisted Firms.............................. July 26-30, 2010
Anticipated Contract Award ............................................ August 25, 2010
SECTION 5.0 EVALUATION OF PROPOSALS
Evaluation of proposals will be performed consistent with the City's Procedures
Manual using the following criteria and weighted values:
Criteria
Rating Points
ABILITY TO EXECUTE SCOPE
20
PRIOR EXPERIENCE
15
EXPERIENCE
CONTRACT
OF
SALES
STAFF
ASSIGNED
TO
10
REVNUE SHARING
20
BUSINESS MODEL FOR STARMETRO RESOURCES
10
Location
10
Minority Business Enterprise Participation
10
Charitable Contributions
Subtotal
NUMBER OF PROPOSALS SUBMITTED (BONUS)*
Maximum Points Allowed
5
100
UP TO 10*
110
*Up to ten points will be added as bonus points to final scores for respondents who
submit multiple proposals.
As part of the evaluation process, shortlisted firms will be required to make oral
presentations during the week of July 26, 2010. During the oral presentations,
respondents will be evaluated on creativity. A total of twenty-five (25) points will be
weighted for this criterion. Prior to the oral presentation, the shortlist of firms will be
notified and sent questions in order to prepare.
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SECTION 6.0 CONTRACT AWARD
6.1 The City reserves the right to incorporate the successful firm's proposal into a
contract. Failure of a firm to accept this obligation may result in the cancellation of
any award.
6.2 The selected firm will be required to assume responsibility for all services
offered in the proposal. The City will consider the selected firm to be the sole point
of contact with regard to contractual matters, including payment of any or all
charges.
6.3 A copy of the recommended ranking and award will be available for review in
the Purchasing Division upon completion of the evaluation by the committee.
Vendors may obtain a copy of the final ranking from the City’s web site at
http://talgov.com/citytlh/service.html. Select Business Services, Bid Information.
6.4 As mentioned, each proposal for the four advertising mediums will be
submitted and evaluated separately. It is encouraged that vendors submit multiple
proposals for two or more of the advertising mediums. In light of vendors
submitting multiple proposals, StarMetro reserves the right to ‘pick and choose’
which vendors fulfill which specific advertising mediums sales and services. In
essence, StarMetro may choose vendor A to fulfill advertising sales and services
for interior/exterior bus advertising and vendor B to fulfill advertising sales and
services for print media, even though vendor A submitted proposals for both
advertising mediums.
SECTION 7.0 RIGHT OF REJECTION:
The City of Tallahassee reserves the right to waive any informality in any proposal,
to reject any or all proposals in whole or in part, with or without cause, and/or to
accept the proposal that in its judgment will be in the best interest of the City of
Tallahassee and its citizens.
SECTION 8.0 REQUESTS FOR CLARIFICATIONS. INTERPRETATIONS &
ASSISTANCE
All questions concerning this Request for Proposals must be directed through:
Billie Mack, Purchasing Agent
TELEPHONE: (850) 891-8665 OR (850) 891-8397 (Central Desk)
E-MAIL: [email protected]
FACSIMILE: (850) 891-0912
PROCUREMENT SERVICES DIVISION, CITY HALL
300 SOUTH ADAMS STREET, TALLAHASSEE, FL 32301-1731
All telephone conversations are to be considered unofficial responses and will not
be binding. Questions, verifying the Request For Proposals' content, if appropriate,
will be responded to in writing. The written response will be the City's official
response and will be mailed to all Respondents that requested the Request For
Proposals.
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SECTION 9.0
GENERAL TERMS AND CONDITIONS
9.1 EQUAL OPPORTUNITY AGREEMENT
9.1.1 In connection with work performed under a City of Tallahassee
contract, the Respondent agrees, upon receipt of a written award or
acceptance of a contract, to support and abide by the City’s Equal
Opportunity Pledge.
9.1.2 By submitting a proposal in response to this solicitation, the
Respondent agrees to –
• Not discriminate against any employee or job applicant because of their
race, creed, color, sex, marital status or national origin;
• Post a copy of this pledge in a conspicuous place, available to all
employees and job applicants.
• Place or cause to be placed a statement in all solicitations or
advertisement for job applicants, including subcontracts, that the
Respondent is an ‘Equal Opportunity Employer.’
9.2 PUBLIC ENTITY CRIMES
As required by Florida State Statute 287.133, (2 (a), 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 proposal on a contract to provide any
goods or services to a public entity, may not submit a proposal on a contract
with a public entity for the construction or repair of a public building or a
public work, may not submit proposals 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 from the date of being placed on the convicted vendor list. Any
person must notify the City within 30 days after a conviction of a public
entity crime applicable to that person or to an affiliate of that person.
9.3 INDEMNIFICATION
The consultant shall indemnify and save harmless the City, its officials and
employees, from all losses, damages, costs, expenses, liability, claims,
actions, and judgments of any kind whatsoever brought or asserted against,
or incurred by, the City, including without limitation attorney’s fees and costs
of litigation, to the extent that the same arise out of or are caused by any act
or omission of the consultant, its subconsultants or subcontractors, or by the
employees, officers, directors, or agents of the consultant, or its
subcontractors.
