AGENCY, BEACH DISTRICT
Submit Proposals To:
Hollywood CRA, Beach District
c/o City of Hollywood
Office of City Clerk, Room 221 REQUEST FOR PROPOSALS
2600 Hollywood Boulevard
Hollywood, Florida 33020 PROPOSER ACKNOWLEDGMENT
RFP Title: Creative and Advertising Services for the Hollywood CRA and Proposals must be received prior to 03:00 P.M.,
the Hollywood Office of Tourism. December 15, 2008 and may not be withdrawn within
90 calendar days after such date and time. Proposals
RFP No.: RFP-0002-08-CRA received by the date and time specified will be opened
Service Required: Creative and Advertising Services in Room 303. All Proposals received after the
specified date and time will be returned unopened.
A Cone of Silence is in effect with respect to this RFP. The Cone of
Silence prohibits certain communications between potential vendors and
the City. For further information, please refer to Section 30.15(E) of the Contact: Judy Erickson, Manuel Pila, or Lisa Liotta
City's Code of Ordinances. Telephone No.: (954) 924-2980
T HISFORM MUST BE COMPLETED AND SUBMITTED ALONG WITH THE COMPLETE PROPOSAL PRIOR TO THE DATE
AND THE TIME OF PROPOSAL OPENING. T HE PROPOSAL SUMMARY SHEET PAGES ON WHICH THE PROPOSER
ACTUALLY SUBMITS A PROPOSAL AND ANY PAGES UPON WHICH INFORMATION IS REQUIRED MUST BE COMPLETED
AND ATTACHED WITH ALL PAGES OF THE PROPOSAL DOCUMENT.
Proposer’s Name: Fed. ID No. or SS Number
Complete Mailing Telephone No.:
Indicate type of organization below: Is the Proposer a City of Hollywood Qualified Local MBE or
SBE? Yes No
Corporation Partnership Individual Certifying Agency:
Proposal Guarantee is attached in the amount of $ Reason for No Response:
ATTENTION: FAILURE TO SIGN (PREFERABLY IN BLUE INK) OR COMPLETE ALL RFP SUBMITTAL FORMS
AND FAILURE TO SUBMIT ALL PAGES OF THE RFP DOCUMENT AND ANY ADDENDUMS ISSUED MAY RENDER
YOUR RFP NON-RESPONSIVE.
CHECK BOX BELOW TO ACKNOWLEDGE THIS PROPOSAL.
THE PROPOSER CERTIFIES THAT THIS PROPOSAL IS BASED UPON ALL CONDITIONS AS LISTED IN THE
PROPOSAL DOCUMENTS AND THAT HE HAS MADE NO CHANGES IN THE PROPOSAL DOCUMENT AS RECEIVED. HE
FURTHER PROPOSES AND AGREES, IF HIS PROPOSAL IS ACCEPTED, HE WILL EXECUTE AN APPROPRIATE AGREEMENT
FOR THE PURPOSE OF ESTABLISHING A FORMAL CONTRACTUAL RELATIONSHIP BETWEEN HIM AND THE HOLLYWOOD
CRA, BEACH DISTRICT, FOR THE PERFORMANCE OF ALL REQUIREMENTS TO WHICH THIS PROPOSAL PERTAINS.
FURTHER, BY CHECKING THE AGREE BOX LISTED BELOW (IF SUBMITTING RFP ONLINE) AND BY SIGNING BELOW IN BLUE
INK (IF SUBMITTING RFP VIA MAIL) ALL RFP PAGES ARE ACKNOWLEDGED AND ACCEPTED AS WELL AS ANY SPECIAL
INSTRUCTION SHEET(S) IF APPLICABLE. I AM AUTHORIZED TO BIND PERFORMANCE OF THIS RFP FOR THE ABOVE
Authorized Name and Signature Title Date
NOTICE TO ALL BIDDERS AND PROPOSERS
Cone of Silence
The City of Hollywood City Commission adopted Ordinance No. O-2007-05, which
created Section 30.15(E) imposing a Cone of Silence for certain City purchases of
goods and services.
The Cone of Silence refers to limits on communications held between vendors and
vendor’s representatives and City elected officials, management and staff during the
period in which a Formal Solicitation is open.
The Ordinance does allow potential vendors or vendor’s representatives to communicate
with designated employees for the limited purpose of seeking clarification or additional
information. The names and contact information of those employees that may be
contacted for clarification or additional information are included in the solicitation.
The Cone of Silence does not prohibit a vendor or vendor’s representative from
communicating verbally, or in writing to the City Manager, the City Manager’s designee,
the City Attorney or the City Attorney’s designee on those procurement items to be
considered by the City Commission.
The Cone of Silence does not prohibit a vendor or vendor’s representative from making
public presentations at a duly noticed pre-bid conference or duly noticed evaluation
committee meeting or from communicating with the City Commission during a duly noticed
The Cone of Silence shall be imposed when a formal competitive solicitation has been
issued and shall remain in effect until an award is made, a contract is approved, or the City
Commission takes any other action which ends the solicitation.
To view the Cone of Silence, Ordinance No. O-2007-05, go to the City of Hollywood’s
Official website at http://www.hollywoodfl.org/ConeOfSilence
NOTICE TO ALL BIDDERS AND
The City of Hollywood City Commission adopted
by ordinance t h e “Local Minority Business
Enterprise (MBE) and Local Small Business
Enterprise (SBE) Program (the Program).”
This is a “LOCAL BUSINESS PROGRAM” and the
City of Hollywood strongly recommends that
each B i d d e r / P r o p o s e r thoroughly reads,
understands and complies with the Program as
outlined in Exhibits A-D (As Applicable).
In accordance with the Local MBE/SBE Program,
any bid/proposal which does not comply with the
Program criteria SHALL BE RECOMMENDED FOR
REJECTION FROM T H E PROCUREMENT
For questions or additional information regarding
Program compliance, please contact:
Arline Hampton, Director
The Department of Business & Economic
2600 Hollywood Boulevard, Room 422
Hollywood, FL 33022-9045
Phone: (954) 921-3388
Fax: (954) 921-3497
TABLE OF CONTENTS
PART I: SCOPE AND DELIVERABLES 5
A. SCOPE OF SERVICES 5
B. TERM OF CONTRACT 5
C. DELIVERABLES 5
D. SUBMITTALS REQUIRED FOR CONSIDERATION 8
PART II: PROPOSAL SUBMISSION REQUIREMENTS 9
A. SUBMISSION REQUIREMENTS 9
B. INSURANCE REQUIREMENTS 12
C. GENERAL INFORMATION AND SCHEDULE 14
D. OTHER CONSIDERATIONS 14
E. EVALUATION CRITERIA 16
F. SELECTION PROCESS 17
G. EQUAL EMPLOYMENT OPPORTUNITY 17
H. ADA COMPLIANCE 17
I. PUBLIC ENTITY CRIMES 17
J. DECLARATION 18
K. DISCLOSURE OF CONFLICT OF INTEREST 18
PART III: RFP CHECKLIST 19
PART IV: EXHIBITS 20
EXHIBIT A 20
EXHIBIT B 29
EXHIBIT C 30
EXHIBIT D 31
REQUEST FOR PROPOSAL FORM
COMMUNITY REDEVELOPMENT AGENCY,
“AN EQUAL OPPORTUNITY AND SERVICE PROVIDER AGENCY”
PART I: SCOPE AND DELIVERABLES
A. Scope of Services
Provide Brand Development, Advertising Creative and Production, Promotions,
SEO/SEM/Web Development and Multi-Media Planning, Placement and Production
services for the City of Hollywood Community Redevelopment Agency (CRA) and the
Hollywood Office of Tourism (HOT). The majority of work is travel and tourism related
focused on brand building and positioning; promoting room night growth for Hollywood
hotels; maximizing ROI; and affecting positive economic growth for Hollywood’s
hospitality industry inclusive of restaurant, retail, attraction, entertainment, etc.
