HomeMy Public PortalAbout22-061 - Roar Media for Public Relations and Marketing and repealing reso no. 22-061Sponsored By: Interim City Manager
RESOLUTION NO. 22-061
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-
LOCKA, FLORIDA, REPEALING RESOLUTION NO. 22-019 AND
ACCEPTING THE PROPOSAL OF ROAR MEDIA, LLC. FOR PUBLIC
RELATIONS AND MARKETING CONSULTANT SERVICES
PURSUANT TO RFP NO. 22-0614100; FURTHER AUTHORIZING THE
INTERIM CITY MANAGER TO ENTER INTO AN AGREEMENT FOR
SAME, IN AN AMOUNT NOT TO EXCEED ONE HUNDRED FORTY-
FOUR THOUSAND DOLLARS ($144,000.00) PER FISCAL YEAR;
PROVIDING FOR INCORPORATION; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, on May 11, 2022, the City of Opa-Locka ("City") published Request for
Proposals (RFP) 22-0614100 for Public Relations and Marketing Services; and
WHEREAS, seven (7) sealed proposals were received by the City Clerk's Office and
certified by the City Clerk on June 14, 2022; and
WHEREAS, the Evaluation Committee reviewed the proposals and subsequently
selected Cunningham Communications Consulting Company d/b/a The Brand
Advocates, Incorporated (Brand Advocates) as the most responsive responsible bidder;
and
WHEREAS, on August 22, 2022, the City Commission passed Resolution No. 22-019,
accepting the proposal of Brand Advocates for Public Relations and Marketing Services
and to enter into an agreement for same; and
WHEREAS, following acceptance of The Brand Advocates' proposal, City staff had
discussions with the selected firm over the course of several weeks to cover
expectations, schedules and work product. After several discussions, the Interim
City Manager concluded that the selected firm wasn't best qualified to provide the
services the City was seeking. The Interim City Manager and Brand Advocates
have mutually agreed that the relationship should be severed; and
WHEREAS, to obtain the requested public relations and marketing services, the
Interim City Manager recommends rejecting the proposal of Brand Advocates and to
enter into an agreement with Roar Media, LLC. who was ranked and the second
responsive responsible bidder; and
WHEREAS, the City Commission finds that repeal of Resolution No. 22-019 and
acceptance of Roar Media's proposal for Public Relations and Marketing Services and
entering into an agreement, attached hereto as "Exhibit "A", for same, in an amount not
Resolution No. 22-061
to exceed One Hundred Forty -Four Thousand Dollars ($144,000.00) per fiscal year, is in
the best interest of the City of Opa-Locka and its residents.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA- LOCKA, FLORIDA:
SECTION 1. The recitals to the preamble herein are incorporated by reference.
SECTION 2. AUTHORIZATION
The City Commission of the City of Opa-Locka, FL hereby repeals Resolution No. 22-019
and accepts the proposal of Roar Media, LLC., pursuant to Request for Proposal (REP)
22-0614100, to provide Public Relations and Marketing Services; further authorizing the
Interim City Manager to enter into an agreement for same, attached hereto as Exhibit "A",
in an amount not to exceed One Hundred Forty -Four Thousand Dollars ($144,000.00) per
fiscal year.
SECTION 3. SCRIVENER'S ERRORS
Sections of this Resolution may be renumbered or re -lettered and corrections of
typographical errors which do not affect the intent may be authorized by the City
Manager following review by the City Attorney and without need of public hearing, by
filing a corrected copy of same with the City.
SECTION 4. EFFECTIVE DATE
This Resolution shall take effect upon the adoption and is subject to the approval of the
Governor or Governor's Designee.
PASSED and ADOPTED this 14th day of November, 2022.
ATTEST:
(cAcult
ja
anna Flores, City Clerk
Veronica Williams, ayor
2
Resolution No. 22-061
APPROVED AS TO FORM AND
LEGAL S FFICIENCY:
ette Norris -Weeks, P.A.
Moved by: Commissioner Bass
Seconded by: Commissioner Davis
VOTE:
4-0
Commissioner Bass YES
Commissioner Davis YES
Commissioner Dominguez YES
Vice -Mayor Taylor ABSENT
Mayor Williams YES
3
City of Opa-locka
Agenda Cover Memo
City Manager:
Darvin Williams
CM Signature:
u Atik.:2t,.
Commission
Meeting Date:
11.09.2022
Item Type:
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Resolution
rdinance
Other
X
Fiscal Impact:
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Yes
No
Ordinance Reading:
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1st Reading
2nd Reading
X
Public Hearing:
(Enter X in box)
Yes
No
Yes
No
X
X
Funding Source:
Account# :
(Enter Fund &
Dept)
Ex:
See Financial
Impact
Section
Advertising Requirement:
(Enter X in box)
Yes
No
X
Contract/P.O.
Required:
(EnterX in box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic Plan
Related
(EnterX in box)
Yes
No
Strategic Plan Priority
Enhance Organizational
Bus. & Economic
Public Safety
Quality of Education
Qual. of Life & City
Communication
Area:
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
X
m
Dev NI
MI
Image
II
Sponsor Name
City Manager
Department:
City Manager
Short Title:
A resolution authorizing the City Manager to reject the proposal submitted by the Brand Advocates and move
forward with acceptance of proposal from Roar Media for Public Relations and Marketing Consultant Services
pursuant to RFP No. 22-0614100 and further authorizing the City Manager to enter into an agreement with
Roar Media.