9.4 ISSUANCE OF ADDENDA
9.4.1 If this solicitation is amended, the City will issue an appropriate
addendum to the solicitation. If an addendum is issued, all terms and
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conditions that are not specifically modified shall remain unchanged.
9.4.2 Proponents shall acknowledge receipt of each addendum to this
solicitation using one of the following methods:
• By signing and returning the addendum;
• By signed letter;
• By signed facsimile (subject to the conditions specified in the provision
entitled ‘FACSIMILE DOCUMENTS’.)
9.4.3 The City must receive the acknowledgment by the time and date, and
at the location specified for receipt of proposals.
9.5
PAYMENT:
9.5.1.
Prompt Pay Policy
It is the policy of the City of Tallahassee to fully implement the
provisions of the State of Florida Prompt Payment Act. For more
information, please refer to Florida State .Statute 218.7.
9.5.2.
Withholding Payment
In the event a contract is canceled under any provision herein, the
City of Tallahassee may withhold from the Contractor any monies
owed on that or any contract, an amount sufficient to compensate
for damages suffered because of the violation resulting in
cancellation.
9.6 INSURANCE REQUIREMENTS:
Prior to commencing work, the Contractor shall procure and maintain at
Contractors's own cost and expense for the duration of the agreement the
following insurance against claims for injuries to person or damages to
property which may arise from or in connection with the performance of the
work or services hereunder by the Contractor, his agents, representatives,
employees or Subcontractors. The cost of such insurance shall be included
in the Contractor's proposal.
9.6.1 Contractor shall maintain limits no less than:
Commercial General/Umbrella Liability Insurance - $500,000 limit per
occurrence for property damage and bodily injury. The service provider
should indicate in its proposal whether the coverage is provided on a claimsmade or preferably on an occurrence basis. The insurance shall include
coverage for the following:
•
•
•
•
Premise/Operations
Explosion, Collapse and Underground Property Damage Hazard (only
when applicable to the project)
Products/Completed Operations
Contractual
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•
•
•
Independent Contractors
Broad Form Property Damage
Personal Injury
Business Automobile/Umbrella Liability Insurance - $500,000 limit per
accident for property damage and personal injury.
• Owned/Leased Autos
• Non-owned Autos
• Hired Autos
Workers’ Compensation and Employers’/Umbrella Liability Insurance -Workers’ Compensation coverage with benefits and monetary limits as set
forth in Chapter 440, Florida Statutes. This policy shall include
Employers’/Umbrella Liability coverage for $500,000 per accident. Workers’
Compensation coverage is required as a condition of performing work or
services for the City whether or not the Contractor or Vendor is otherwise
required by law to provide such coverage.
9.6.2 Other Insurance Provisions
9.6.2.1 Commercial General Liability and Automobile Liability Coverage’s
•
The City of Tallahassee, members of its City Commission, boards,
commissions and committees, officers, agents, employees and
volunteers are to be covered as additional insureds as respects: liability
arising out of activities performed by or on behalf of the Contractor;
products and completed operations of the Contractor; premises owned,
leased or used by the Contractor or premises on which Contractor is
performing services on behalf of the City. The coverage shall contain no
special limitations on the scope of protection afforded to the City of
Tallahassee, members of the City Commission, boards, commissions
and committees, officers, agents, employees and volunteers.
•
The Contractor's insurance coverage shall be primary insurance as
respects the City of Tallahassee, members of its City Commission,
boards, commissions and committees, officers, agents, employees and
volunteers. Any insurance or self-insurance maintained by the City of
Tallahassee, members of its City Commission, boards, commissions and
committees, officers, agents, employees and volunteers shall be excess
of Contractor's insurance and shall not contribute with it.
•
Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City of Tallahassee, members of its City
Commission, boards, commissions and committees, officers, agents,
employees and volunteers.
•
Coverage shall state that Contractor's insurance shall apply separately
to each insured against whom a claim is made or suit is brought, except
with respect to the limits of the insurer's liability.
9.6.2.2 Workers' Compensation and Employers’ Liability and Property
Coverage’s
The insurer shall agree to waive all rights of subrogation against the City
21
of Tallahassee, member of its City Commission, boards, commissions
and committees, officers, agents, employees and volunteers for losses
arising from activities and operations of Contractor in the performance of
services under this Agreement.
9.6.2.3 All Coverage’s
•
Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled, reduced in
coverage or in limits except after thirty (30) days prior written notice has
been given to the City.
• If Contractor, for any reason, fails to maintain insurance coverage which
is required pursuant to this Agreement, the same shall be deemed a
material breach of contract. City, at its sole option, may terminate this
Agreement and obtain damages from the Contractor resulting from said
breach.
• Alternatively, City may purchase such required insurance coverage (but
has no special obligation to do so), and without further notice to
Contractor, City may deduct from sums due to Contractor any premium
costs advanced by City for such insurance.
•
City named as ‘additional insured’ as its interest may appear.
9.6.2.4 Deductibles and Self-Insured Retention’s
Any deductibles or self-insured retention’s must be declared to and
approved by the City. At the option of the City, the insurer shall
reduce or eliminate such deductibles or self-insured retention’s as
respects the City of Tallahassee, members of its City Commission,
boards, commissions and committees, officers, agents, employees
and volunteers; or the Contractor shall procure a bond
guaranteeing payment of losses, related investigation, claim
administration and defense expenses.