industries. Scope of work also includes services related to redevelopment and
economic development initiatives. With tourism as a major focus, previous destination
marketing experience is a requirement to ensure efficient and effective strategies are
employed to leverage a limited annual advertising/media budget of approximately
B. Term of Contract
February 1, 2009 to September 30, 2010.
The contract is renewable up to four (4) additional years following the initial
contract term if it is determined to be in the CRA's best interest and the vendor
agrees to the renewal in writing. Therefore, the first renewal term would run one
year beginning on October 1, 2010 and ending September 30, 2011.
The CRA reserves the right to terminate this agreement with or without cause
effective thirty (30) days from date of written notice. In the event that any of the
provisions of the agreement are violated by the successful Proposer, the CRA may
serve written notice upon such Proposer of its intention to immediately terminate
the agreement. Such notice will state the reason(s) for termination of the
The selected agency will provide the following services: brand development and
positioning, creative, advertising, SEO/SEM, web development/management, collateral
development, media, production, and vendor coordination including but not limited to
the following projects:
Develop local, regional, national, and international multi-media marketing
campaign to promote Hollywood and increase visitor growth to the destination.
Campaign should target consumer, trade and media audiences. Campaign must
include a marketing plan including evaluation techniques for determining the level
of effectiveness pre- and post campaign.
Branding & Creative
Develop brand and standards for HOT and the CRA. Provide creative services,
planning and production for all marketing media and collateral (print, online, e-
flyers, radio, television, video, web design, outdoor, displays, presentations,
promotional items, etc.) including ad templates for various events, products and
promotions to promote a single-branded look for Hollywood that would be
available for immediate use in print publications and online initiatives. Creative
services and production includes but is not limited to the following:
Turn key creative services.
Planning, consultation and creative option presentation.
Digital marketing expertise.
Editorial services of copywriting, proofing.
Design and graphic services.
Original creative, designs artwork, templates for a consistent brand.
Layout and design.
Maps, Typography, Illustrations, Photography.
Photo library maintenance.
Pre and Post cruise marketing.
Nature-based and cultural heritage marketing.
Design, graphics and reproduction services: finished art from original
creative; video, edits, b-roll, dubs, audio recording and talent; illustrations,
photography including direction of photo shoots, printings, mailings.
Travelhost Map & Guide project.
HOT Visitor Map & Guide: including but not limited to map illustrations,
text, and layout.
HOT Vacation Planner: text, photo updates and revisions.
Annual CRA economic development brochure.
CRA and HOT press material and collateral.
CRA and HOT branded material including but not limited to letterhead,
business cards, and premiums.
Provide ongoing copy services including press releases, advertorials, online and
print directory listings, and website content.
Plan, research and implement media placements for HOT and the CRA,
coordinating and integrating with web, event and public relations promotional
activities. Serve as a clearing house for advertising inquires and provide all
creative services for ads (traditional, non-traditional and web/online) including but
not limited to collateral, radio, web video and television production, outdoor
media (including but not limited to avenue banners, billboards, fence signage,
video media, etc.), out-of-home advertising, web design inclusive of employment
of 2.0 initiatives, etc. Fully responsible for adhering to all media deadlines and
planning accordingly providing sufficient options and time for HOT and CRA staff
to approve all media placements. Media plan will be developed with input from
Hollywood Office of Tourism Marketing and Advisory Committee (HoTMAC),
HOT and CRA.
Develop, implement and manage comprehensive SEO/SEM and pay-per-click
programs incorporating all of the elements and considerations necessary to
ensure that the HOT website is fully optimized for the major search engines.
Program to include keywords, content, title and meta tags, web design, linking
and reporting for HOT and CRA. Drive and manage an integrated pay-per-click
campaign to attract qualified targeted visitors and provide conversion strategy
that addresses HOT’s marketing goals. Services shall include integrated web
design to align with marketing campaign and strategy; media research, planning,
placement and production; best practices, conversion strategy, landing page
strategy, ongoing e-mail marketing programs to various niche/target audiences;
database management strategy; affiliate opportunities; sponsorships, etc.
SEO/SEM emphasis on reaching and delivering a more targeted and qualified
source of customers. Website enhancements to completely and thoroughly
optimize SEO and SEM for CRA and HOT as well as enhance an improve site.
Create appropriate and relevant landing pages for HOT’s niche markets
Web design and development to employ dynamic strategy. Competency must
include XHTML, CSS and Java Scripting properties coding, programming,
configuration, ASPX programming for form functionality and automated database
HTML content to be maintained and updated by the City of Hollywood IT
Department. Hosting and Server Administration to be maintained by the City of
Proposer should provide a separate performance-based fee schedule for
SEO/SEM services based on traffic generated to the HOT website including
organic and paid search to continually elevate as the program continues to
Provide creative services and production for tourism sales program including
booth display, materials and collaterals, signage, press kits, promotional items,
presentations, video, slide-shows, etc.
Account & Administrative Services
Day to day marketing support, vendor coordination, media planning, insertion
orders, power point presentations, co-op advertising coordination, and direct
E. Submittals Required for Consideration
Proposers wishing to be considered will submit the following:
- Provide fee or rate structure as part of overall budget.
- Portfolio of past work which reflects the agency’s ability to perform the
- Provide description of the organization’s services, creative portfolio
and account processes.
- Provide current client list with disclosure of potential conflicts of
- Provide samples of creative portfolio under agency’s current
management as a measure of creative capabilities and quality.
- Provide tourism case studies that measure ROI on work developed
under the agency’s existing executive or creative management. (No
speculative creative work will be considered for the short listing.)
- Provide bios of key personnel to be directly involved on account.
- Indicate how company will handle account management of the $1
million annual advertising budget including creative production, media
- Indicate research and tourism industry knowledge.
- Indicate company’s specific expertise in integrated marketing
communications with names of clients, length of relationship, services
provided, contact information for client references Identify staffing to
support media planning and buying.
