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Home My WebLink AboutPacket 08-27-13.pdfROLL CALL: City of Cape Canaverg nunity & Economic Development Department 41) ECONOMIC DEVELOPMENT BOARD MEETING CANAVERAL LIBRARY MEETING ROOM Polk Avenue, Cape Canaveral, Florida Tuesday AUGUST 27, 2013 3:00 PM ACTION/DISCUSSION ITEMS: 1. Approval of Meeting Minutes - April 30, 2013. 2. Review of Draft RFP for CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE. Pursuant to Section 286.0105. Florida Statutes, the City hereby advises the public that: If person decides to appeal any decision made by the Business and Economic Development Board with respect to any matter considered at this meeting, that person will need a record of the proceedings, and for such purpose that person may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. This notice does not constitute consent by the City for the introduction or admission into evidence of otherwise inadmissible or irrelevant evidence, nor does it authorize challenges or appeals not otherwise allowed by law. In accordance with the Americans with Disabilities Act: all interested parties may attend this Public Meeting. The facility is accessible tothe physically handicapped. Persons with disabilities needing assistance to participate inthe proceedings should contact the City Clerk's office (868-1220 x220 or x221) 48 hours in advance of the meeting. 75l0N.Atlantic Avenue ° Post Office Box j26 ° Cape Canaveral, FL 32920-0326 Telephone: (]2l)868 -l222 °Fxr (52l)868 -l247 v=pmcitynfcoorcuoavzral.o,g ° cmaiLio6v@ciqmfcaoccuoavzoJ.org BUSINESS AND ECONOMIC DEVELOPMENT BOARD CAPE CANAVERAL LIBRARY MEETING ROOM 201 Polk Avenue, Cape Canaveral, Florida TUESDAY APRIL 30, 2013 3:00 PM MINUTES CALL TO ORDER: Omar Capellan, Chairperson called the Meeting to Order at 3:00 P.M. ROLL CALL: Susan Chapman, Board Secretary called the Roll. Board Members Present: Birch Brown Omar Capellan Melanie Evans Jim Massoni Shannon Roberts Board Members Absent: Bill Carroll Andrew Serafin Others Present: Susan Chapman Todd Morley Barry Brown ACTION/DISCUSSION ITEMS: Vice Chairperson Chairperson arrived at 4:15 pm Board Secretary Community & Economic Development Director Planning & Zoning Director Confirming next meeting dates - August 27th and December 10th, 2013. The Board confirmed the scheduled meetings. 2. Approve Meetinq Minutes of February 26, 2013: A motion was made by Melanie Evans, seconded by Birch Brown to approve the Meeting Minutes of February 26, 2013, as written. Vote on the motion carried unanimously. 3. Community Brandinq - Status Update and Discussion: The Board members reviewed and discussed a branding proposal from Northstar Branding Corporation. Todd Morley advised that he contacted two other branding companies and had phone conferences with each firm. Discussion followed regarding the marketing (Phase II) of this project. Since it was unknown if the three companies offered a marketing strategy, Todd Morley would contact them to inquire. The Board viewed a video presentation provided by Northstar. Following further discussion and comparison of the three proposals the Board members unanimously agreed that the Board should hold a meeting to interview two of the three companies, Northstar and Shane Harvey, to give a demonstration. Business & Economic Development Board Meeting Minutes April 30, 2013 Page 2 of 3 Todd Morley will contact them and inquire regarding their availability to meet with the Board. Todd Morley specified that the City Manager has limited the amount the City will expend to $30,000. The Board requested that Staff check competitors for a few more quotes; find companies that can implement marketing (Phase II); and contact Northstar to negotiate pricing. Motion by Birch Brown, seconded by Melanie Evans to propose that City Council approve the development of City Branding for FY 2014 at a cost of $40K. Discussion followed. Motion by Omar Capellan, seconded by Jim Massoni to amend the main motion to increase the amount to $50K, which represents the mid -way point of all three proposals. Vote on the main motion, as amended, carried unanimously. 4. List of Existinq Businesses - Review and Discussion: Jim Massoni gave a report of the City's business profile statistical data. The Board commented on the usefulness of the data and complimented Mr. Massoni's efforts. Mr. Massoni said he would update the report again after October 1, 2013. 5. City Economic Development Brochure/Assets of the City - Discussion: The Board members reviewed data provided by Staff regarding Assets of the City, including: Affordability; Applied High -Tech Ready Workforce; Attractive Tax and Wage Climate; Banana River Lagoon and Aquatic Preserve; Beaches; Business -Friendly Government; Education Leader; Good Companies; Hard -Wired for Technology; Innovators Properly Positioned; No Snow Days; Proximity to Points of Interest; Quality Parks; Residential Fee; Recreational Opportunities; Volunteer Beach Eco -Activities; and the World's Only Quadra modal Transportation Hub - Land, Air, Sea, and Space. Todd Morley explained that the Brochure will be a snap shot of the best data available on the website and will include what the City has to offer. It can be useful to people that do not use the City's website. Mr. Morley clarified that the website will be the primary resource for Cape Canaveral Economic Development information and that the website will have a broader reach and will be more accessible than a Brochure. 6. Review and Approval of Targeted Industries - Discussion. The Board members reviewed a list of ideal targeted industries developed by the Economic Development Commission of Florida's Space Coast. Todd Morley presented an alternate list of targeted industries which he explained are better suited for Cape Canaveral. He described his list of desired businesses as a three-legged stool consisting of Service, Professional/Technical and Corporate Headquarters. He gave examples of each and noted that the City will find it difficult to attract large manufacturing facilities because of the required size. He encouraged the Board to think "high tech in a small footprint." Following brief discussion and review of the list, by unanimous consensus, Board members will contact Susan Chapman with comments or changes to the list of targeted industries by June 1, 2013. 