9.6.2.5 Acceptability of Insurers
Insurance is to be placed with Florida admitted insurers rated B+X
or better by A.M. Best's rating service.
9.6.2.6 Verification of Coverage
Contractor shall furnish the City with certificates of insurance and
with original endorsements affecting coverage required by this
clause. The certificates and endorsements for each policy are to
be signed by a person authorized by that insurer to bind coverage
on its behalf.
The certificates and endorsements are to be received and
approved by the City before work commences.
9.6.2.7 Subcontractors
Contractor shall include each of its subcontractors as insureds under
the policies of insurance required herein.
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9.7
ACCESS TO MEETINGS
Persons with disabilities requiring reasonable accommodations to attend
meetings, please call Billie Mack, PROCUREMENT SERVICES DIVISION,
PHONE: (850) 891-8665, or through FRS TDD at 771 at least forty-eight
(48) hours in advance (excluding weekends and holidays). Public notice of all
Selection Committee meetings will be posted in the Procurement Services
Division, City Hall, 300 S. Adams Street, Tallahassee, Florida as far in
advance of the meeting as possible.
9.8
CONFIDENTIALITY
9.8.1
By submitting a proposal in response to this solicitation, a
Respondent acknowledges that City is a governmental entity
subject to the Florida Public Records Law (Chapter 119, Florida
Statutes). The Respondent further acknowledges that any
materials or documents provided to City may be ‘public records’
and, as such, may be subject to disclosure to, and copying by, the
public unless otherwise specifically exempt by statute. Should a
Respondent provide City with any materials which it believes, in
good faith, contain information which would be exempt from
disclosure or copying under Florida law, the Respondent shall
indicate that belief by typing or printing, in bold letters, the phrase
‘Proprietary Information’ on the face of each affected page of such
material. The Respondent shall submit to City both a complete
copy of such material and a redacted copy in which the exempt
information on each affected page, and only such exempt
information, has been rendered unreadable. In the event a
Respondent fails to submit both copies of such material, the copy
submitted will be deemed a public record subject to disclosure and
copying regardless of any annotations to the contrary on the face of
such document or any page(s) thereof.
9.8.2
Should any person request to examine or copy any material so
designated, and provided the affected Respondent has otherwise
fully complied with this provision, City, in reliance on the
representations of the Respondent, will produce for that person
only the redacted version of the affected material. If the person
requests to examine or copy the complete version of the affected
material, City shall notify the Respondent of that request, and the
Respondent shall reply to such notification, in a writing that must be
received by City no later than 4:00 p.m., ET, of the second City
business day following Respondent’s receipt of such notification,
either permitting or refusing to permit such disclosure or copying.
Failure to provide a timely written reply shall be deemed consent to
disclosure and copying of the complete copy of such material. If
the Respondent refuses to permit disclosure or copying, the
Respondent agrees to, and shall, hold harmless and indemnify City
23
for all expenses, costs, damages, and penalties of any kind
whatsoever which may be incurred by City, or assessed or awarded
against City, in regard to City's refusal to permit disclosure or
copying of such material. If litigation is filed in relation to such
request and the Respondent is not initially named as a party, the
Respondent shall promptly seek to intervene as a defendant in
such litigation to defend its claim regarding the confidentiality of
such material. This provision shall take precedence over any
provisions or conditions of any proposal submitted by a
Respondent in response to the RFP and shall constitute City's sole
obligation with regard to maintaining confidentiality of any
document, material, or information submitted to the City.
9.9
GRIEVANCE PROCEDURE
9.9.1
Right to Protest. Any prospective bidder, or Respondent may
protest the provisions of a Request for Bids (IFB) or Request for
Proposals (RFP).
i
Protest of Specifications or Proceedings Prior to Bid Opening
Any actual or prospective bidder, or contractor, who is aggrieved in
connection with the solicitation of a contract or bid, may protest on
the grounds or irregularities in specifications or bid procedure.
ii Protest of Recommended Award
Any actual bidder or Respondent, who is aggrieved in connection
with the evaluation of bids, the evaluation of proposals, or the staff
recommendation regarding award of a contract, provided that such
bidder or Respondent would have been awarded the contract but
for the aggrieved action, may protest such evaluation or award
recommendation.
9.9.2
Filing a Protest. A written protest shall be considered filed, for
purposes of this procedure when all related items are actually
delivered to and received by the Procurement Services Division. All
protest shall be directed to the attention of the Manager for
Procurement Services.
i
For protest related to the specifications or proceeding of an IFB
or RFP, a formal written protest must be filed no later than 72
hours (excluding weekends and holidays) prior to the
scheduled bid opening date. Failure to timely file the written
protest including the required protest bond/cashier’s check,
shall constitute a waiver of such protest.
ii
For protest related to the evaluation of bids, evaluation of
proposals, or staff recommendation regarding award of a
contract, a written notice of intent to protest must be filed with
Procurement Services within 72 hours (excludes weekends
24
and holidays) after posting of the intended recommendation
regarding award, and a written protest, must be filed with the
Procurement Services Division no later than 5:00 p.m., ET, on
the seventh (7th) calendar day following the date on which the
written notice of intent to protest was filed. A weekend
commences at 12:00 a.m., ET, on Saturday and ends at the
same time on the following Monday. A holiday begins at 12:00
a.m., ET, on the observed holiday and ends at the same time
on the following day.