- Provide proposal as to handling industry co-op advertising
opportunities. Indicate how you can leverage value-added
PART II: PROPOSAL SUBMISSION REQUIREMENTS
A. SUBMISSION REQUIREMENTS
All Proposals shall be received by the City Clerk, City of Hollywood, City Hall, 2600
Hollywood Boulevard, Room 221, Hollywood, Florida 33020, and plainly marked on the
outside of the envelope.
PROPOSAL ENVELOPES SHALL BE SEALED AND IDENTIFIED AS
RFP NO. RFP-0002-08-CRA
TO BE OPENED: 3:00 P.M., December 15, 2008
AND ADDRESSED TO: HOLLYWOOD CRA, BEACH DISTRICT
C/O OFFICE OF THE CITY CLERK
2600 HOLLYWOOD BLVD., ROOM 221
HOLLYWOOD, FLORIDA 33020
AN ORIGINAL, CLEARLY IDENTIFIED, TWELVE (12) COPIES, AND AN
ELECTRONIC COPY OF YOUR PROPOSAL MUST BE SUBMITTED AT
OR BEFORE TIME OF PROPOSAL OPENING.
It will be the sole responsibility of the Proposer to have his Proposal
delivered to the Office of the City Clerk on or before the closing hour and
date shown above for receipt of Proposals. If a Proposal is sent by mail, the
Proposers shall be responsible for its delivery to the City Clerk's Office
before the closing hour and date shown above for receipt of Proposals.
Proposals thus delayed will not be considered and will be returned
unopened after award.
The Proposal shall be signed by a representative who is authorized to contractually
bind the Proposer.
Each Proposal shall be prepared simply and economically, providing a straightforward,
concise delineation of the Proposer's capabilities to satisfy the requirements of the RFP.
The emphasis in each Proposal must be on completeness and clarity of content. In order
to expedite the evaluation of Proposals, it is essential that Proposer follow the format and
instructions contained herein. If the Proposer so wishes, the Proposal may be
accompanied with brochures, promotional materials, or displays properly identified.
However, Proposal Submission Requirements as listed herein must be followed. All
Proposals must be submitted as specified on the Proposal pages which follow. Any
attachments must be clearly identified.
The Proposal shall be considered an offer on the part of the Proposer, which offer shall be
deemed accepted upon approval of the CRA Board of the City of Hollywood, and in case
of default the CRA reserves the right to accept or reject any or all Proposals, to waive
irregularities and technicalities, and request new Proposals. The CRA also reserves the
right to award any resulting agreement as it deems will best serve the interests of the
1. Title Page
Show the Request for Proposal subject, the name of your firm, address, telephone
number, name of contact person and date.
2. Table of Contents
Clearly identify the material by section and page number.
3. RFP Checklist
4. Letter of Transmittal
Limit to one (1) or two (2) printed pages.
a. Briefly state your firm's understanding of the work to be done and provide a
positive commitment to perform the work.
b. Give the names of the persons who will be authorized to make
representations for your firm, their titles, addresses and telephone numbers.
5. Profile of Proposer
a. State whether your organization is national, regional or local.
b. State the location of the office from which your work is to be performed.
c. Describe the firm, including the size, range of activities, etc. Particular
emphasis should be given as to how the firm-wide experience and expertise
in the area addressed by this Request for Proposal, will be brought to bear
on the proposed work.
d. Provide a list and description of similar municipal engagements satisfactorily
performed within the past two (2) years. For each engagement listed,
include the name and telephone number of a representative for whom the
engagement was undertaken who can verify satisfactory performance.
e. Have you been involved in litigation within the last five (5) years or is there
any pending litigation arising out of your performance?
6. Summary of Proposer's Qualifications.
a. Identify the project manager and each individual who will work as part of the
engagement. Include resumes for each person to be assigned. The
resumes should be included as an appendix.
b. Describe the experience in conducting similar projects for each of the
consultants assigned to the engagement. Describe the relevant educational
background of each individual.
c. Describe the organization of the proposed project team, detailing the level of
involvement, field of expertise and estimated hours for each member of the
d. Describe how the firm will maximize the use of qualified local minority
business enterprises and qualified local small business enterprises in the
performance of the work to be done in areas addressed by this Request for
e. Describe what municipal staff support you anticipate for the project.
7. Project understanding, proposed approach, and methodology.
Describe your approach to performing the contracted work. This should include the
a. Type of services provided. Discuss your role and that of other parties
involved in the data gathering, data analysis and recommendation process.
b. Discuss your project plan for this engagement outlining major tasks and
responsibilities, time frames and staff assigned.
c. Provide portfolio of past work which reflects the agency’s ability to perform
the required tasks.
d. Provide current client list with disclosure of potential conflicts of interest.
e. Provide samples of creative portfolio under agency’s current management
as a measure of creative capabilities and quality.
f. Provide tourism case studies that measure ROI on work developed under
the agency’s existing executive or creative management. (No speculative
creative work will be considered for the short listing.)
g. Indicate how company will handle account management of the $1 million
annual advertising budget including creative production, media
h. Indicate research and tourism industry knowledge.
i. Indicate company’s specific expertise in integrated marketing communications
with names of clients, length of relationship, services provided, contact
information for client references Identify staffing to support media planning
j. Provide proposal as to handling industry co-op advertising opportunities.
Indicate how you can leverage value-added opportunities.
8. Summary of the Proposer's Fee Statement.
The Proposal will show the fee schedule. Express your fee in a lump sum not-to-
exceed maximum amount and a separate price for the components of the work
shown in scope of service and include a chart of the rates which ties the project
plan and milestones to hours assigned to the personnel. Additionally, indicate your
expectations concerning reimbursement for travel, per diem expenses,
photocopying, telephone lines or other incidental expenses, if applicable. If
additional work is required beyond the scope of this contract, how would those
services be billed? This may include additional presentations or follow-up as
9. Project time schedule, if applicable.
Provide a detailed time schedule for this project.
10. Compliance with all requirements indicated under “Contract Award Conditions” of
B. INSURANCE REQUIREMENTS
Contractor shall maintain, at its sole expense, during the term of this agreement the
1. General Liability Insurance naming the CRA as an additional insured with not
less than the following limits:
General Aggregate $ 500,000
Products-Comp/Op Aggregate $ 500,000
Personal and Advertising Injury $ 500,000
Each Occurrence $ 500,000
Fire Damage $ 50,000
Coverage shall include contractual liability assumed under this agreement, products and
completed operations, personal injury, broad form property damage, and premises-
2. Commercial Automobile Liability Insurance naming the CRA as an additional
insured with not less than the following limits:
Combined Single Limit $300,000
Coverage shall include contractual liability assumed under this agreement, owned, hired
and non-owned vehicles.