Staff Summary:
Request for Proposals (RFP) 22-0614100 was published on May 11, 2022 for Public Relations and Marketing
Consultant Services.
Seven (7) companies submitted proposals/documents which were certified by the City Clerk on June 14, 2022.
On August 22, 2022 the City Commission accepted the proposal from The Brand Advocates, Incorporated for
Public Relations and Marketing Consultant Services. City staff had discussions with the selected firm over the
course of several weeks to cover expectations, schedules and work product. After several discussions, staff
concluded that the selected firm wasn't best qualified to provide the services the City was seeking.
Consequently, a request is being made to reject the proposal of The Brand Advocates and rescind the approval
to execute a contract. Staff and Brand Advocates have mutually concurred that the relationship should be
severed.
To obtain the requested services, staff is now seeking approval from the City Commission to accept the
proposal of Roar Media, who was ranked by the Evaluation Committee as the next highest responsive and
responsible bidder.
The proposals are listed in order from highest to lowest ranking based on Evaluation Committee scoring.
(1st)
The Brand Advocates was ranked first. The company is an independent public communications firm and full -
service creative agency. Since 1998, they have offered award -winning communication services to several
government entities as listed in the RFP document. They committed to provide the subject matter expertise
across all scope areas for the City of Opa-locka if selected. Based on the proposal submitted, the company
proposed a detailed fee schedule that explains the cost and services for each description task.
(2nd)
Roar Media was ranked second. The company is a strategic marketing -communication consultancy that
integrates a full spectrum of services to help institutional, private, and public clients achieve their goals.
Since 2008, the company has grown steadily to 50 team members based on their outstanding client
service and reputation for delivering innovative, practical, and impactful branding and medial solutions.
Based on the proposal submitted, the company proposed a detailed fee schedule that explains the cost
and services for each description task.
(3rd)
My PR Guru LLC / My Gov Guru was ranked third. The company consider themselves to be one of the leading
South Florida municipal government marketing and communications firm. The have served other government
entities as listed in the RFP document. Since 2016, they have provided stellar service to their clients. Based on
the proposal submitted, the company proposed a detailed fee schedule that explains the cost and services for
each description task.
(4th)
SA Nelson & Associates was ranked fourth. The company is filled with innovators who focus on building brands
and businesses. The team is proud to work with municipal clients no matter the size. Their goal is setting a
new standard for the marketing of municipalities in Florida. Since 2014, the company has provided grant
management services to the Gulf Consortium, the organization of the 23 Gulf Coast counties charges with
implementing $293 Million Dollars in funding from the Deepwater Horizon Settlement. Based on the proposal
submitted, the company proposed fees consisted of an hourly rate per staff member. Based on the proposal
submitted, the company proposed a detailed fee schedule that explains the cost and services for each
description task.
(5th)
Freeze Frame Marketing & Media, Inc. was ranked fifth. The company is committed to provide the most
efficient service to its clients. They are known for exploring options for partnership, both in the public and
private sectors to create events and the inclusion in major political and charitable events throughout South
Florida. Based on the proposal submitted, the company proposed a detailed fee schedule that explains the cost
and services for each description task.
(6th)
Fox Productions, LLC was ranked six. The company have assembled a team that includes veterans with both
public relations and marketing experience. With a team of over talented marketing, advertising, and creative
resources, they are available to meet the City's needs. Based on the proposal submitted, the company did not
submit a proposed detailed fee schedule which was requested in the RFP document. It was listed that a
monthly retainer will be agreed upon and the hourly services will be billed at a rate of $300 per hour.
(7th)
ESP Media Production Company was ranked seven. The company is uniquely positioned to carry out the scope
of services requested by the City with the experience and expertise of their staff. The company is one of the
fastest growing minority owned marketing firms in the state. Based on the proposal submitted, the company
did not submit a proposed detailed fee schedule which was requested in the RFP document. An hourly rate
was listed for staffing to include Senior Staff at $125 per hour, Professional Staff at $75 per hour, Clerical Staff
at $50 per hour, and All -Inclusive Hourly Fee of $250 per hour.
Financial Impact: Charges incurred for the remainder of this fiscal year will be charged to Non -Department
Account 19-519312, Other Professional Services. The adopted FY 23 Budget included $105,000 for these
services.
Proposed Action:
Staff recommends the City Commission approve the recommendation for Roar Media and authorize the City
Manager to enter into an agreement with said company.
Attachment:
Bid Certification
Bid Proposal
Committee Evaluation Forms
AGREEMENT FOR PUBLIC RELATIONS AND MARKETING FIRM
THIS IS AN AGREEMENT, dated the
day of , 2022, between:
THE CITY OF OPA-LOCKA, a Florida municipal corporation,
hereinafter "CITY"
and
ROAR MEDIA LLC, A FLORIDA LIMITED LIABILITY COMPANY
hereinafter "CONTRACTOR."