Such written protest shall state, with particularity the facts and
grounds upon which the protest is based, and shall include
references to applicable laws, statutes, ordinances, policies, or
other authority on which the protest is based. Failure to timely
file either the notice of intent or the written protest including the
protest bond/cashier’s check, shall constitute a waiver of such
protest.
9.9.3
Protest Bond. Any person who files a formal written protest, shall
post with the Procurement Services Division, at the time of filing the
formal written protest, a cashier’s check or bond payable to the City
of Tallahassee in an amount equal to one (1) percent of the City’s
estimate of the total volume of the contract or $5,000, whichever is
less. If the decision of the Protest Committee upholds the action
taken by the City, then the City shall retain the amount in payment
of a portion of the cost and expense, including but not limited to,
time spent by City staff in responding to the protest and in
conducting the evaluation of the protest. If the decision of the
Protest Committee does not uphold the action taken by the City,
then the City shall return that amount, without deduction, to the
person or entity filing the protest
9.9.4
Stay of Procurement During Bid Protest
In the event protest is filed in accordance with the bid protest
procedures herein, Procurement Services shall not proceed further
with the solicitation or award of the contract until the Protest
Committee has rendered a written decision regarding the protest or
until the City Manager or designee makes a written determination
that continuation of the process and award of a contract without
delay is necessary to protect the substantial interest of the City.
9.9.5
Additional Information
For additional information concerning protest procedures, vendors
may request a copy of the City’s Purchasing Policy & Procedures
manual Section 2.0.
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9.10
CHARITABLE CONTRIBUTION PREFERENCE
In accordance with Section 2-92, City of Tallahassee Code, Ordinance #060-47AA, Respondents may qualify for a preference under this solicitation
based on contributions made to health and human services agencies, which
are qualified as such by the United Partners for Human Services, or the local
United Way. To qualify, the contribution(s) must have been made within the
twelve-month period preceding the date proposals are due to be submitted
and must be certified, on the form provided by the City, by the receiving
agency. Vendors shall provide copies of all applicable contribution letters
with each proposal. No preference shall be given to a Respondent that does
not receive a minimum number of points for compliance with the applicable
MBE policy provisions. Refer to the cited ordinance for further details.
Bid Levels
$10,000 $25,000
$25,001 $50,000
$50,001 $100,000
$100,001 $250,000
$250,001 $500,000
Over $500,000
Donation Value
$1,000
Bid Preference
5%
RFP Bonus Points
5
$800
$600
$400
$200
$2,500
4%
3%
2%
1%
5%
4
3
2
1
5
$2,000
$1,500
$1,000
$500
$5,000
4%
3%
2%
1%
5%
4
3
2
1
5
$4,000
$3,000
$2,000
$1,000
$10,000
4%
3%
2%
1%
5%
4
3
2
1
5
$8,000
$6,000
$4,000
$2,000
$25,000
4%
3%
2%
1%
3%
4
3
2
1
5
$20,000
$15,000
$50,000
2%
1%
2%
2
1
5
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9.11
PRE-PROPOSAL CONFERENCE
9.11.1.
A Mandatory Pre-Proposal Conference will be held:
TUESDAY, JUNE 15, 2010
2:30 TO 4:00 P.M., LOCAL TIME
STARMETRO ADMINISTRATIVE OFFICES
555 APPLEYARD DRIVE, TALLAHASSEE, FLORIDA
9.11.2
This is a mandatory meeting. Therefore, prospective respondents
MUST attend this conference in order to qualify as a respondent.
9.11.3
The purpose of the pre-proposal conference is to provide
Respondents with detailed information concerning this solicitation
and to address questions and concerns.
Representatives from the Minority Business Office, Procurement
Services Division, and the StarMetro Division will be present to
address questions concerning minority business participation,
proposal submittal requirements, and technical scope of work,
respectively.
9.11.4
9.12
Respondents are cautioned that in no event shall failure to
familiarize themselves with the requirements of this solicitation, or
to resolve ambiguous or inconsistent terms or conditions of this
solicitation or proposed contract, constitute grounds for a claim of
any kind after contract award.
MINORITY BUSINESS PARTICIPATION
MBE participation shall be a selection criterion in the RFP evaluation /scoring
process.
9.12.1
It is the goal of this Project to have a minimum 12.5% MBE
participation. The Vendor shall include an MBE Participation Plan
within the RFP response. Key elements of the plan will include:
9.12.1.1
An explanation / narrative of how the goal of 12.5%
MBE participation shall be met for this contract.
9.12.1.2
List of the locally certified MBE firms that will be
utilized on this contract including the services they are
to provide.
9.12.1.3
The methodology for monitoring the MBE participation
on a continuing basis.
9.12.1.4
If no suitable MBE participation can be found, the
vendor must demonstrate a Good Faith Effort was
made to identify a suitable MBE and Attachment C
will need to be included in the RFP Response.
9.12.2
Good Faith
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Failure to submit the MBE Plan and/or Good Faith documentation
shall result in the proposal being deemed as non-responsive to the
MBE portion of the proposal specifications. If MBE participation is
not available or will not be used for this contract, it must be
documented and justified on the Good Faith Effort form.