3. Workers’ Compensation Insurance covering the contractor and the
contractor’s employees with not less than the following limits:
Workers’ Compensation $500,000/500,000/500,000 for coverage
4. Professional Liability Insurance
Minimum limits of $500,000 per Occurrence/$1,000,000 Aggregate
Please Note: The Certificate(s) shall contain a provision that coverage afforded under
the policy will not be cancelled until at least thirty (30) days prior written notice has been
given to the CRA. Certificates of insurance, reflecting evidence of the required
insurance, shall be provided to the CRA. In the event the Certificate of Insurance
provided indicates that the insurance shall terminate and lapse during the period of this
Agreement, the vendor shall furnish, at least thirty (30) days prior to the expiration of the
Date of such insurance, a renewed Certificate of Insurance as proof that equal and like
coverage for the balance of the period of the Agreement or extension there under is in
The CRA reserves the right to require additional insurance in order to meet the
full value of the contract.
The CRA reserves the right to require any other insurance coverage it deems necessary
depending upon the exposures.
HOLD HARMLESS AND INDEMNITY CLAUSE:
(Company Name and Authorized Signature, Print Name),
The contractor shall indemnify, defend and hold harmless the CRA and the City of
Hollywood, its elected and appointed officials, employees and agents for any and all suits,
actions, legal or administrative proceedings, claims, damage, liabilities, interest, attorney’s
fees, costs of any kind whether arising prior to the start of activities or following the
completion or acceptance and in any manner directly or indirectly caused, occasioned or
contributed to in whole or in part by reason of any act, error or omission, fault or
negligence whether active or passive by the contractor, or anyone acting under its
direction, control, or on its behalf in connection with or incident to its performance of the
(Company Name and Authorized Signature, Print Name),
Further certifies that it will meet all insurance requirements of the CRA and the City of
Hollywood and agrees to produce valid, timely certificates of coverage.
C. GENERAL INFORMATION AND SCHEDULE
For information concerning procedure for responding to this Request for Proposal (RFP),
contact the CRA, Judy Erickson, Lisa Liotta, Manuel Pila, or their designee. Such contact
is to be for clarification purposes only. Material changes, if any, to the scope of services,
or Proposal procedures will only be transmitted by written addendum.
ALL QUESTIONS SHOULD BE SUBMITTED IN WRITING. Questions should be sent
via e-mail to firstname.lastname@example.org AND to email@example.com AND to
firstname.lastname@example.org labeled “RFP Creative and Advertising Services” in the subject
line of the email and otherwise by fax to 954-924-2981 labeled “Attn: Judy Erickson,
Manuel Pila, AND Lisa Liotta/RFP Creative and Advertising Services” on each page of
Questions must be received no later than NOVEMBER 24, 2008 prior to 5:00 PM.
REQUEST FOR PROPOSALS ISSUED November 10, 2008
ALL QUESTIONS RECEIVED November 24, 2008
PROPOSAL DUE DATE-PRIOR TO 3:00P.M. December 15, 2008
D. OTHER CONSIDERATIONS
1. The CRA reserves the right to approve substitutions for assigned personnel
proposed for this engagement. Substitutions may be allowed for staff turnover,
sickness or other emergency situations.
2. All contact for information regarding the Proposal must be addressed to the
Hollywood CRA, Beach District. Over the course of this RFP process, related
contact with City or CRA Staff by a respondent or their agent, other than as part of
the evaluation process or for clarification purposes, will be grounds for automatic
disqualification of that vendor.
Each Proposer shall examine all Proposal Documents and judge for themselves all
matters relating to the adequacy and accuracy of the documents. If the Proposer is
of the opinion that any part(s) of the Proposal Document is incorrect or obscure, or
that additional information is needed, he/she should request such information or
clarification as directed in this document.
3. No oral change or interpretation of the provisions contained in this Request for
Proposal is valid whether issued at a pre-proposal conference or otherwise. Written
addenda will be issued when changes, clarifications, or amendments to Proposal
Documents are deemed necessary. The issuance of a written addendum is the
only official method whereby interpretation, clarification or additional information
can be given.
4. All materials submitted in response to the RFP become the property of the CRA
and City of Hollywood and will be returned only at the option of the CRA. The CRA
has the right to use any or all ideas presented in any response to the RFP whether
amended or not and selection or rejection of the Proposal does not affect this right,
provided however, that any Proposal that has been submitted to the City Clerk's
Office may be withdrawn prior to Proposal opening time stated herein, upon proper
identification and signature releasing Proposal Documents back to Proposer.
5. After initial review of the Proposals, the CRA may invite consultants for an interview
to discuss the Proposal and meet its representatives, particularly key personnel
who would be assigned to the project. It is understood that the CRA shall incur no
costs as a result of this interview, nor bear any obligation in further consideration of
6. Copies of Proposals submitted may not be viewed until ten (10) days after RFP
7. The CRA reserves the right to determine, at its sole discretion, whether any aspect
of a Proposal satisfies the criteria established in this Request for Proposals. The
CRA further reserves the right to negotiate with any person or firm submitting
Proposals and reserves the right to reject any or all Proposals with or without
cause. The CRA also reserves the right to waive minor technical defects in a
Proposal. In the event that this Request for Proposals is withdrawn by the CRA for
any reason, the CRA shall have no liability to any applicant for any costs or
expenses incurred in connection with this Request for Proposals or otherwise. All
such expenses incurred in the preparation of a Proposal shall be borne by the
Failure or refusal of the successful Proposer to execute a contract within thirty (30)
days after award shall constitute a default. Any such Proposer shall not assign,
transfer, convey or otherwise dispose of any or all of its rights, title or interest
therein, or its power to execute such contract to any person or firm without prior
written consent of the CRA.
8. Cost Adjustments:
The costs for all services purchased under this contract shall remain firm for the
first year of the contract. Costs for subsequent years and any extension term
years is subject to an adjustment pending industry performance. Unless very
unusual and significant changes have occurred in the industry, such
increases/decreases shall not exceed 5% per year or the latest yearly
percentage increase in the All Urban Consumers Price Index (CPU-U) (All
Items), as published by the Bureau of Labor Statistics, U.S. Department of Labor,
whichever is less. The yearly increase, or decrease in the CPI shall be that latest
index published and available prior to the end of the contract year then in effect
compared to the index for the same month one year prior. Any requested price
increase shall be fully documented and submitted to the CRA at least ninety (90)
days prior to the contract anniversary date. Any approved cost adjustments shall
become effective upon the anniversary date of the contract. In the event the CPI
or industry costs decline, the CRA shall have the right to receive from the vendor
a reasonable reduction in costs that reflect such cost changes in the industry.
The CRA may, after examination, refuse to accept the adjusted costs if they are
not properly documented, increases are considered to be excessive, or
decreases are considered to be insufficient. In the event the CRA does not wish
to accept the adjusted costs and the matter cannot be resolved to the satisfaction
of the CRA, the contract may be cancelled by the CRA upon giving thirty (30)
days written notice to the vendor.