7. Approve Prioritized Action Item List. The Board members reviewed a list of Board prioritized action items. Following review and discussion, by unanimous consensus, the Business & Economic Development Board Meeting Minutes April 30, 2013 Page 3 of 3 Board members agreed with the current list of prioritized action items which are as follows: 1. Relationship and Coalition Building, 2. Branding and marketing the City brand, 3. Maintaining a useful list City Businesses, 4. Monitoring and Improving the City Economic Development Website, 5. Producing marketing literature (color brochure), 6. Research and make a recommendation to City Council regarding establishing an Enterprise Zone. 8. CRA update and initial funding - Discussion. Todd Morley gave an overview of the CRA program. He described program opportunities and various incentives. ACTION/DISCUSSION ITEMS: Discussion was held regarding how Board members can request agenda items. Todd Morley advised that the Board Chairperson sets the agenda. Omar Capellan, Chairperson advised that a Board member can request an agenda item for an upcoming meeting if they bring it up at a previous meeting and they receive consensus from the other Board members. Motion by Omar Capellan, seconded by Jim Massoni to adjourn the meeting. By consensus, the meeting was adjourned at 4:50 p.m. Approved on this day of , 2013. Omar Capellan, Chairperson Susan L. Chapman, Secretary CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP 4 ABIM11510= CITY OF CAPE CANAVERAL CO U COMMUNITY & ECONOMI SEPT FOR NDING INITIATIVE ISSUE DATE: PROPOSALS CONTACT PURCHASING MANAGER: _/_/13 MUST BE PHONE NUMBER: (321) 868- 751.0 N. Atlantic Ave. RECEIVED PRIOR FAX: (321) 868-_ Cape Canaveral, FL TO E -Mail: _@�)cityofcapecanaveral.org 32920 4:00 P.M. ON: / PLEASE COMPLETE THE FOLLOWING AND SUBMIT' TRIS FORM WITH YOUR PROPOSAL Vendor Name: Address: City, State, Zip: If submitting a "NO RESPONSE", state reason: Phone Number: Fax Number: E -Mail Address: FEIN Number: Response packages shall be mailed or hand -delivered to the Office of the Purchasing Manager, located at 7510 N. Atlantic Ave, Cape Canaveral, Florida 32920. Responses received after the specified time and date will not be accepted. The City will not be responsible for mail delays, late or incorrect deliveries. One (1) original (MARKED "ORIGINAL") and eight (8) copies of all responses and required attachments must be executed and submitted in a sealed envelope. Respondent shall mark response envelope, RFP # "CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE". Respondent name and return address must be clearly identified on the outside of the envelope. Authorized Signature Printed Name & Title Page 1 of 14 Title (typed or printed) Date CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP TABLE OF CONTEN'rs REQZEST FOR PROPOSAL CONSUL,TIN(; SERVWES FOR crry OF'C'Allf" CANAVEIZAL COVIMUNI'l'Y BRANDIN(, INITIATIVE SECTION I Introduction................................................................................ Standard Terms & Conditions ......................................................... SpecialConditions ........................................................................ Standard Insurance Requirements ...................................................... SECTION 11 GeneralInformation ........................................... ........................... — Scopeof Services ............................................................................. Minimum Respondent Qualifications.. ............................. .................... - SECTION III Response Submittals ................................................. ...................... Qualifications & References ............................................................... SECTION IV RFPTime Line ........................ ..................................................... Evaluation Procedure .......... .................................... ....................... Criteria.. ............................ — ......................................................... Selection Process ......................... .................................................... SECTION V ReferenceList ..... — ... ................. .................................................... Page 2 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # SECTION I INTRODUCTION The City of Cape Canaveral (hereinafter referred to as "City") is requesting Proposals to contract for Consulting Services for THE CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE. RFP DUE DATE & TIME: Proposal packages shall be mailed or hand -delivered to the Office of the Purchasing Manager, located at 7510 N. Atlantic Ave., Cape Canaveral, Florida 32920. Packages are to be received NO LATER THAN 4:00 P.M. — / — / — . Packages received after the specified time and date will not be accepted. The City will not be responsible for mail delays, late or incorrect deliveries. The clock located in the Office of Purchasing Manager will be the official authority for determining late responses. All RFP information and required attachments must be executed and submitted in a sealed envelope. Respondent shall mark envelope RFP # "CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE". Respondent's name and return address must be clearly identified on the outside of the envelope. These documents constitute the complete set of terms and conditions, specification requirements, and forms. Any additional information should be attached to this format or the respondent may be disqualified. Respondents shall submit nine (9) complete sets [one (1) original (marked "ORIGINAL"), and eight (8) copies] of their response, complete with all supporting documentation. Responses submitted by facsimile or electronically will NOT be accepted. Responses which do not comply with these requirements may be rejected at the option of the City. It