WITNESSETH:
In consideration of the mutual terms and conditions, promises, covenants, and payments
hereinafter set forth, CITY and CONTRACTOR agree as follows:
ARTICLE 1
PREAMBLE
In order to establish the background, context and form of reference for this Agreement and to
generally express the objectives, and intentions, of the respective parties herein, the following
statements, representations and explanations shall be accepted as predicates for the
undertakings and commitments included within the provisions which follow and may be relied
upon by the parties as essential elements of the mutual considerations upon which this Agreement
is based.
1.1 CITY is in need of a CONTRACTOR to provide the services for a project titled,
Public Relations and Marketing Consulting Services.
1.2 CITY finds it necessary to seek a professional, full service Public Relations and Marketing firm
to provide a comprehensive and innovative plan to keep the Community informed for CITY residents.
1.3 CITY issued RFP 22-0614100 ("RFP"), seeking a professional company with the knowledge
and ability to perform the services sought.
1.3 At its meeting of November 14, 2022, CITY selected CONTRACTOR to perform services needed
that will provide professional full services of a Public Relations and Marketing firm ("Plan").
1.4 Contractor's firm will be responsible for creating a unique, memorable identity for the City of
Opa-locka, collecting and analyzing data to develop a clear set of goals, policies and standards for
CITY's public image, developing a comprehensive public relations plan, advising on media and public
relations strategies in multi -disciplinary efforts to address possible changes to the CITY's physical and
social fabric. CONTRACTOR's project team agrees to demonstrate the necessary experience, skills, and
understanding to develop a Public Relations and Marketing services for the City.
ARTICLE 2 SCOPE
OF WORK
2.1 CONTRACTOR shall furnish all of the materials, tools, supplies, and labor necessary to
perform all of the work described in the Request for Proposals RFP 22-0614100, a copy of which
is attached hereto and specifically made a part of this Agreement as Exhibit "A", Scope of
Services.
2.2 CONTRACTOR shall abide by all specifications outlined in RFP 22-0614100 and response
to applicable RFP.
2.3 CONTRACTOR hereby represents to CITY, with full knowledge that CITY is relying upon
these representations when entering into this Agreement with CONTRACTOR, and that
CONTRACTOR has the professional expertise, experience and manpower to perform the services to
be provided by CONTRACTOR as set forth in CONTRACTOR's response to RFP.
2.3 CONTRACTOR assumes professional and technical responsibility for performance of its
services to be provided hereunder in accordance with applicable recognized professional
standards and relevant Florida Statutes.
ARTICLE 3
COMMENCEMENT OF SERVICES
3.1 The CONTRACTOR shall commence work as directed by CITY upon the effective date this
Agreement is executed by both parties.
ARTICLE 4
CONTRACT SUM
4.1 The CITY hereby agrees to pay CONTRACTOR for the faithful performance of this Agreement,
for work completed in accordance with this Agreement and RFP 22-0614100. The payment for
services pursuant to this Agreement shall not exceed One Hundred Forty Four Thousand Dollars
($144,000.00) per fiscal year.
4.2 CONTRACTOR shall be solely responsible for and shall provide for the payment of
workers compensation insurance coverage and premium, and all other insurance pursuant to
Article 5 below, withholding taxes, FICA, pension and profit-sharing contributions, retirement
contributions, if any, all remunerations; all labor contract compliance, and all other charges, fees,
permits and expenses associated with the employment of such personnel provided by
CONTRACTOR hereunder. CITY shall bear no responsibility for any such charge, fees, permits or
expenses associated with the employment of such personnel by CONTRACTOR.
4.3 Payment to CONTRACTOR for all tasks and charges under this Agreement shall be based
on the following conditions:
A. Disbursements. There are no reimbursable expenses associated with this
Agreement.
B. Payment Schedule. Invoices received from CONTRACTOR pursuant to this
Agreement will be reviewed by the appropriate financial staff. If services havebeen
rendered in conformity with the Agreement, the invoice will be sent to theCity of
Opa-locka's Finance Department for payment and may need to be subsequently
approved by the State of Florida.
C. Availability of Funds. CITY's performance and obligation to pay under this
Agreement is contingent upon an annual appropriation from the CITY.
D. Final Invoice. In order for both parties herein to close their books and records,the
CONTRACTOR will clearly state "final invoice" on the CONTRACTOR's final bill to
the CITY.
4.4 The making and acceptance of the final payment shall constitute a waiver of all claimsby
the CITY. It shall also constitute a waiver of all claims by the CONTRACTOR, except those
previously made and still unsettled.
ARTICLE 5
CONTRACTOR'S LIABILITY INSURANCE
5.1 The CONTRACTOR shall not commence work under this contract until it has obtained
all insurance required under this paragraph and such insurance has been approved by the CITY
nor shall the CONTRACTOR allow any Subcontractor to commence work on his sub -contract until all
similar such insurance required of the subcontractor has been obtained and approved.
5.2 Certificates of insurance, reflecting evidence of the required insurance, shall be filed with the
CITY prior to the commencement of the work. These Certificates shall contain a provision that
coverage afforded under these policies will not be canceled until at least thirty days (30) prior written
notice has been given to the CITY. Policies shall be issued by companies authorized to do business
under the laws of the State of Florida.