E. EVALUATION CRITERIA
Proposals will be evaluated using the criteria listed below to ascertain which Proposal best
meets the requirements of the CRA. The Items to be considered during the evaluation
and the associated point values are as follows:
1. Experience 0-25 points
2. Proposed Fee Schedule 0-10 points
(Including monthly retainer and
performance based SEO)
3. Project Understanding, Proposed 0-15 points
Approach and Methodology, Qualifications
of Persons Assigned to the Project
4. References and Successfully 0-15 points
Completed Similar Projects
5. Expertise / Capability of SEO/SEM 0-25 points
(Online) Marketing, Web Development
6. Local MBE/SBE Utilization in accordance 0-10 points
With the City’s Local MBE/SBE Program
MAXIMUM TECHNICAL POINTS 100
In addition to the above points total, all Bidders/Proposers have an opportunity to
obtain bonus points in accordance with the schedule (See Exhibit A) by maximizing
the participation of qualified local minority business enterprise and qualified local
small business enterprise on this project.
7. Qualified Local MBE/SBE (Bonus Points) 0-10 points
TOTAL POINTS 110
F. SELECTION PROCESS
Evaluation of the Proposals will be performed by a committee selected by the CRA. The
committee will evaluate the firms according to their Proposal. The initial scores will be
tallied and a short list will be developed consisting of the firms receiving the highest point
ratings. The committee may conduct discussions with offerors on the short list for the
purpose of clarification to assure full understanding of, and responsiveness to, the
solicitation requirements. In conducting discussions, there shall be no disclosure of any
information derived from Proposals submitted by competing offerors. These firms may be
invited to an oral interview before the committee. A short list of finalists will be determined
and presented to either the Executive Director of the CRA, or his designee, or to the CRA
Board for the purposes of negotiating a contract.
G. EQUAL EMPLOYMENT OPPORTUNITY
Proposer shall provide a written statement that it does not and will not discriminate against
any person, employee, or applicant for employment, because of race, creed, color,
religion, sex, national origin, ancestry, age or disability.
H. ADA COMPLIANCE
Persons with disabilities who require reasonable accommodation to participate in City
programs and/or services may call the Equal Opportunity Manager, Office of Human
Resources and Risk Management at (954) 921-3218 (voice). If an individual is hearing or
speech impaired, please call Florida Relay Service 1-800-955-8771.
I. PUBLIC ENTITY CRIMES
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide any goods
or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of
real property to 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, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list."
The aforementioned, as Proposer (herein used in the masculine singular, irrespective of
actual gender and number) declares, under oath that no other person has any interest in
this Proposal or in any resulting agreement to which this Proposal pertains, that this
Proposal is not made with connection or arrangement with any other persons and without
collusion or fraud.
The Proposer further declares that he has complied in every respect with all the
instructions to Proposers, that he has read all addenda, if any, issued prior to the opening
of Proposals, and that he has satisfied himself fully relative to all matters and conditions
with respect to the general conditions of the agreement and all relevant information to
which this proposal pertains.
K. DISCLOSURE OF CONFLICT OF INTEREST
Vendor shall disclose below, to the best of his or her knowledge, any CRA/City of
Hollywood officer or employee, or any relative of any such officer or employee as
defined in Section 112.3135, Florida Statutes, who is an officer, partner, director or
proprietor of, or has a material interest in the vendor’s business or its parent company,
any subsidiary, or affiliated company, whether such CRA/City official or employee is in a
position to influence this procurement or not.
Failure of a vendor to disclose any relationship described herein shall be reason
for debarment in accordance with the provisions of the City of Hollywood
In the event the vendor does not indicate any name, the CRA shall interpret this to
mean that no such relationship exists.
PART III: RFP CHECKLIST
Please check each line item after the completion of the appropriate item.
_________ I verify that the signature on page number one (1) is the signature of the
person authorized to bind the agreement. (Preferably in blue ink)
_________ I acknowledge reading and signing the Hold Harmless Statement.
_________ I have included all information, certificates, licenses and additional
documentation as required by the City in this RFP document.
_________ I have checked for any addendums to this RFP, and will continue to check
for any addendums up to the due date and time of this RFP.
_________ I have submitted one (1) original and twelve (12) copies of the entire
proposal with addendums.
_________ I have verified that the outside address label of my RFP package is clearly
marked to include my company’s name, address, RFP number and date of
_________ I have read and completed (if applicable) the “Disclosure of Conflict of
_________ I have read and complied with the Local Minority Business Enterprise
(MBE) and Local Small Business Enterprise Program (Exhibits A-C).
NAME OF COMPANY: _____________________________________________
PROPOSER’S NAME: ______________________________________________
PROPOSER’S AUTHORIZED SIGNATURE: ____________________________
PART IV: EXHIBITS
LOCAL MINORITY BUSINESS ENTERPRISE AND LOCAL SMALL BUSINESS
It is the policy of the City of Hollywood that Local Minority Business Enterprises (MBEs)
and Local Small Business Enterprises (SBEs) as defined in the City’s of Hollywood’s
Local MBE/SBE Program policies and procedures shall have the maximum opportunity
to participate in the performance of all aspects of contracting and subcontracting
opportunities for the City of Hollywood. In this regard, the City of Hollywood and its
contractors will take all necessary and reasonable steps to ensure that qualified local
minority business enterprises and qualified local small business enterprises have the
maximum opportunity to compete for and perform such contracts/subcontracts and
provide materials for such contracts/subcontracts.
Upon submission of a bid/proposal, failure of any Bidder/Proposer to comply with
this policy which seeks to maximize the use of qualified local minority business
enterprises and qualified local small business enterprises shall result in the
bid/proposal being deemed non-responsive. Upon the bid/proposal being deemed
non-responsive, the bid/proposal shall be recommended for rejection from the
procurement process. The City Manager will make the final decision regarding the
rejection of the bid/proposal. Upon contract award, failure of any Bidder/Proposer to
comply with this policy which seeks to maximize the use of qualified local minority
business enterprises and qualified local small business enterprises shall constitute a
breach of contract. Upon such breach, the City of Hollywood may at its own option,
terminate the contract and/or pursue any and all other appropriate remedies available
under the contract or otherwise under applicable law.
If a Contractor, Bidder or Proposer uses a local business as a Subcontractor or
Material Supplier on a City project that is eligible to be qualified as a local
minority business enterprise or a local small business enterprise in accordance
with the City’s Local MBE/SBE Program, but the business is not currently
qualified as a qualified local minority business enterprise or a qualified local
small business enterprise, the Work or Material Supplies provided by the local
business WILL NOT be counted as qualified local business enterprise
participation. The local small business or local minority business must be
qualified as a local minority business enterprise or a local small business
enterprise in accordance to the City’s Local MBE/SBE Program prior to the
submission of the bid/proposal for the project to have the Work or Material
Supplies provided by the local minority business enterprise or local small
business enterprise counted as qualified local business enterprise participation.
Notification is hereby given that qualified local minority business and qualified local
small business enterprises are encouraged to participate in the City of Hollywood’s
Local Minority Business Enterprise and Local Small Business Enterprise Program by
submitting a bid/proposal package for this project. Local Minority Business Enterprise
and Local Small Business Enterprise Program information and application can be
obtained by visiting www.hollywoodfl.org/minority-small-business-enterprise/.