is the respondent's responsibility to ensure that Proposal submittals are in accordance with all addenda issued. Failure of any respondent to receive any such addenda or interpretation shall not relieve such respondent from its terms and requirements. Responses not submitted in the format set forth herein shall be rejected unless otherwise explained in the response documents. If a Proposer wishes not to submit a Proposal, complete and return the "NO RESPONSE" form on pg. 1. For information concerning procedure for responding to this Request for Proposal (RFP), contact Purchasing Manager, at (321) 868-____. Such contact is to be for clarification purposes only. Material changes, if any, to the scope of services or respondent procedures will only be transmitted by written addendum. All questions about the meaning or intent of the RFP Documents shall be submitted in writing and directed to the City of Cape Canaveral, 7510 N. Atlantic Ave. Cape Canaveral, FI_ 32920, Attention: I Purchasing Manager. Questions may also be sent via fax at (321) 868 - or e-mail at @i,,cityofcapecanaveral.org . Questions received less than five (5) calendar days prior to the due date for the responses will not be answered. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect and may not be relied upon by respondent in submitting their response. STANDARD TERMS & CONDITIONS ACCEPTANCE AND REJECTION - The City reserves the right to accept or reject any and all responses and to accept the response which best serves the interest of the City of Cape Canaveral. The City may award sections individually or collectively, whichever is in its best interest, unless the respondent only intends to respond for the contract in its entirety. ASSIGNMENT - Neither the contract nor payment due may be assigned. AWARD - Award shall be made to the consultant who demonstrates technical capability while most closely meeting the city's needs according to the criteria designated in the solicitation. Page 3 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP 4 CONFLICT OF INTEREST - The respondent certifies that this response has not been arrived at collusively or otherwise in violation of federal, state or local laws. Any purchase order, check requisition or contract from which any agent, officer or employee of the city or any relative thereof, will realize a financial gain, directly or indirectly, shall be void, except that before the execution of a purchase order, check requisition or contract, the Council shall have the authority to waive compliance with this section when it finds such action to be in the best interest of the city. CONTRACT EXTENSIONS: The City reserves the right to automatically extend any contract for a maximum period not to exceed ninety (90) calendar days in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated and/or awarded, provided this is expressly made a part of any contract awarded in regard to this response. DEVIATION FROM SPECIFICATION - Any deviation from specifications must be clearly stated, explained in detail and accepted by the City in writing. Otherwise items offered are expected to be in strict compliance with specifications and the successful response shall be held accordingly. DISCRIMINATION STATEMENT: An entity or affiliate placed on the Discriminatory Vendor List may not submit a response for a contract to provide goods or services to A,',public entity, may not submit a response on a contract with a public entity for the construction or repair of a, public building or perform all ' y public work, may not Submit Proposals for leases of real property to a public entity, may not award or perform Work as a contractor, supplier, subcontractor, or consultant under any contract with any public entity, and may not transact business with any public entity. ECONOMY OF PREPARATION: The straightforward, concise description of the RFP. F.O.B. POINT — If Purchase Orders. are to INFORMALITIES - The City of Cape Canav( and to determine, in its sole discretion, wheth� INFORMATION AND LITERATURE -Res] to do so may be cause for rejection. INTERPRETATIONS - Any questions concc buyer. Interpretations that may affect the ever potential respondents. No interpretation shall Canaveral. ruses should be prepared simply and economically, providing a oiident's qualifications and ability to fulfill the requirements of the be shipped F.O.B. to the department and address as identified on it reserves the right to both waive any minor informality in responses or not an infornialitv is minor. to furnish all information and literature requested. Failure conditions and specifications shall be directed to the designated ,acon-le of this RFP will be furnished in writing to all prospective ,isidered binding unless provided in writing by the City of Cape INVOICES - Invoices should be sent in duplicate to the City of Cape Canaveral, Accounts Payable Division, 105 Polk Ave. Cape Canaveral,, FL 32920. It is understood and agreed that orders and services shall be shipped and performed at the established contract prices. Invoicing in variance with this will subject the contract to cancellation. NON-DISCRIMINATION - The successful respondent will comply with all federal and state requirements concerning fair employment and will not discriminate by reason of'race, color, age, religion, sex, national origin or physical handicap. PATENTS AND COPYRIGHTS - The respondent will agree to hold harmless the City of Cape Canaveral, its officers, agents and employees from liability of any kind, including cost and expenses, with respect to any claim, action, cost or judgment for patent or copyright infringements. PAYMENTS - Upon acceptance of work by the using department of the City, employees and others, the City shall make payment to the Contractor in accordance with the Florida Prompt Payment Act, Section 218.70, Florida Page 4 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # Statutes. The City reserves the right, with justification, to partially pay any invoice submitted by the Contractor when requested to do so by the using City department. All invoices shall be directed to the Accounts