5.3 Financial Ratings must be no less than "A" in the latest edition of "Bests Key Rating
Guide", published by A.M. Best Guide.
5.4 Insurance shall be in force until all work required to be performed under the terms ofthe
Contract is satisfactorily completed as evidenced by the formal acceptance by the CITY.In the
event the insurance certificate provided indicates that the insurance shall terminate and lapse
during the period of this contract, then in that event, the CONTRACTOR 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 ofthe contract and
extension thereunder is in effect. The CONTRACTOR shall not continue to work pursuant to this
contract unless all required insurance remains in full force and effect.
5.5 Comprehensive General Liability insurance to cover bodily injury liability and property
damage liability with minimum limits of One Million Dollars ($1,000,000.00) per occurrences.
Exposures to be covered are:
• Premises and Operation
• Products/Completed Operations
• Broad Form Property Damages
• Broad Form Contractual Coverage applicable to this specific Agreement,
including any hold harmless and/or indemnification agreement.
• Personal Injury Coverage with Employee and Contractual Exclusions removed,with
minim limits of coverage equal to those required for Bodily Injury Liability and
Property Damage Liability.
Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00)
per occurrence combined single limit for Bodily Injury Liability and Property Damage
Liability. Coverage must be afforded on a form no more restrictive than the latest edition of
the Business Automobile Liability policy, without restrictive endorsements, and must
include:
• Owned vehicles
• Hired and Non -Owned Vehicles
• Employers' Non -Ownership.
5.6 The CONTRACTOR shall hold the CITY, the City of Opa-Locka their agents, and
employees, harmless on account of claims for damages to persons, property or premisesarising
out of the operations to complete this Agreement and name the CITY as an additionalinsured
under their policy.
5.7 The CITY reserves the right to require any other insurance coverage it deems
necessary depending upon the exposures.
ARTICLE 6
PROTECTION OF PROPERTY
6.1 At all times during the performance of this Contract, the CONTRACTOR shall protect the
CITY's property and properties adjoining the Project site from all damage whatsoever onaccount
of the work being carried on pursuant to this Agreement.
ARTICLE 7
CONTRACTOR'S INDEMNIFICATION
7.1 The CONTRACTOR agrees to release the CITY from and against any and all liability and
responsibility in connection with the above -mentioned matters. The CONTRACTOR further
agrees not to sue or seek any money or damages from CITY in connection with the above -
mentioned matters, except in the event that the CITY fails to pay to CONTRACTOR thefees and
costs as provided for in Article 4 herein.
7.2 The CONTRACTOR agrees to indemnify and hold harmless the CITY, its trustees, elected
and appointed officers, agents, servants and employees, from and against any and all claims,
demands, or causes of action of whatsoever kind or nature, and the resulting losses, costs,
expenses, reasonable attorneys' fees, liabilities, damages, orders, judgments, or decrees,sustained
by the CITY or any third party arising out of, or by reason of, or resulting from the
CONTRACTOR's negligent acts, errors, or omissions.
7.3 If a court of competent jurisdiction holds the CITY liable for certain tortuous acts of its
agents, officers, or employees, such liability shall be limited to the extent and limit provided in
768.28, Florida Statutes. This provision shall not be construed as a waiver of any right or defense
that the CITY may possess. The CITY specifically reserves all rights as against any and all claims
that may be brought.
ARTICLE 8
INDEPENDENT CONTRACTOR
8.1 This Agreement does not create an employee/employer relationship between the parties. It
is the intent of the parties that the CONTRACTOR is an independent contractor under this
Agreement and not the CITY's employee for all purposes, including but not limited to, the
application of the Fair Labor Standards Act minimum wage and overtime payments, Federal
Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the
provisions of the Internal Revenue Code, the State Workers Compensation Act, and the State
unemployment insurance law. The CONTRACTOR shall retain sole and absolute discretion in the
judgment of the manner and means of carrying out the CONTRACTOR's activities and
responsibilities hereunder provided. This Agreement shall not be construed as creating any joint
employment relationship between the CONTRACTOR and the CITY and the CITY will not be
liable for any obligation incurred by CONTRACTOR, including but not limited to unpaid
minimum wages and/or overtime premiums.
ARTICLE 9
CONTRACT BOND
9.1 The bond requirements for this Agreement shall be as follows:
NOT APPLICABLE
ARTICLE 10
CHANGES TO SCOPE OF WORK AND ADDITIONAL WORK
10.1 CITY or CONTRACTOR may request changes that would increase, decrease or otherwise
modify the Scope of Services/Basic Services to be provided under this Agreementas described in
Article 2 of this Agreement. Such changes or additional services must be in accordance with a
written amendment, executed by the parties hereto, with the same formality and with equality
and dignity prior to any deviation from the terms of this Agreement, including the initiation of
any additional or extra work. Each amendment shall at a minimum include the following
information on each project:
PROJECT NAME
PROJECT DESCRIPTION
ESTIMATED PROJECT COST
ESTIMATED COST FOR ADDITION OR CHANGE TO PROJECT CONTRACT
ESTIMATED PROJECT COMPLETION DATE
10.2 In no event will the CONTRACTOR be compensated for any work which has not been
described in a separate written agreement executed by the parties hereto.