CONTRACT AWARD CONDITIONS:
Contract award will be conditioned on meeting the requirements of this section. The City
of Hollywood requires the following:
1. Submission by the Bidder/Proposer of the completed “Tabulation of
Subcontractor and Material Suppliers” form (Exhibit B) with the bid/proposal;
2. The names and addresses of all Subcontractors and Material Suppliers. Clearly
designate which Subcontractors and Material Suppliers are qualified local
minority business and qualified local small business enterprises that will
participate in the contract;
3. A description of the Work and/or Materials that each qualified local minority
business and qualified local small business enterprises will perform or supply;
4. The dollar amount or percentage of the Work and/or Materials that each qualified
local minority business and qualified local small business enterprise will provide
on the project;
5. Actual participation of qualified local minority businesses and/or qualified local
small businesses listed on the “Tabulation of Subcontractor and Material
Suppliers” form (Exhibit B) that is provided with this Bid/Request for Proposal
document that demonstrates that the use of such businesses on this project is
maximized. If the actual participation of qualified local minority businesses and
qualified local small businesses is not maximized, the bidder shall submit with its
bid packet documentation all good faith efforts (successful and unsuccessful) that
were engaged to maximize the use of qualified local minority businesses and/or
qualified local small businesses on this project.
The information required by items 1-5 of this section is to be provided with the sealed
bid/proposal. Only under extraordinary conditions, not attributable to fault or neglect on
the part of the Bidder/Proposer, will evidence of good faith efforts undertaken prior to
submission of the Bid/Proposal be accepted after opening. Efforts undertaken after
bid/proposal submissions are not relevant to the decision to award.
The City of Hollywood reserves the right to accept or reject any or all bids, reserves the
right to waive any or all irregularities, and to award the contract to the responsible and
responsive Bidder/Proposer whose bid is determined by the City to be in its best
A numeric goal has not been assigned to this project. Bidder/Proposers are required to
comply with all other requirements of this policy that seeks to maximize the participation
qualified local minority business and qualified local small business Subcontractors and
Material Suppliers on this project.
GOOD FAITH EFFORTS:
A condition of contract award is that the contract award be made only to the
Bidder/Proposer (including MBEs/SBEs Bidders/Proposers that are qualified in
accordance with the City of Hollywood Local MBE/SBE Program policies and
procedures, or MBEs/SBEs/DBEs/DWBEs certified by another governmental body who
would also qualify a local MBE/SBE) who maximizes the utilization of qualified local
MBEs/SBEs or who makes good faith efforts to maximize the use of qualified local
MBE/SBE Subcontractors and/or Material Suppliers on the project. The City of
Hollywood will determine whether a Bidder/Proposer has made good faith efforts if the
Bidder/Proposer does the following:
1. Submits a completed “Tabulation of Subcontractors and Material Suppliers” form
which lists the qualified local minority businesses and qualified local small
businesses in accordance with the “Contract Award Conditions Items 1-5,” that
the Bidder’s/Proposer’s commits to use on this project to maximize participation
of qualified local MBE/SBE Subcontractors and/or Material Suppliers. If the
Bidder/Proposer does not maximize the participation of qualified local minority
businesses and qualified local small businesses on this project, the
Bidder/Proposer shall submit documentation of good faith efforts both successful
and unsuccessful made by the Bidder/Proposer to maximize such participation.
The good faith documentation should be submitted in the sealed bid/proposal
packet for this project. Bidders/Proposers must submit the “Local MBE/SBE
Unavailability Form (Exhibit C) in the sealed bid/proposal packet for this project.
All other documentation to verify good faith efforts must be submitted in the
bid/proposal packet if the participation of qualified local minority business and
qualified local small business enterprises is not maximized on this project.
If the Bidder/Proposer does not maximize the participation of qualified local
MBEs/SBEs on this project, the Bidder/Proposer must provide all documentation
with its bid/proposal which by its scope, quality, quantity and intensity of the different
kinds of efforts the Bidder/Proposer made to maximize participation can be confirmed
and be evaluated. The documentation should be provided both as to those efforts
wherein the Bidder/Proposer was successful in obtaining participation and those where
it was not. In the latter case, the documentation should further indicate the reason for
lack for success, i.e. Subcontractor’s and/or Material Supplier’s bid too high,
Subcontractor and/or Material Supplier who bids is apparently not qualified to perform
the particular services, no bids received, etc.
Mere pro forma efforts are not good faith efforts to meet the qualified local
MBE/SBE requirements. The Bidder/Proposer should submit written
documentation of good faith efforts with bid/proposal when the participation of
qualified local MBEs/SBEs on this project is not maximized, if they wish to be
awarded the contract.
The City of Hollywood will consider the following list of types of actions as a part of the
Bidder’s/Proposer’s good faith efforts to obtain qualified local MBE/SBE Subcontractor
and/or Material Supplier participation. It is not intended to be a mandatory checklist, nor
is it intended to be exclusive or exhaustive. Other factors or types of efforts may be
relevant in appropriate cases.
a. Soliciting through all reasonable and available means (e.g. attendance at pre-bid
meetings, advertising and/or written notices) the interest of all qualified local
MBEs/SBEs who have the capability to perform the Work or provide Materials
needed to complete the project. The Bidder/Proposer must solicit this interest
within sufficient time to allow the qualified local MBEs/SBEs to respond to the
solicitation. The Bidder/Proposer must determine with certainty if the qualified
local MBEs/SBEs are interested by taking appropriate steps to follow-up the
b. Selecting portions of the Work to be performed or portions of the Materials to be
provided by qualified local MBEs/SBEs in order to increase the likelihood that
qualified local MBE/SBE participation is maximized. This includes, where
appropriate, breaking out contract Work items or Material items into economically
feasible units to facilitate qualified local MBE/SBE participation, even when the
Bidder/Proposer might otherwise prefer to perform these Work items or provide
these Material items with its own forces.
c. Providing interested qualified local MBEs/SBEs with adequate information about
the plans, specifications and requirements of the contract in a timely manner to
assist the qualified local MBEs/SBEs in responding to a solicitation.
d. (1) Negotiating in good faith with interested qualified local MBEs/SBEs. It is
the Bidder’s/Proposer’s responsibility to make a portion of the Work or
Materials available to the qualified local MBE/SBE Subcontractors and
Material Suppliers and to select those portions of the Work or Material
needed consistent with the available qualified local MBE/SBE
Subcontractors and Material Suppliers, so as to facilitate qualified local
MBE/SBE participation. Evidence of such negotiation includes the names,
addresses and telephone numbers of qualified local MBEs/SBEs that were
considered; a description of the information provided regarding the plans
and specifications for the Work or Materials selected for subcontracting;
and evidence as to why additional agreements could not be reached for
qualified local MBEs/SBEs to perform the Work or provide the Materials.