9.12.3
As part of the RFP Evaluation process, a total of 10 points may
be awarded for MBE participation: 5 points for the MBE plan
and 5 points for utilizing a certified MBE firm(s). The City’s
MBE Office will evaluate the MBE plans. Failure to submit a plan
will result in the SOQ not receiving the 5 points toward the
evaluation score.
Attachment B must be submitted for each MBE firm proposed,
as supporting documentation to the MBE Certification. NOTE:
When submitting the MBE Utilization Form, ensure all proposed
MBE vendors are certified through the City of Tallahassee or Leon
County and are located in the ‘Local Market Area’ of Leon, Wakulla,
Gadsden or Jefferson counties.
No other certification is
acceptable. An MBE vendor will not be considered in the MBE
goal of 12.5% if that vendor is not certified by the City of
Tallahassee or by Leon County at the time of receipt of the
Qualification Statement.
9.13
9.12.4
An MBE directory is available from the City of Tallahassee website
at http://www.talgov.com/economic/pdfs/directory.pdf or Leon
County's website at http://www.leoncountyfl.gov/mbe. Information
found at these websites may not be up-to-date.
9.12.5
Should you have any MBE related questions, including Good Faith
Efforts criteria, please contact LaTanya Raffington of the City of
Tallahassee’s Minority Business Enterprise Office at (850) 8916500.
BID SECURITY
(a) Failure to furnish bid security in the proper form and amount, by the time set
for receipt of bids, may be cause for rejection of the bid.
(b) The bidder shall furnish bid security in the form of a bid bond provided by the
City. The City of Tallahassee’s Contract Bond form is the only acceptable
contract bond. The City Treasurer Clerk’s Office will return bid security -(1) To unsuccessful bidders after award or as soon as practicable after the
opening of bids; and
(2) To the successful bidder upon full and proper execution of contract
documents by both parties and receipt by the City of all required bonds
and all required insurance related documents, as required by the bid as
accepted.
(c) The amount of the bid security shall be 5% percent of the bid price.
(d) If the successful bidder, upon acceptance of its bid by the City within the
period specified for acceptance, fails to execute all contractual documents or
furnish executed bond(s) within ten (10) days after receipt of the forms by the
bidder, the City may terminate the contract for default.
28
(e) In the event the contract is terminated for default, the bidder is liable for any
cost of acquiring the work that exceeds the amount of its bid, and the bid
guarantee is available to offset the difference.
(f) Such bid security shall be in a form and issued by a surety, financial
institution, or other entity acceptable to the City which meets the minimum
requirements of Section 9.15.
(g) The City of Tallahassee’s Bid Bond form, attached herein, is the only
acceptable bid bond form. The American Institute of Architects’ version of the
Bid Bond form will NOT be accepted by the City of Tallahassee for this
purpose.
9.14
PERFORMANCE SECURITY
(a) ‘Contract price’, as used in this clause means the total amount of the contract
for the term of the contract (excluding extensions, if any) or, for requirements
contracts, the price payable for the estimated quantity; or for indefinitedelivery type contracts, the price payable for the specified minimum quantity.
(b) The successful respondent shall furnish security in the form of a bond
provided by the City as security for the performance of the Contractor under
this City contract in an amount equal to 100 percent of the contract price.
(c)The City of Tallahassee’s Contract Bond form, attached herein, is the only
acceptable contract bond. The American Institute of Architects’ version of the
Contract Bond form will NOT be accepted by the City of Tallahassee for this
purpose.
(d) Such performance security shall be in a form and issued by a surety, financial
institution, or other entity acceptable to the City.
(e) The Contractor shall furnish all executed bonds, including any necessary
reinsurance agreements, to the City Treasurer Clerk’s Office, within ten days
following receipt of notice of award.
(f) The City may require the posting of additional performance security as a
result of any increase in the contract price. The Contractor shall obtain and
delivery such additional security to the City within ten (10) days after receipt
of the City’s written request therefore.
9.15 ACCEPTABLE SURETY COMPANIES
9.15.1 For Bids under $500,000 Surety Companies shall comply with Section
287.0935 Florida Statutes.
9.15.2 Surety Companies shall fulfill each of the following provisions:
A.
The Surety Company is licensed to do business in the State of
Florida.
B.
The Surety Company holds a certificate of authority authorizing it to
write surety bonds in this state.
C.
The Surety Company has twice the minimum surplus and capital
required by the Florida Insurance Code at the time the invitation to
bid is issued.
D.
The Surety Company is otherwise in compliance with the provisions
of the Florida Insurance Code.
29
E.
The Surety Company holds a current valid certificate of authority
issued by the United States Department of the Treasury under ss 31
U.S.C 9304-9308.
9.15.3 A.
The City prefers that Surety Companies providing Bid/Performance
Bonds for bids under $500,000 have a rating of B + 10 or better as
established by A.M. Best or other recognized rating service.
B.
For bids which exceed $500,000, the Surety Company shall
have a rating of B + 10 or better as established by A.M. Best or other
recognized rating service.
C. All Contract and Bonds Requirements by State Law should be
signed by a Florida Resident Insurance Agent.