ARTICLE 11
TERM AND TERMINATION
11.1 This Agreement shall commence upon execution of this Agreement and shall be effective
for one (1) fiscal year with a two (1) year renewable clause, subject to negotiation of terms with the
contractor and the concurrence of the City of 0pa-Locka City Commission, and availability of annual
appropriation
11.2 This Agreement may be terminated by either party for cause, or the CITY for
convenience, upon thirty (30) days written notice by the CITY to CONTRACTOR in which event
the CONTRACTOR shall be paid its compensation for services performed to termination date. In
the event that the CONTRACTOR abandons this Agreement or causes itto be terminated, he shall
indemnify the CITY against any loss pertaining to this terminationup to a maximum of the full
contracted fee amount. All finished or unfinished documents, data, studies, plans, surveys, and
reports prepared by CONTRACTOR shall become the property of CITY and shall be delivered by
CONTRACTOR to CITY.
ARTICLE 12
CONTRACT DOCUMENTS
12.1 CONTRACTOR and CITY hereby agree that the following Specification and Contract Documents,
which are attached hereto and made a part thereof, are fully incorporated herein and made a part of
this Agreement, as if written herein word for word: this Agreement; RFP 22-0614100, Exhibit "A",
and the Scope of Services attached hereto as Exhibit "B".
ARTICLE 13
MISCELLANEOUS
13.1 Legal Representation. It is acknowledged that each party to this Agreement had the
opportunity to be represented by counsel in the preparation of this Agreement and, accordingly,
the rule that a contract shall be interpreted strictly against the party preparingsame shall not
apply due to the joint contribution of both parties.
13.2 Assignments. This Agreement, or any interest herein, shall not be assigned, transferred,
or otherwise encumbered, under any circumstances, by CONTRACTOR withoutthe prior written
consent of CITY. For purposes of this Agreement, any change of ownershipof CONTRACTOR shall
constitute an assignment which requires CITY approval. However, this Agreement shall run to
the CITY and its successors and assigns.
13.3 Records. CONTRACTOR shall keep books and records and require any and all subcontractors
to keep books and records as may be necessary in order to record complete and correct entries as
to personnel hours charged to this engagement, and any expenses for which CONTRACTOR expects
to be reimbursed, if applicable. Such books and records will
be available at all reasonable times for examination and audit by CITY and shall be kept for aperiod
of three (3) years after the completion of all work to be performed pursuant to this Agreement.
Incomplete or incorrect entries in such books and records will be grounds for disallowance by
CITY of any fees or expenses based upon such entries.
CITY is a public agency subject to Chapter 119, Florida Statutes. To the extentCONTRACTOR is
acting on behalf of CITY pursuant to Section 119.0701, Florida Statutes, CONTRACTOR shall:
a. Keep and maintain public records that ordinarily and necessarily would be required
to be kept and maintained by CITY were CITY performing the services under this
agreement;
b. Provide the public with access to such public records on the same terms and
conditions that the County would provide the records and at a cost that does not exceed
that provided in Chapter 119, Florida Statutes, or as otherwise provided by law;
c. Ensure that public records that are exempt or that are confidential and exempt from
public record requirements are not disclosed except as authorized by law; and
d. Meet all requirements for retaining public records and transfer to CITY, at no cost,all
public records in possession of the CONTRACTOR upon termination of this Agreement
and destroy any duplicate public records that are exempt or confidentialand exempt. All
records stored electronically must be provided to the CITY.
13.4 Ownership of Documents. Reports, surveys, plans, studies and other data provided in
connection with this Agreement are and shall remain the property of CITY.
13.5 No Contingent Fees. CONTRACTOR warrants that it has not employed or retained any
company or person, other than a bona fide employee working solely for the CONTRACTOR, to
solicit or secure this Agreement, and that it has not paid or agreed to payany person, company,
corporation, individual or firm, other than a bona fide employee working solely for
CONTRACTOR, any fee, commission, percentage, gift, or other consideration contingent upon or
resulting from the award or making of this Agreement. For the breach or violation of this
provision, the CITY shall have the right to terminate the Agreement without liability at its
discretion, to deduct from the contract price, or otherwiserecover the full amount of such fee,
commission, percentage, gift or consideration.
13.6 Notice. Whenever any party desires to give notice unto any other party, it must be given
by written notice, sent by registered United States mail or national delivery service withverified
confirmation. If by mail, with return receipt requested, addressed to the party for whom it is
intended and the remaining party, at the places last specified, and the places for giving of notice
shall remain such until they shall have been changed by written notice in compliance with the
provisions of this section. For the present, the CONTRACTOR and the CITY designate the
following as the respective places for giving of notice:
CITY:
Copy To:
Contractor:
Darvin Williams, Interim City Manager
City of Opa-locka Municipal Complex
780 Fisherman Street, Fourth Floor Opa-
Locka, FL 33054
Burnadette Norris -Weeks, City Attorney
Burnadette Norris -Weeks, P.A.
401 North Avenue of the Arts
Fort Lauderdale, Florida 33311
Roar Media, LLC.