(2) A Bidder/Proposer using good business judgment would consider a
number of factors in negotiating with Subcontractors and Material
Suppliers, including qualified local MBE/SBE Subcontractors and Material
Suppliers, and would take a firm’s price and capabilities into consideration.
However, the fact that there may be some additional costs involved in
finding and using qualified local MBEs/SBEs is not in itself sufficient
reason for a Bidder/Proposer’s failure to seek to maximize the use of
qualified local MBEs/SBEs as long as such costs are reasonable and/or
may be offset by other less tangible benefits. Also, the availability or
desire of a Bidder/Proposer, including a qualified Local MBE/SBE
Bidder/Proposer to perform the Work or provide the Materials of a contract
with its own organization does not relieve the Bidder/Proposer the
responsibility to make good faith efforts and maximize utilization of other
qualified local MBE/SBEs. Bidder/Proposers are not, however, required to
accept higher quotes from qualified local MBEs/SBEs if the price
difference is excessive or unreasonable or the qualified local MBEs/SBEs
are not qualified to perform the Work. These decisions should, however,
be supportable and documented as part of the required Good Faith
5. Making efforts to assist interested qualified local MBEs/SBEs in obtaining
bonding, lines of credit, or insurance as required by the City of Hollywood or
6. Making efforts to assist interested qualified local MBEs/SBEs in obtaining
necessary equipment, supplies, Materials, or related assistance and services.
7. Effectively using the services of available minority/women/small business
community organizations; minority/women/small contractors’ groups; local, state,
and Federal minority/women/small business assistance offices; and other
organizations as allowed on a case-by-case basis to provide assistance in the
recruitment and placement of minority/women/small businesses.
In determining whether a Bidder/Proposer has made good faith efforts, the City of
Hollywood will take into account the performance of other Bidders/Proposers in meeting
the requirements of the bid/proposal and historical participation by qualified local
MBEs/SBEs involving similar Work or Materials. For example, when the apparent
successful Bidder/Proposer fails to obtain or fails to maximize qualified local MBE/SBE
participation, but others Bidders/Proposers obtained and/or maximized qualified local
MBE/SBE participation, the City of Hollywood will reasonably raise questions whether,
with additional reasonable efforts, the apparent successful Bidder/Proposer could have
obtained and/or maximized qualified local MBE/SBE participation. As indicated, a
reasonable level of local MBE/SBE participation (maximization) may not be apparent
until after bids/proposals are opened and participation and good faith efforts of various
bidders/proposers compared. Therefore, it is recommended that in all cases, all good
faith efforts be documented, and evidence of such included with the bid/proposal.
Even if a Bidder/Proposer is a qualified local MBE/SBE, maximizing the utilization of
other qualified local MBEs/SBEs is still required. If the Bidder/Proposer is not successful
in achieving maximum participation of qualified local MBE/SBE Subcontractors and
qualified local MBE/SBE Material Suppliers on this project, the Bidder/Proposer shall
document good faith efforts both successful and unsuccessful that were engaged to
utilize other qualified local MBE/SBE Subcontractors and qualified local MBE/SBE
Material Suppliers and submit the good faith efforts documentation in the sealed bid
LOCAL MBE/SBE TERMINATIONS/SUBSTITUTIONS:
A Bidder/Proposer shall not terminate for convenience a qualified local MBE/SBE
Subcontractor or qualified local MBE/SBE Material Supplier and then perform the Work
or provide the Materials of the terminated subcontract within its own forces or those of
an affiliate without the prior consent of the City of Hollywood.
When a qualified local MBE/SBE Subcontractor or local MBE/SBE Material Supplier is
terminated or fails to complete its Work or fails to provide the Materials on the contract
for any reason, the prime contractor shall make good faith efforts to find another
qualified local MBE/SBE Subcontractor or qualified local MBE/SBE Material Supplier to
substitute for the original qualified local MBE/SBE. These good faith efforts shall be
directed at finding another qualified local MBE/SBE to perform at least the same amount
of Work or provide the same amount of Materials under the contract as the qualified
local MBE/SBE that was terminated to the extent needed to meet the contract goal or
The City of Hollywood shall have the right to consider price, quality, past performance
including meeting qualified local MBE/SBE commitments, time required for performance
and qualifications of the Bidder/Proposer in making the award.
Upon contract award, the City of Hollywood does not count the participation of the
qualified local MBE/SBE Subcontractor or qualified local MBE/SBE Material Supplier
toward the prime contractor’s qualified local MBE/SBE achievement or its overall goal
until the amount being counted toward the goal or achievement has been paid to the
qualified local MBE/SBE. The contractor shall submit to the City of Hollywood in
accordance with the attached “City of Hollywood Subcontractor and Material Supplier
Payment Certification” form to validate payment to the qualified local MBE/SBE and the
amount of the qualified local MBE/SBE achievement/goal achieved to date. The form
must be complete and notarized by all appropriate parties. Failure to certify payments to
Subcontractors and Material Suppliers or failure to truthfully certify payments to
Subcontractors and Material Suppliers shall result in no further payments to Contractor.
Records of progress payments made by prime contractors to qualified local MBE/SBE
Subcontractors and/or Material Suppliers are required at least on a monthly basis.
However, information can be submitted more frequently than monthly.
Payment will be due to the Contractor from the City of Hollywood thirty (30) days after
receipt of invoice, provided that Contractor shall not submit more than one invoice per
thirty-day period. Payment may be withheld by the City due to failure by the Contractor
to comply with the Specifications, because unacceptable equipment or Materials were
delivered as determined by the City’s inspection or failure by the Contractor to comply
with the “Prompt Payment: Late Payments by Contractors to Subcontractor and Material
Suppliers; penalty:” clause. The City shall notify the Contractor of any unsatisfactory
performance or non-compliance with the “Late Payments by Contractors to
Subcontractor and Material Suppliers” clause as soon as practicable so that it can be
corrected without delaying payment if possible.
PROMPT PAYMENT: LATE PAYMENTS BY CONTRACTORS TO
SUBCONTRACTOR AND MATERIAL SUPPLIERS; PENALTY:
When a contractor receives from the City of Hollywood any payment for
contractual services, commodities, materials, supplies, or construction contracts,
the contractor shall pay such moneys received to each Subcontractor and
Material Supplier in proportion to the percentage of Work completed by each
Subcontractor and Material Supplier at the time of receipt. If the contractor
receives less than full payment, then the contractor shall be required to disburse
only the funds received on a pro rata basis with the Subcontractors and Material
Suppliers, each receiving a prorated portion based on the amount due on the
payment. If the contractor without reasonable cause fails to make payments
required by this section to Subcontractors and Material Suppliers within 15
Working days after the receipt by the contractor of full or partial payment, the
contractor shall pay to the Subcontractors and Material Suppliers a penalty in the
amount of 1 percent of the amount due, per month, from the expiration of the
period allowed herein for payment. Such penalty shall be in addition to actual
payments owed. Retainage is also subject to this prompt payment requirement
and must be returned to the Subcontractor or Material Supplier whose Work has
been completed, even if the prime contract has not been completed. The
Contractor shall include the above obligation in each subcontract it signs with a
Subcontractor or Material Supplier.