Payable Section, City of Cape Canaveral, 105 Polk Ave. Cape Canaveral, FL 32920. PUBLIC ENTITY CRIMES - 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 response on a contract to provide any goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or perform any public work, may not submit a response for 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 Section 287.017 Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted Vendor List. PUBLIC RECORDS: Florida law provides that municipal records shall at all times be open for personal inspection by any person. Section 119.01 F.S., The Public Records Law. Information and materials received by the City in connection with an RFP response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 10 days after opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. If the respondent believes any of the information contained in his or her response is exempt frorn the Public Records Law, then the respondent must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records. TAX EXEMPTIONS - The City of Cape is TERMINATION FOR CAUSE: If, through an manner its obligations under this Agreement, Agreement, the City may, upon wri under this Agreement, or with such I the Contractor liable for any damag( such termination, any completed ser the City, become the City's property work completed to the satisfaction.0 for darnaaes sustained ,bv the Citv t the Citv from the C TERMINATION FOR CONVENI', in its sole discretion, to cancel the effective date of such cancellation. TIME FOR CONS Proposals and for a is tax mse, if th, notice to the (- )r parts of the Y used to the Cit� ; performed by I the contractor City. The Coni ison of any bre for the Dumos of Cape number .1 -ontractor shall fail to fulfill in a timely and proper ntractor shall violate any of the provisions of this ,tor, terminate the right of the Contractor to proceed nein as to which there has been default, and may hold ,ason of such default and termination. In the event of ontractor under this Agreement shall, at the option of be entitled to receive equitable compensation for any ,,however, shall not be relieved of liability to the City f the Agreement by the Contractor, and the City may ,toff until such time as the amount of damages due to Ile City reserves the right, in its best interest as determined by the City, by giving written notice to the Contractor thirty (30) days prior to the sals will be irrevocable after the time and date set for the opening of ys thereafter, TRADE SECRETS - Respondents should not send trade secrets. If, however, trade secrets are claimed by any respondent, they will not be considered as trade secrets until the City is presented with the alleged secrets together with proof that they are legally trade secrets. The City will then determine whether it agrees and consents that they are in fact trade secrets. If a respondent fails to submit a claim of trade secrets to the City before obtaining the City's agreement, any subsequently -claimed trade secrets will be treated as public records and will be provided to any person or entity making a public records request for the information (F.S. 119.0'1). SPECIAL CONDITIONS ADDENDUM AND AMENDMENTS TO REQUEST FOR PROPOSAL: If it becomes necessary to revise or amend any part of this Request for Proposal, the City's Purchasing & Contracts Division will furnish the revision by Page 5 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # written Addendum to all prospective respondents who are recorded with the City as having received an original Request for Proposal. COMMITTEE MEETINGS/PRESENTATIONS INFORMATION: The Notice of Committee Meetings/Presentations is posted at least seventy-two (72) hours in advance of such meetings/presentations. Proposers are responsible to check the following locations for updates on this proposal's status: on the bulletin board located in the main lobby of the City Hall building at 105 Polk Ave. Cape Canaveral, FL 32920; or on the City's Web Page littp://ww�v.(,ityol.'cal)ecai-iavei-al.oi-g, under the Department. COOPERATIVE AGREEMENTS WITH OTHER GOVERNMENT AGENCIES: The submission of this response to the Request for Proposal constitutes a contractual agreement, at the option of the awarded contractor, for the same prices, terms and conditions, to other governmental and quasi -governmental agencies, political subdivisions, counties and cities at the agreement of both parties. INDEMNIFICATION STATEMENT — By submitting a response document signed by an authorized agent of the respondent, respondent acknowledges and accepts the terms and conditions of the following Indemnification Statement in the event of contract award: "For other and additional good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Contractor shall indemnify, hold harmless and defend the City of Cape Canaveral, its officers, agents, officials, representatives and employees (hereinafter the "City") against any and all liability, loss, cost, damages, expenses, claim or actions, of whatever type, including but not limited to attorney's fees and suit costs, for trial and appeal, which the City may hereafter sustain, incur or be required to pay, arising out of, wholly or in part, or due to any act or omission of Contractor, its agent(s), vendors, contractors, subcontractor(s), representatives, servants, or employees in the execution, performance or non-performance or failure to adequately perform contractor's obligations pursuant to this contract." I LIMITATION OF LIABILTY STATEMENT — By submitting a response document signed by an authorized agent of the respondent, respondent acknowledges and accepts the terms and conditions of the following Limited Liability Statement in the event of contract award: "The CITY desires to enter into this Agreement only if in so doing the CITY can place a limit on tile CITY's liability for any cause of action arising out of the Agreement, so that the CITY's liability for any breach never exceeds the sum of $100. For other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, CONTRACTOR expresses its willingness to enter into this Agreement with the