Jacques Hart, CEO
55 Miracle Mile, Suite 330
Coral Gables, FL 33134
13.7 Binding Authority. Each person signing this Agreement on behalf of either party
individually warrants that he or she has full legal power to execute this Agreement on behalfof the
party for whom he or she is signing, and to bind and obligate such party with respect to all
provisions contained in this Agreement.
13.8 Exhibits. Each Exhibit referred to in this Agreement forms an essential part of this
Agreement. The exhibits if not physically attached should be treated as part of this Agreement
and are incorporated herein by reference.
13.9 Headings. Headings herein are for convenience of reference only and shall not be
considered on any interpretation of this Agreement.
13.10 Severability. If any provision of this Agreement or application thereof to any person or
situation shall, to any extent, be held invalid or unenforceable, the remainder of this Agreement,
and the application of such provisions to persons or situations other than those asto which it shall
have been held invalid or unenforceable shall not be affected thereby, and shall continue in full
force and effect, and be enforced to the fullest extent permitted by law.
13.11 Governing Law. This Agreement shall be governed by the laws of the State of Floridawith
venue lying in Miami -Dade County, Florida.
13.12 Disputes. Any claim, objection, or dispute arising out of the terms of this Agreementshall
be litigated in the Eleventh Judicial Circuit Court in and for Miami -Dade County.
13.13 Attorney's Fees. To the extent authorized by law, in the event that either party brings suit for
enforcement of this Agreement, the prevailing party shall be entitled to attorney's fees and court
costs in addition to any other remedy afforded by law.
13.14 Extent of Agreement. This Agreement together with Contract Documents, attached as an
Exhibit hereto, as amended herein above represents the entire and integrated agreement between
the CITY and the CONTRACTOR and supersedes all prior negotiations, representations or
agreements, either written or oral.
13.15 Waiver. Failure of the CITY to insist upon strict performance of any provision or
condition of this Agreement, or to execute any right therein contained, shall not be construedas a
waiver or relinquishment for the future of any such provision, condition, or right, but thesame
shall remain in full force and effect.
13.16 Verification of Employment Eligibility. Consultant represents that Consultant and each
Subconsultant have registered with and use the E -Verify system maintained by the United
States Department of Homeland Security to verify the work authorization status of all newly
hired employees in compliance with the requirements of Section 448.095, Florida Statutes,
and that entry into this Agreement will not violate that statute. If Consultant violates this
section, Municipality may immediately terminate this Agreement for cause and Consultant
will be liable for all costs incurred by Municipality due to the termination.
IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the dayand
year first written above.
City of Opa-Locka
ATTEST:
BY:
Joanna Flores
City Clerk
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY:
Burnadette Norris -Weeks, City Attorney
Darvin Williams
Interim City Manager
CONTRACTOR: ROAR MEDIA, LLC.
WITNESSES:
BY:
Jacques Hart, CEO
ATTEST:
SECRETARY
STATE OF FLORIDA
COUNTY OF MIAMI-DADE)
)
) SS:
BEFORE ME, an officer duly authorized by law to administer oaths and take
acknowledgments, personally appeared as , of
a Florida corporation, and acknowledged executed the foregoing Agreement as the proper
official of , for the use and purposes mentioned in it and affixed the official seal ofthe
corporation, and that the instrument is the act and deed of that corporation.
IN WITNESS OF THE FOREGOING, I have set my hand and official seal at inthe State
and County aforesaid on this day of , 2022.
NOTARY PUBLIC
My Commission Expires:
EXHIBIT "A"
RFQ 2022-0614100 ("RFP"),
City of Opa-locka
RFP NO: 22-0614100
REQUEST FOR PROPOSAL (RFP)
PUBLIC RELATIONS AND MARKETING CONSULTANT
CITY OF OPA-LOCKA
PUBLIC RELATIONS AND MARKETING CONSULTANT
RFP NO. 22-0614100
TABLE OF CONTENTS
Subject Page Number
Cover 1
Table of Contents 2
Advertisement 3
Part I - Proposal Guidelines 4
Part II - Nature of Services Required 8
Part III - Proposal Requirements 10
Part IV - Evaluation of Proposals 12
Proposer Qualifications 14
Price Proposal 15
Debarment, Suspension Certification 17
Drug -Free Certification 19
Non -Collusion Affidavit 20
Non -Discrimination Affidavit 21
E -Verify Form 22
CITY OF OPA-LOCKA
REQUEST FOR PROPOSALS
RFP NO: 22-0614100
Public Relations and Marketing Consultant
Sealed Proposals for Public Relations and Marketing Consulting Services will be received by the City
of Opa-locka at the Office of the City Clerk, 780 Fisherman St, 4th Floor, Opa-locka, Florida 33054,
Tuesday, June 14, 2022 by 1:00 p.m. Any RFP Package received after the designated closing time
will be returned unopened. The City of Opa-locka will be accepting proposals by mail, however it is
your responsibility to submit your proposal by the due date. In addition, proposals may be submitted
via www.demandstar.com (e -bid). The address to submit sealed proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
An original and six (6) copies for a total of seven (7) plus 1 copy of the Proposal package on USB Flash
Drive in PDF format shall be submitted in sealed envelopes/packages addressed to the City Clerk, City
of Opa-locka, Florida, and marked RFP for Public Relations and Marketing Consultant.