If the City of Hollywood determines that the apparent successful Bidder/Proposer has
failed to meet the requirements of this policy before awarding the contract, it will provide
the Bidder/Proposer the opportunity for administrative reconsideration that will include
The Bidder/Proposer will have the opportunity to demonstrate how the
Bid/Proposal met the requirements of the program. The Request for
Reconsideration shall be submitted within five (5) working days after
receipt of Notice of Determination. The Request for Reconsideration shall
address the issues of whether the Bidder/Proposer met the goals, if any,
or made adequate good faith efforts to meet the goals. If no goal was
required, the Bidder/Proposer will have the opportunity to demonstrate
how the Bidder/Proposer maximized the participation of qualified local
MBE/SBE Subcontractors and local Material Suppliers on this project
and/or submitted documentation that demonstrated adequate good faith
efforts (successful and unsuccessful) were engaged by the
Bidder/Proposer to maximize the participation of qualified local MBE/SBE
Subcontractors or qualified local Material Suppliers on this project.
The City of Hollywood will send the Bidder/Proposer a written decision on
reconsideration, explaining the basis for its finding.
EQUAL OPPORTUNITY ASSURANCE:
The contractor, sub recipient , Subcontractor or Material Supplier shall not discriminate
on the basis of race, color, national origin, or sex in the performance of this contract.
Failure by the contractor to carry out these requirements is a material breach of his
contract, which may result in termination of this contract or such other remedy as the
recipient deems appropriate.
The Contractor shall include this assurance in each subcontract it signs with a
Subcontractor or Material Supplier.
BONUS POINTS LOCAL MBE/SBE MAXIMIZATION:
All Bidders/Proposers have an opportunity to obtain bonus points in accordance with the
schedule below by maximizing the participation of qualified local minority business
enterprises and qualified local small business enterprises on this project.
(a) The “Total Qualified Local Business Participation” shall be the percentage of
the total contract/project dollar amount that will be completed by qualified
local minority and/or qualified local small business enterprises. The “Total
Qualified Local Business Participation” percentage is non-cumulative;
however, one or more qualified local businesses can comprise the “Total
Qualified Local Business Participation” percentage. The “Percentage of
Total Bonus Points Awarded of Maximum Allowable Points” is non-cumulative
and is the percentage of points to be awarded to a Bidder/Proposer based on
the “Total Qualified Local Business Participation.”
(b) All proposed qualified local businesses shall provide a letter of participation
on its own letterhead and signed by the Chief Operating Officer stating the
actual dollar amount or percentage of Work to be completed by his/her own
forces. This information shall be submitted in the sealed proposal packet.
After making an affirmative determination of qualified local minority business
and qualified local small business enterprise participation, bonus points shall
be assigned as follows:
Total Qualified Percentage of Total Bonus Points
Local Business Participation Maximum Allowable Points
16 - 25% 4%
26 – 35% 6%
36 – 45% 8%
46% and above 10 %
Tabulation of Subcontractors and Material Suppliers
The Undersigned states that the following is a complete list of the proposed Subcontractors and Material Suppliers on this Project and the class of work to be performed by each,
and that such list will not be added to nor altered without written consent of the City of Hollywood. Please add more lines if necessary.
Must provide (Check appropriate Business Type)
Percentage or Price of Local Local
Work/ Materials Minority Small Other
Subcontractor Name and Address Class of Work or Material to complete work Business Business Business
Minority Small Other
Material Suppliers Name &Address Supply/ Material Business Business Business
Company Name: By: Completion and submission of this form with the bid is
Date: Title: mandatory for bid to be considered responsive!
LOCAL MINORITY BUSINESS ENTERPRISE AND LOCAL SMALL BUSINESS ENTERPRISE
(NAME AND T ITLE)
certify that on the Day of , 20 ,
I invited the following qualified local business CONTRACTOR(s) bid work items to be
performed in the City of Hollywood. (Attach all relevant documentation to verify bid
opportunities provided to qualified local businesses.)
Form of Bid Sought Qualified Qualified
Qualified Local (i.e., Unit Price, Local Local
MBE/SBE Contractor Work/Material Materials/Labor, MBE/SBE MBE/SBE
Name and Address Supplier Sought Labor Only, etc.) RESPONSE Telephone
(1, 2 or 3) Number
QUALIFIED LOCAL MINORITY BUSINESS ENTEPRISE AND QUALIFIED LOCAL SMALL
BUSINESS ENTERPRISE CONTRACTOR(s) RESPONSE:
1 - Did not bid in response to the invitation
2 - Submitted a bid which was not the low responsible bid
3 – Specify other
City of Hollywood, FL
Subcontractor and Material Supplier Payment Certification
(Check the category that applies to this certification. One form to be completed for each Subcontractor and Material
a. Local SBE Subcontractor/Material Supplier
b. Local MBE Subcontractor/Material Supplier
c. Other Subcontractor/Material Supplier
Release of Lien information (agrees with) or (does not come from) _____________ Payment Application.
Amount of Contract with Subcontractor or Material Supplier $____________________________________.
Amount Paid to Date $ ______________________ Percentage Paid to Date _____________________________
This is to certify that __________________________________________________________________________
(Subcontractor of Material Supplier)
Received Partial or Final payment in the amount of $__________________________ on ______________
(actual amount) (date)
from ____________________________________________________ for labor or materials used on
(Name of Prime Contractor)
(Contract/Project Name) (Contract/Project Number)
Printed ___________________________________________ Signed ___________________________________
(Prime Contractor Official)
Sworn to and subscribed before me this _________ day of _________________________ A.D., 20 ___________
____________________________________ ________________________________ ____________________
(Notary Public) Commission Expires Notary Seal
Printed ___________________________________________ Signed __________________________________
(Official of Subcontractor or Material Supplier of over $1,000 value)
Sworn to and subscribed before me this _________ day of _________________________ A.D., 20 ___________
____________________________________ ________________________________ ____________________
(Notary Public) Commission Expires Notary Seal
Due: Contractor shall provide a partial released of lien for each subcontractor and/or material supplier for amounts over
$1,000 based on the current schedule of values as attached to each Application and Certificate for Payment. This partial
release of lien shall include the percentage of work completed this period and be provided to the City of Hollywood the
earlier of 30 days after payment made to prime contractor or prior to the next payment request by the prime contractor
NOTE: If the Contractor without reasonable cause fails to make payment to Subcontractors and/or
Material Suppliers within 15 working days after receipt by the Contractor of full or partial payment, the
Contractor shall pay the Subcontractor and/or Material Supplier a penalty in the amount of one percent
(1%) of the amount due, per month, from the expiration of the period allowed herein for payment. Such
penalty shall be in addition to the actual payments owed.