30
ATTACHMENT A
REPRESENTATIONS/CERTIFICATIONS
TAXPAYER IDENTIFICATION
Bidder must complete Federal Form W-9 and submit it with their bid. The form may be downloaded from
the Internal Revenue web site at www.irs.gov.
OFFICIAL COMPANY INFORMATION AS REGISTERED (Type/Print)
COMPANY NAME:
________________________________________________
MAIL ADDRESS:
________________________________________________
________________________________________________
(City)
(State)
(Zip Code+4)
TELEPHONE NO:
(Toll-Free Preferred)
VOICE: (____) ____________, EXTENSION: ____________
EMAIL ADDRESS:
________________________________________________
WEBSITE URL:
________________________________________________
OTHER: (____) ___________; FAX: (____) _____________
COMPANY CONTACT FOR CONTRACT MANAGEMENT (Type/Print)
PERSON NAME:
________________________________________________
TELEPHONE NO:
VOICE: (____) ____________, EXTENSION: ____________
EMAIL ADDRESS:
________________________________________________
OTHER: (____) ___________; FAX: (____) _____________
PAYMENT REMITTANCE ADDRESS (Type/Print) (if same as 2.8, enter ‘SAME 2.8’)
NAME:
________________________________________________
MAIL ADDRESS:
________________________________________________
________________________________________________
(City)
(State)
(Zip Code+4)
TELEPHONE NO:
VOICE: (____) ____________, EXTENSION: ____________
EMAIL ADDRESS:
________________________________________________
OTHER: (____) ___________; FAX: (____) _____________
CONTACT FOR INVOICE INQUIRIES
NAME:
________________________________________________
TELEPHONE NO:
VOICE: (____) ____________, EXTENSION: ____________
EMAIL ADDRESS:
________________________________________________
OTHER: (____) ___________; FAX: (____) _____________
WHERE TO SEND PURCHASE ORDER (IF APPLICABLE)
COMPANY NAME:
________________________________________________
MAIL ADDRESS:
________________________________________________
________________________________________________
(City)
(State)
(Zip Code+4)
RFP No.
ATTACHMENT B
MBE UTILIZATION FORM
_______________________________________________
Respondent:_______________ _________________________________________ _____
Address:__________________________________________________________
Phone:______-_______- _________ RFP Number _____________________________
RFP Name: ____________________________________________________________
MBE SUB CONTRACTORS INTENDED TO BE UTILIZED ON THE PROJECT
Name of MBE SubContractor/Supplier:_______________________________________________________
Address:_______________________________________________________________
Phone: _____-_____- _____ Is the sub-contractor a certified MBE? ____ Yes _____ No
If yes, please provide a copy of your certification letter or certificate.
Dollar amount of contract with sub-contractor/supplier: ________________________%
Percentage amount of contract with sub-contractor/supplier: ____________________%
Description of scope of work performed under agreement with the sub-contractor for amount
indicated above:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
PLEASE SUBMIT A SEPARATE FORM FOR EACH SUB-CONTRACTOR/SUPPLIER.
RFP No.
ATTACHMENT C
STATEMENT OF GOOD FAITH EFFORTS
MBE Professional Service Projects
RESPONDENT:
DATE:
This form is to be completed if Respondent fails to achieve the MBE goals established for this
project. The Respondent is allowed to use an alternate method that demonstrates the good faith
efforts made to meet the goals established as long as all of the requested information is
included. Failure to include all requested information may result in the proposal being
determined as non-responsive to the MBE goals.
The following list is not intended to be exclusive or exhaustive and the City will look not only at
the different kinds of efforts the Respondent has made, but also the quality, quantity, intensity
and timeliness of those efforts; it is the responsibility of the Respondent to exercise good faith
efforts. Any act or omission by the City shall not relieve the Respondent of this responsibility.
Criteria listed below are consistent with the intent of Section 16.5.9 of the City’s
Administrative Policies & Procedures Manual, as amended. A response is required to
address each cited paragraph. Additional pages may be added as necessary.
1.
Attendance at Pre-Proposal conference, if held:
Yes
2.
No
Not Held
((1100 PPO
OIIN
NTTSS))
Whether and when the Respondent provided written notice to certified MBE’s
listed in the City of Tallahassee MBE and/or Leon County Government Program
directories that perform the type of work to be subcontracted and advising the
MBE’s of the specific work the Respondent intends to subcontract; that their
interest in the contract is being solicited; and how to obtain information for the
((2200 PPO
review and inspection of contract plans and specifications.
OIIN
NTTSS))
All letters from Respondent’s to prospective MBE subcontractors should be post marked
a minimum of 12 calendar days or faxed recorded 7 days prior to proposal opening.
A. Provide complete list of all MBE’s solicited.
•
•
•
•
•
B. Provide DATE letters were mailed (MBE’s will be canvassed as to who sent them
letters and what date they were received.) Provide a copy of solicitation and all other
letters sent to MBE’s. Recommended information in your solicitation letter can include,
but not limited to, the following:
Project specific information.
Your willingness to assist with supply purchases.
Bonding requirements of your firm.
Any assistance your firm will be giving regarding bonding requirements, lines of credit and
insurance requirements.
Availability of specifications and plans through your office.
Statement of Good Faith Effort, Page 1 of 4
RFP No.
•
•
•
3.
Best time to reach you by phone (MBE firms will be canvassed regarding your
responsiveness to their calls and project information they received from your
firm.)