Proposers desiring information for use in preparing proposals may obtain a set of such documents by
visiting the City's website at www.opalockafl.gov or www.demandstar.com.
The City reserves the right to accept or reject any and all proposals and to waive any technicalities or
irregularities therein. The City further reserves the right to award the contract to that proposer whose
proposal best complies with the RFP NO: 22-0614100 requirements. Proposers may not withdraw their
proposal for a period of ninety (90) days from the date set for the opening thereof.
A pre -bid meeting will be held on Tuesday, May 24, 2022 at 10:00 a.m. at 780 Fisherman Street, 4th
Floor (Human Resources Conference Room), Opa-locka, FL 33054 and via zoom.
Join Zoom Meeting
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Meeting ID: 463 801 3145
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City Clerk
Joanna Flores, CMC
CITY OF OPA-LOCKA
RFP NO. 22-0614100
PUBLIC RELATIONS AND MARKETING CONSULTANT
PART I
PROPOSAL GUIDELINES
1-1. Introduction: The City of Opa-locka is requesting proposals from qualified professional
consultants to provide Public Relations and Marketing consulting services on an as -needed and on-
going basis with experience in creating a unique brand/identity, memorable message development
and communication through multiple media formats.
1-2. Proposal Submission and Withdrawal: The City of Opa-locka will be accepting proposals
by mail, however it is your responsibility to submit your proposal by the due date. In addition,
proposals may be submitted via www.demandstar.com (e -bid). The City must receive all proposals
by 1:00 pm on Tuesday, June 14, 2022. The address to submit sealed proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as follows: RFP NO.
22-0614100 - Public Relations and Marketing Consultant. This package shall also include the
Proposer's return address.
Proposers may withdraw their proposals by notifying the City in writing at any time prior to the
deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer,
for a period of 90 days. Once opened, proposals become a record of the CITY and will not be
returned to the Proposer.
The City cautions proposers to assure actual delivery of mailed or hand -delivered proposals directly
to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054 prior to the
deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may
be made by calling (305) 688-4611 before proposal closing time. Any proposal received after the
established deadline will not be considered and will be returned unopened to the Proposer(s).
1-3. Number of Copies: Proposers shall submit an original and five (5) copies (a total of 6)
plus one copy on USB Flash Drive in PDF format of the proposal in a sealed, opaque package
marked as noted above. The Proposer will be responsible for timely delivery, whether by personal
delivery, US Mail or any other delivery medium.
1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses
incurred in connection with preparation of a response to this Request for Proposal. Proposers
14
should prepare their proposals simply and economically, providing a straightforward and concise
description of the Proposer's ability to meet the requirements of the RFP.
1-5. Inquiries: The City Clerk will receive written requests for clarification concerning the
meaning or interpretations of the RFP, until eight (8) days prior to the submittal date. City personnel
are authorized only to direct the attention of prospective Proposers to various portions of the RFP
so that they may read and interpret such for themselves. No employee of the City is authorized to
interpret any portion of this RFP or give information as to the requirements of the RFP in addition
to what is contained in the written RFP document.
1-6. Addenda: The City may record its response to inquiries and any supplemental instructions
in the form of written addenda. The City may distribute written addenda up to three (3) calendar
days before the date fixed for receiving the proposals. Proposers shall contact the City to ascertain
whether any addenda have been issued. Failure to do so could result in an unresponsive proposal.
Any oral explanation given before the RFP opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities or
inconsistencies should be brought to the attention of the City's Purchasing Agent through written
communication prior to the opening of the proposals.
1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who
submits the proposal judged by the City to be most advantageous.
The Proposer understands that this RFP does not constitute an offer or an Agreement with the
Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are
reviewed, accepted by appointed staff, the best proposal has been identified, approved by the
appropriate level of authority within the City and executed by all parties.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re -
advertise for other proposals.
1-8. Contractual Agreement: This RFP and Consultant/Contractor proposal shall be included
and incorporated in the final award. The order of contractual precedence will be the Contract or
Agreement document, original Terms and Conditions, and Proposer response. Any and all legal
action necessary to enforce the award will be held in Miami -Dade County and the contractual
obligations will be interpreted according to the laws of Florida. Any additional contract or
agreement requested for consideration by the Proposer must be attached and enclosed as
part of the proposal.
1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the
highest number of points will be ranked first; however, nothing herein will prevent the City from
assigning work to any firm deemed responsive and responsible.
The City reserves the right to further negotiate any proposal, including price, with the highest rated
Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the
right to negotiate and recommend award to the next highest Proposer or subsequent Proposers
until an agreement is reached.
1-10. Public Records: Upon award recommendation or ten (10) days after opening, whichever
15
occurs first, proposals become "public records" and shall be subject to public disclosure consistent
with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided
by law in the response to the RFP, and must identify the data or other materials to be protected, and
must state the reasons why such exclusion from public disclosure is necessary. Document files may
be examined, during normal working hours.
1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of
all news releases or other publicity pertaining to this RFP or the service, study or project to which
it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least
the minimum amounts and conditions specified herein. In the event the Proposer is a governmental
entity or a self -insured organization, different insurance requirements may apply.