knowledge that the CONTRACTOR's recovery from the CITY to any action or claim arising from the Agreement is limited to a maximum amount of $100 less the amount of all funds actually paid by the CITY to CONTRACTOR pursuant to this Agreement. Accordingly, and notwithstanding any other term or condition of this Agreement that may suggest otherwise, CONTRACTOR agrees that the CITY shall not be liable to CONTRACTOR for damages in the amount in excess of $100, which amount shall be reduced by the amount actually paid by the CITY to CONTRACTOR pursuant to this Agreement, for any action or claim arising out of this Agreement. Nothing contained in this paragraph or elsewhere in this Agreement is in any way intended either to be a waiver of the limitation placed upon the CITY's liability as set forth in Section 768.28 Florida Statutes, or to extend the CITY's liability beyond the limits established in said Section 768.28 Florida Statutes; and no claim or award against the CITY shall include attorney's fees, investigative costs, expert fees, suit costs or prejudgment interest." PROPOSER EXPENSES - No out -of -scope services shall be provided in the absence of prior, written authorization in the form of a written supplemental agreement and issuance of an appropriate amendment to the contract. The City will not pay a retainer or similar fee. The City is not responsible for any expenses that respondent may incur in preparing and submitting responses called for in this request. The City will not pay for any out-of-pocket expenses, such as word processing; photocopying; postage; per dieni; travel expenses; and the like, incurred by tile respondent. The City will not be liable for any costs incurred by the respondent in connection with any interviews/presentations (i.e., travel, accommodations, etc.). REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION: The respondent shall famish such additional information/clarification as the City may reasonably require. This includes, but is not limited to, information that Page 6 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # indicates financial resources as well as the ability to provide and maintain the services requested. The City reserves the right to make investigations of the qualifications of the respondent as it deems appropriate including, but not limited to, a background investigation of service personnel. REQUEST FOR MODIFICATION: The City reserves the right to negotiate a final agreement with the top ranked respondent(s) to more fully meet the needs of the City. TERMS: The contract period shall reflect that amount of time necessary to perforin the work and will be negotiated and finalized prior to award and Notice to Proceed. STANDARD INSURANCE REQUIREMENTS The Certificate of Insurance should be made to the City of Cape 32920 and shall reference the operation and name the City as an ad( Prior to renewal, non -renewal, cancellation, or change or advance written notice shall be given to the City of Cape All Certificates of insurance shall be approved by the work. Minimum coverage with limits and provisions COMMERCIAL GENERAL LIABILITY INSURAN CONTRACTS VALUED ATLESS THAN $15,000: It is required that individuals and firms contracting with the Citi value is LESS than $15,000, maintain Commercial General Liabi of not less than $200,000 and with a deductible amount not greal Cape Canaveral be named as an additional insured to the conti form of a certificate of insurance be submitted before work is bel , 105 Polk Ave. Cape Canaveral, FL of prior to the policy, at least 30 days inencement of any REQUIREMENTS FOR of Cape Canaveral, where the total contract or job ay insurance with a minimum per occurrence limit r than $1,000. It is further required that the City of ctor's CGL policy, and that proof of same in the COMMERCIAL GENERAL LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR CONTRACTS'VALUED AT $15,000 OR MORE: It is required that individuals and firms contracting with the City of Cape Canaveral, where the total contract or job value is $15,600 or MORE, maintain Commercial General Liability insurance with a minimum per occurrence limit ofnot less than $1.000,000 and with a deductible not greater than $ 1,000. It is further required that the City of Cape Canaveral be 'named as an addition , oal insured to the contractor's CGL policy, and that proof of same in the form of a certificate of insurance be submitted before work, is begun. AUTOMOBILE LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR ALL CONTRACTS: It is required that individuals and firms contracting with the City of' Cape Canaveral who own licensed motor vehicles that will be utilized in connection with any City contract or job maintain automobile liability insurance and submit proof of same in the form, of a certificate of insurance before work is begun. It is further required that individuals and firms contracting with the City of Cape Canaveral who lease, rent, or borrow licensed motor vehicles that will be utilized in connection with any City contract or job be required to maintain non -owned or hired automobile liability insurance and submit proof of same in the form of a certificate of insurance before work is begun. PROFESSIONAL LIABILITY INSURANCE MINIMUM REQUIREMENTS FOR ALL PROFESSIONALS AS DEFINED BY FLORIDA STATUTE: Professionals and professional corporations, associations, and firms who contract with the City of Cape Canaveral to provide professional services are required to maintain Professional Liability Insurance and submit proof of same in the form of a certificate of insurance before work is begun. Page 7 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # ENVIRONMENTAL IMPAIRMENT INSURANCEMINIMUM REQUIREMENTS: Individuals or firms who contract with the City of Cape Canaveral to provide excavation or construction type services and who will be locating portable fuel or lubricant storage tanks at the job site or who will be storing or using hazardous chemicals on the job site are required to maintain Environmental Impairment Insurance or "Pollution Insurance" with a limit of not less than $1,000,000 per