Proposal opening date and all addendum information.
Your requirements/time frames/payment schedules.
Whether the Respondent selected feasible portions of work to be performed by
MBE’s, including, where appropriate, breaking contracts or combining elements of
work into feasible units. The ability of the Respondent to perform the work with its
own work force will not in itself excuse a contractor from making positive efforts
((1100 PPO
to meet the established goals.
OIIN
NTTSS))
If appropriate, detail any subcontracting category that you have broken down to assist
MBE firms and list firms that have been made aware of this reduced scope.
Subcontracting Category
______________________________
4.
MBE Firm
_____________________________
Whether the Respondent considered all quotations received from MBE’s and for those quotations
not accepted, the Respondent should provide an explanation of why the MBE will not be used
during the course of the contract. Receipt of lower quotation from non-MBE will not in itself excuse
((1155 PPOOIINNTTSS))
a Respondent’s failure to meet project goals.
List all MBE firms who quoted this project; the amount quoted, and the successful subcontractor (if
not the MBE firm) and their quote:
Name of
MBE
MBE’s
Quote
Name of non-MBE
Subcontractor
Chosen
RFP No.
Subcontractor’s
Quote
5.
Whether the Respondent provided interested MBE’s assistance in reviewing the contract plans
((55 PPOOIINNTTSS))
and specifications.
Name the MBE firms provided assistance and describe how your firm provided such assistance.
6.
Whether the Respondent assisted interested MBE firms in obtaining required bonding, lines of
((55 PPOOIINNTTSS))
credit or insurance if such assistance was necessary.
If the project was above $200,000 or exempt from the City of Tallahassee’s Bond Waiver Program, name
the MBE’s assisted and describe the assistance provided.
7.
Indicate whether the Respondent has utilized MBE subcontractors on City, or other local,
1100 PPOOIINNTTSS))
contracts within the past six months.
Project Name
8.
MBE Firms Used
Dollar Value
Whether the Respondent advertised in general circulation, trade association, and/or
minority/women - focus media concerning the subcontracting opportunities.
List which papers carried your ad and attach a copy of the ad.
9.
Written documentation that the Respondent contacted the City of Tallahassee's MBE Office, other
local M/WBE Offices or, if applicable, Federal MBE/DBE Offices, for guidance and assistance if
having difficulty obtaining minority participation and unable to identify portions of work that can be
feasibly broken down.
RFP No.
List minority/women organizations contacted.
(A minimum of two organizations must be contacted.)
Organization
10.
Person Contacted
Date Contacted
Describe any additional efforts or circumstances, which may assist the City in determining your
((55 PPOOIINNTTSS))
Good Faith Efforts.
A minimum score equal to 80% of the eligible points is required to achieve an acceptable good faith effort
determination.
RFP No.
ATTACHMENT D
CITY OF TALLAHASSEE
CHARITABLE CONTRIBUTION VERIFICATION
This form is offered as verification that the Vendor named below made the contribution detailed
below to the non-profit Organization named below. In accordance with City Ordinance No. 06047AA, this form, once fully executed by both parties, and certified by United Partners for Human
Services shall be submitted by the Vendor with their bid/proposal in order to receive
consideration for charitable contribution under the ordinance.
By our signatures below, we certify that ___________________________________________
Name of Vendor
Made a contribution to:
_________________________________________________________.
Name of Organization
The donation was:
_________________________________________________________
Describe the Type of Donation
*
and was valued at $___________________ and was given on______________________
Specific Date (D/M/Y)
(*)
For donations of products and/or services, the Vendor is required to receive two
independent quotes that value the donation.
By signing below, both the Vendor and the Organization certify that:
1. The donation transaction is complete and was completed not more than 12 months prior to
the date/time for receipt of bids/proposals.
2. For donations of products and/or services, the value of the donation was documented by
two independent quotes provided by the Vendor and that the Organization reviewed those
quotes and certifies that the value above is accurate.
______________________________________
Name of Vendor’s Representative (print)
_________________________________
Signature/Date
_______________________________________
Name of Organization’s Representative (print)
(Not Applicable for United Way Contributions)
_________________________________
Signature/Date
In order for this contribution to receive consideration by the City of Tallahassee, it must be
signed by a representative of United Partners for Human Services (UPHS) OR an United Way
Representative.
__________________________________________
Name of Representative/Title (print)
____________________________
Signature/Date
FOR COT OFFICIAL USE ONLY
Check One: ____ One-Time Purchase ____ Term Contract ____ Extension of Contract ____ Agent’s Initials ____
Preference given: ____ points/percent out of a total of ____ points/percent; MBE Goal Meet: ____ Yes ____ No ____ N/A
Vendor awarded contract/extension: Yes or No (Circle One); Approval Level: _____________________ Date:__________
RFP No.
BID SECURITY
STATE OF FLORIDA
COUNTY OF ________________________
KNOW ALL MEN BY THESE PRESENTS, THAT WE ____________________
__________________________________________________________________________
(hereinafter called ‘Principal’), and ______________________________________
__________________________________________________________________________
as Surety (hereinafter called ‘Surety’) are held and firmly bound unto the City of Tallahassee
(hereinafter called ‘Owner’) in the sum of
_____________________________________________________________ Dollars and
_______________ cents ($_______________) lawful money of the United States of America,
for payment of which sum will and truly be made, we bind ourselves, our heirs, executors,
administrators and successors, jointly and severally, firmly by these presents:
WHEREAS, the ‘Principal’ contemplates submitting or has submitted a bid to the City of
Tallahassee for
@
!