occurrence and submit proof of same in the form of a certificate of insurance or an endorsement to their General Liability policy showing a pollution exclusion exception for each specific work product or storage container before work is begun. Contracts with such firms shall include a provision that they work in compliance with the OSHA Hazardous Communication Standard and Florida Department of Environmental Protection guidelines and supply all information about hazardous chemicals being brought onto City property as required by the City's Safety and Loss Control Program. WORKERS' COMPENSATION INSURANCE MINIMUM REQUIREMENTS: It is required that firms employing four or more people who contract with the City of Cape Canaveral maintain Workers' Compensation Insurance at the statutory limits and employer liability insurance and submit proof of same in the form of a certificate of insurance before work is begun. It is required that firms employing less than four people who contract with the City of Cape Canaveral comply with the exemption and notice provisions of F.S. 440 and maintain employer liability insurance and submit proof of same in the form of a certificate of insurance before work is begun. However, if you are a corporate officer of a corporation that is actively engaged in the construction industry, or a sole proprietor or partner who is actively engaged in the construction industry, then your exemption will not apply to any work performed at a commercial building project valued at $250,000 or greater and you must secure workers' compensation coverage in accordance with F.S. 440.38 and these general conditions and submit proof of same in the form of a certificate of insurance before work is begun. GENERAL INFORMATION The City of Cape Canaveral is requesting Proposals from qualified consulting firms. The Consulting firm selected will serve as the City's general consultant for its City ofCape Canaveral Community Branding Initiative including, but not limited to, the services described in the Scope of Services. SCOPE OF SERVICES A. Purpose The City of Cape Canaveral requests proposals by qualified firms to research, create, and develop an implementation plan for a COMMUNITY BRANDING INITIATIVE for the City of Cape Canaveral. Responses to this Request for Proposal (RFP) will provide the City of Cape Canaveral with the information required to assess, evaluate, and select a consultant based on: prior experience, qualification, methodology and approach, and work perfon-ned in similarly sized communities. It is important to note that this is a community branding initiative rather than an initiative to brand any one agency or entity. Proposers should be aware that this initiative is a priority for the City of Cape Canaveral. The primary goals/objectives to be achieved by the City Branding Initiative include but are not limited to: • Uniformity - The brand should convey a common message and image to audiences both within and outside the City of Cape Canaveral. • Community Identity/Pride -- Identify and promote what makes the City of Cape Canaveral distinct and appealing in a regionally competitive environment for investors, businesses, retailers, tourists, visitors, and residents. Page 8 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # Tourism, Trade, and Economic Development Promotion — Promote a healthy economy, attract private investment, new residents, retain key businesses and creative talent. A defined message that will market the City of Cape Canaveral locally, statewide, nationally, and internationally as a great place to live, work, and play; the right place for development, redevelopment and investment; the perfect mix for a business -friendly community; and a preferred destination place for tourists and visitors. Flexibility - The brand must be flexible and adaptable in order to meet the needs of a variety of Departments and municipal functions within the City as well as groups and businesses within the City in their specific marketing initiatives, while maintaining consistency with the overall brand. Endorsement - The brand must be authentic and resonate with citizens, businesses, and community groups within the City of Cape Canaveral in order to gain the broadest possible support for the initiative. B. Eligibility The consultant should specialize in project management, research,, marketing, and creative design as it relates to development of a community brand. To be eligible to respond to the RFP, the consultant must demonstrate that it is a firm with significant experience with community branding i ' nitiatives and priority will be given to those firms that have experience with communities with a population of 8,000-10,000. The City of Cape Canaveral desires to issue a contract toa,single qualified consultant to lead the Project. Consulting proposals based on a consortium approach where more than one firm will provide support within a consulting team are acceptable. C. Background The goal of the City of Cape Canaveral Community Brat image, increase overall awareness and positive perceptior and business community in a campaign to market the community in which to live, work, play, study, invest and, The City of Cape Canaveral ("City") is located on a barrio; between Miami and Jacksonville and is slightly over 50 mi coastal community is bounded on the west by the Banana I on the east by the Atlantic Ocean, and on the south by Coe an integral part of the r,etirenielit-resort-vacation-recreatior itiative is to improve the City of Cape Canaveral City of Cape Canaveral, and engage the residents nternally and externally as a vibrant, attractive and along the Atlantic Ocean approximately midpoint east of Orlando. This 1.9 square -mile beach and ,r Aquatic Preserve, on the north by Port Canaveral., 3each. This location also means that the community is mplex of the central beaches area of Brevard County. D. Services Required Project Management — The consultant(s) will lead all aspects of The City of Cape Canaveral Community Branding Initiative to include the following: 1. Advisory to the 'City of Cape Canaveral Businessand Economic Development Board. 2. Facilitator during the research process and/or testing of 'the nein brand. 3. Research — Research will be the basis for the development of a brand concept, creative elements and the overall brand initiative. The consultant will create and implement a brand research plan which may include qualitative and quantitative research to identify the following: • List of key stakeholders, groups, or influential individuals, as well as a cross section of citizens and business owners in the city and not excluding those from outside the City that have a vested interest in the branding initiative and need to be involved in the process. • The key elements of the City of Cape Canaveral's story and identity. • Analysis of current efforts and existing creative elements such as logos, tag lines, and creative designs. • Analysis of competitor marketing strategies. • Measures that will be used to determine if the branding effort is successful. 4. Strategic Plan — The consultant will develop strategic objectives that will include implementation, management and ongoing promotion of the brand to include but not be limited to the following: • Promotion of the use of the brand arnong many community agencies, groups and business while maintaining brand integrity. Page 9 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # • Maintenance and consistency of brand image and messaging while providing suitable flexibility for the target audiences of the participating agencies. • Recommendation of ways to articulate the brand; define markets and promotional avenues; and advise on strategies to better promote and create brand awareness. 5. CreativelDei,elopment ol'Brand — The consultant will develop creative elements which may include design concepts, logos, messages, tagline, and other products to support the overall brand initiative. A minimum of two distinct creative options must be presented, based on the results of the research. The selected logo design will be delivered with a style manual and guidelines for use and the capability of use in the following: • Print and electronic advertising • Web site design • Media placement • Public Relations • Events • Templates 6. Implementation Plan — The consultant will develop an action plan for implementation of the brand in sufficient detail to allow the City of Cape Canaveral Business and Economic Development Board to understand the approach and workplan. Action Plan should include but not be limited to the following: • Estimated costs/budget associated with the implementation process. • Proposed timelines for development of creative elements,. • Recommended positioning logo and brand guidelines. • Implementation plans for brand identity applications and brand identity maintenance plan. 7. Evaluation Plan The consultant will develop a plan for ongoing evaluation of the brand's effectiveness and reporting of results of the strategy to the City of Cape Canaveral Business and Economic Development Board, key stakeholders and the public. Additional related services may also be requested by the City of Cape Canaveral. Preference will be given to firms that can: 1. Provide a majority of the above services in-house. 2. Have provided these services in the state of Florida. 3. Have,provided these, services to communities with a population of 8,000 to 10,000. One (1) original Proposal package and eight (8) copies must be submitted. The City reserves the right to reject any or all Proposals or any portion thereof, with or without cause, to waive technical errors and informalities, and to accept the firin which, in its judgment will best serve the City. Qualified firms wishing to respond to this RFP must provide all services described in this document, whether directly or through sub -consultants. The City reserves the right to approve or disapprove any sub -consultants. This does not, however, limit the use of qualified s ub- consultants. The successful respondent will appoint one of its employees as the key contact for approval by the City's Project Manager. It is the City's belief that the service required is adequately described herein. Therefore, any negotiated contract which may result from this RFP must include the entire effort required of the respondent to provide the service described. Specifically, no additional fees shall be allowed for any additional services performed for any reasons Page 10 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP 4 whatsoever except those directly attributable to the City's errors or omissions. A provision to this effect shall be included in any negotiated contract. SECTION 111. PROPOSAL SUBMITTALS For the response to be considered, one (1) original marked "ORIGINAL", and eight (8) copies of the proposal must be received by the City of Cape Canaveral on or before 4:00 P.M. Respondents must include the following information and should use the following format when compiling their responses. Sections should be tabbed and labeled; pages should be sequentially numbered at the bottom of the page. Title Page: Title Page shall show the Request for Proposal subject, title and proposal number; the firm's name; the name, address and telephone number of a contact person; and the date of the proposal. Cover Letter: The response shall contain a cover letter signed by a person who is authorized to commit the Offeror to perform the work included in the RFP and should identify all materials and enclosures being forwarded in response to the RFP. Table of Contents: The Table of Contents shall provide a listing of all major topics, their associated section number, and starting page. Executive Summary: The Executive Summary section of the submittal shall be limited to five (5) typewritten pages. The purpose of the Executive Summary is to provide a high-level description of the Offeror's ability to meet the requirements of the RFP. General Information: The General Information section of the submittal shall be limited to two (2) typewritten pages. The purpose of the General Information section is to provide a brief discussion of Proposer's business history and current purpose/function in