WHEREAS, it was a condition precedent to the submission of said bid that a certified
check or bid bond in the amount of not less than five (5) percent of the base bid be submitted
with the base bid as a guarantee that the Bidder would, if awarded the Contract, enter into a
written contract with the City of Tallahassee and furnish a contract surety bond in the amount
equal to one hundred percent (100%) of the contract sum for the performance of said Contract
within ten (10) consecutive calendar days after written notice having been given of the award of
the Contract.
NOW THEREFORE, the conditions of this obligation are such that if the bid of the
‘Principal’ herein be accepted and said ‘Principal’ within ten (10) consecutive calendar days
after written notice being given of such acceptance, enter into a written contract with the City of
Tallahassee and furnish a contract surety bond in the amount equal to one-hundred percent
(100%) of the contract sum, satisfactory to the City of Tallahassee, then this obligation shall be
void; otherwise, the sum herein stated shall be due and payable to the City of Tallahassee and
the ‘Surety’ herein agrees to pay said sum in good and lawful money of the United States of
America, as liquidated damages for failure thereto of said ‘Principal’.
Bid Security, Page 1 of 2
RFP No.
IN WITNESS WHEREOF, the said ______________________________________
__________________________________________________________________as
‘Principal’ herein has caused these presents to be signed and sealed and the
said______________________________________________ as ‘Surety’ herein has
caused
these
presents
to
be
signed
in
its
name
by
its__________________________________ under its corporate seal, this ______ day
of ______________________, A.D., 20_______.
ATTEST:
PRINCIPAL:
__________________________
________________________________
__________________________
BY:___________________________(SEAL)
TITLE:____________________
TITLE:___________________________
ATTEST:
SURETY:
__________________________
________________________________
__________________________
BY:___________________________(SEAL)
Its Attorney-in-Fact (Surety)
TITLE:____________________
TITLE:___________________________
Florida Resident Insurance Agent;
License No. ____________________
NOTE: Power of Attorney showing authority of Attorney-In-Fact shall be attached.
Bid Security, Page 2 of 2
RFP No.
CONTRACT
BOND
Contractor:
Name: ________________________________________________________________
Principal Business Address:
_______________________________________________________________
________________________________________________________________
Telephone Number:
_______________________________________________________________
Surety: _____________________________________________________________
Owner: _____________________________________________________________
Contracting Entity: ____________________________________________________
Contract Number: ___________________________________________________
Description of Project:
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
BY THIS BOND, We, the above-named Contractor and the above-named
Surety, a corporation duly authorized under the laws of the State of Florida to act as surety on
bonds, are held and firmly bound to the CITY OF TALLAHASSEE, a Florida municipal
corporation, hereinafter called the City, in the following sum:
____________________________________________________________ DOLLARS
($_________________________________),
for payment of which we bind ourselves, our personal representatives, successors, and assigns,
jointly and severally.
RFP No.
THE CONDITION OF THIS BOND is that if Contractor:
1. Shall strictly and in all respects faithfully and fully perform the terms and
conditions of that certain contract between the Contractor and the City described above
and dated the _____ day of _________________________, ________________, upon
the terms and conditions set forth in that contract, which are made a part of this bond by
reference, at the times and in the manner prescribed in the contract as they may be
amended by the Contractor and City, such contract and amendments thereto
hereinafter called the Contract; and,
2.
Promptly makes payments to all claimants, as defined in Section
255.01, Florida Statutes, supplying Contractor with labor, services, materials, or
supplies in prosecution of the work provided for in the Contract; and,
3.
Promptly and fully indemnifies the City as required by the Contract; and,
4.
Pays to the City all losses, damages, expenses, costs, and attorney's
fees, including appellate proceedings, that the City sustains by reason of any failure by
the Contractor to fully and completely perform the Contract; and, performs the
guarantee of all work, materials, and equipment furnished under the Contract for the
time specified in the Contract, then this bond is void; otherwise it remains in full force
and effect.
Any changes in, or under, the Contract; any granting of an extension of time for
the performance of the Contract; any other forbearance by or on the part of the either
the City or the Contractor; or any compliance or noncompliance with any formalities
connected with the Contract or changes thereto shall in no way release or affect, in any
way, the obligations of either the Contractor or the Surety under this bond. Notice to the
Surety of any such changes, extensions, or forbearance is hereby specifically waived.
RFP No.
DATED this _____ day of ____________________________,______________.
For the Principal:
By: ____________________________
____________________________
(Type or print name and title of signatory)
For the Surety:
By: _______________________________
By: _________________________(Seal) __________________________________
Attorney-in-Fact
(Type or print name and title of signatory)
Florida Resident Agent: ______________________________
Registration No.: ___________________________________
NOTE: POWER OF ATTORNEY SHOWING AUTHORITY OF ATTORNEY IN FACT
SHALL BE ATTACHED HERETO.
RFP No.

REQUEST FOR PROPOSAL ADVERTISING

Transcription

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