the marketplace. Summary of Qualifications: The Summary of Qualifications section of the submittal shall be limited to twenty (20) typewritten pages. Indicate the Proposer's background in providing these set -vices to governmental entities. Provide Z, a listing of comparable client references that are using the Proposer's professional services, (i.e., client name, address, telephone number, contact person and length of time service was provided). Indicate specifically the members of the firm who will have primary responsibility for the City's contract. Also indicate all key individuals and their tasks and/or areas of expertise. Resumes and Attachments: Resumes, examples of creative work, and additional information which the Offeror feels will assist in the evaluation should be included. Additional Required Proposal Submittal Forms: Reference Sheets, Addenda, Acknowledgements, Questionnaires, Agreements, etc. REQUEST FOR PROPOSAL TIME LINE The anticipated schedule for this RFP is as follows Issue Date Advertised & Deadline for Questions Responses/Addendum Issued TBD Submission Deadline Page 11 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RFP # Short List Created Interviews Week of Final Selection Week of City Council Consideration Contract Award EVALUATION PROCEDURE All responses will be subject to a review and evaluation process. It is the intent of the City that all consultants responding to this RFP who meet the requirements shall be ranked in accordance with the criteria established in these documents. The City will consider all responsive and responsible responses received in its evaluation and award process. The City's evaluation criteria will include consideration of, but will not bo limited to the following: 1) Responsiveness of the consultant related to the Scope of 2) The ability, capability and skill of the consultant to pertc 3) The quality, availability and adaptability of the Supplies 4) The ability of' the proposer to provide future service f6r't 5) The Sufficiency of the financial resources and ability'' service; 6) Whether the consultant has performed similar contracts Consultant must show previous experience with community 7) The character, integrity, reputation, judgment, experienc, 8) The quality of performance of previous contracts; 9) The previous and existing compliance by the Proposer w 10) The number and scope of conditions attached to the res 11) Responsiveness of client references; 12) Such other information as may be secured. CRITERIA Firms selection criteria the contract; -ontractual services I use of the subject of the consultant's ver! fled, and efficiency of the consultant; use required; ,in the contract or iy or interference; ws and ordinances relating to the scope of services; evaluated and scored for qualifications. The idered during the evaluation process. I) Mandatory Elements a) Thi firm is independent and licensed to practice in Florida. b) The firm has no conflict of interest with regard to any other work performed by the firm for the City of Cape Canaveral. c) The firm adheres to the instructions in this Request For Proposal on preparing and submitting the response. 2) Experience and Qualifications a) Do the individuals assigned to the project have experience on similar projects? b) Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires? c) How extensive is the applicable education and experience of the persormel designated to work on the proj ect? d) How knowledgeable are the Offeror's personnel of the local area and how many individuals have worked in the area previously? e) How well has the firm demonstrated experience cornpleting similar projects on time and within budget? f) How successful is the general history of the firm regarding firriely and successful completion of projects? g) Has the firm provided references from previous clients? Page 12 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVF RFP 4 During the evaluation process, top-ranked firms will be asked to participate in oral interviews and presentations. Such interviews/presentations will provide firms with an opportunity to answer any questions the City may have on a firm's proposal. SELECTION PROCESS Following an evaluation of firms by the Business and Economic Development Board, firms will be ranked. The City will conduct oral interviews, including presentations from respondents, with the top ranked firms. Such interviews and presentations will be open to the public. The following guidelines will be used. The City will establish the schedule and respondents will be notified at least fourteen (14) calendar days in advance of the date, time and place of the interviews/presentations. The City will allot equal time for each respondent divided into three sequential parts: 1) questions and answers 2) presentations and 3) discussion. Oral interviews/presentations will provide an opportunity for the Proposers to demonstrate their ability to communicate efficiently, effectively and economically, and to showcase their creative abilities. The times allotted are maximums and no firm will be penalized for using less than the allotted time. The City of Cape Canaveral Business and Economic Development Board shall rank all complete written responses received and formal oral interviews/presentations in order of preference and submit this ranking as its final recommendation to the City Council. SECTION V REFERENCES Contractor shall provide a minimum of three references for which they are currently or have provided this type of service/commodity. Company Name Contact Name and Title Address Phone Number— - Nature of work performed, duration of contract, and amount of contract. Start Date: Completion Date: W Company Name Contact Name and Title Address Page 13 of 14 CONSULTING SERVICES FOR CITY OF CAPE CANAVERAL COMMUNITY BRANDING INITIATIVE RF11 # Phone Number - — — — - — — — — Nature of work perfon-ned, duration of contract, and amount of contract. Start Date: Completion Date: Company Name Contact Nairie and Title Address Phone Number Nature of work performed, duration of contract, and amount of Start Date: Completion Date: Page 14 of 14