Misrepresentation of any material fact, whether intentional or not, regarding the Proposer's
insurance coverage, policies or capabilities may be grounds for rejection of the proposal and
rescission of any ensuing Agreement.
1. Evidence of General Liability coverage with limits not less than $1,000,000 per
Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period);
2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per
Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period);
3. Evidence of Workers' Compensation coverage with statutory limits and Employer's
Liability coverage with limits not less than $100,000 (Including Policy Number and Policy
Period);
4.The City listed as an additional insured (this may be specifically limited to the specific
job(s) the contractor will be performing);
5. Minimum 30 -day written notice of cancellation.
1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in
the State of Florida at the time of RFP submittal. The proposal of any Proposer who is not fully
licensed and certified shall be rejected.
1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the
Department of Management Services' "Convicted Vendor List". This list is defined as consisting of
persons and affiliates who are disqualified from public contracting and purchasing process because
they have been found guilty of a public entity crime. No public entity shall award any contract to,
or transact any business in excess of the threshold amount provided in Section 287.017 Florida
Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted
Vendor List" for a period of thirty-six (36) months from the date that person or affiliate was placed
on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By
signing and submitting the RFP proposal forms, Proposer attests that they have not been placed on
the "Convicted Vendor List".
1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics of
the City of Opa-locka or the State of Florida with respect to this proposal, such Proposer may be
16
disqualified from performing the work described in this proposal or from furnishing the goods or
services for which the proposal is submitted and shall be further disqualified from submitting any
future proposals for work, goods or services for the City of Opa-locka.
1-16. Drug -Free Workplace: Preference shall be given to businesses with Drug -Free Work Place
(DFW) programs. Whenever two or more proposals which are equal with respect to price, quality,
and service are received by the City for the procurement of commodities or contractual services, a
proposal received from a business that completes the attached DFW form certifying that it is a DFW
shall be given preference in the award process.
1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes,
and give all notices necessary and incidental to the due and lawful prosecution of the work.
1-18. Protests: Protests of the plans, specifications, and other requirements of the Request for
Proposal and bids must be received in writing by the City Clerk's Office at least ten (10) working
days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must
be included. Protests of the award or intended award of the bid or contract must be in writing and
received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed
explanation of the protest must be included.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by the City at any
time and for any reason in accordance with this clause whenever the City shall determine that such
termination is in the best interest of the City. Any such termination shall be affected by the delivery to the
contractor at least five (5) working days before the effective date of a Notice of Termination specifying the
extent to which performance shall be terminated and the date upon which termination becomes effective.
An equitable adjustment in the contract price shall be made for the completed service, but no amount shall
be allowed for anticipated profit on unperformed services.
17
PART II
NATURE OF SERVICES REQUIRED
2-1 PURPOSE AND SCOPE OF WORK
The City of Opa-locka seeks a professional, full -service Public Relations & Marketing firm that will provide a
comprehensive and innovative plan that will:
• Increase awareness of the City's mission and goals to all stakeholders within the community,
• Inform the community about the City's plans and ongoing projects,
• Garner public and community support and understanding of the City's initiatives and programs,
• Be proactive in identifying and responding to any potential issue that may affect the City of Opa-
locka.
Qualified firms must demonstrate competence and experience in all areas of expertise required by
the scope of services, including, but not limited to: crisis management, brand/identity creation,
message development and delivery, event planning, execution and communication, design, costing,
placement, and prioritizing multi -phased communication campaigns. Qualified firms must also
demonstrate competence in graphic and oral communication to large diverse groups and expertise
in facilitating consensus from multiple public and private interests. Of particular importance is the
ability to develop a branding/PR Campaign to increase positive perceptions of the City of Opa-locka.
Specific tasks may include the following:
• Creating a unique, memorable identity for the City of Opa-locka
• Developing a comprehensive public relations plan
• Reviewing and updating the City's web and social media strategies
• Creating slogan/logo/tag line/etc. as appropriate
• Directing City communications when the City faces a crisis situation
• Improve the public and private sector's perception of the City
• Advising on media/public relations strategies in multi -disciplinary
possible changes to the City's physical and social fabric
• Developing and maintaining a diverse media distribution list and
behalf of the City of Opa-locka
• Create/Design flyers for City events and functions
• Assist City with planning major events
2-2 PROPOSER QUALIFICATIONS
efforts to address
media contacts on
Adequate information and documentation must be provided in the Proposal to support or confirm
satisfaction of the required qualifications below:
• The Proposer shall have extensive experience, expertise and reliability in providing
public relations and marketing services; established reputation in the public relations
and marketing community, particularly with governmental clients; Proposer must have
a minimum of five (5) years of consecutive and successful experience in the
aforementioned areas.
• Proposer's track record in providing public relations and marketing services to
governmental agencies as well as private firms (Please provide a list of current and
relevant projects, including client names, titles, phone numbers and email address.
18
Please ensure that contact information is current.)
• Project Manager shall have a minimum of five (5) year experience in public relations and
marketing services.
2-3 TERM OF CONTRACT
The term of the contract is anticipated to be one (1) fiscal year with a two (1) year renewable clause,
subject to negotiation of terms with the contractor and the concurrence of the City of Opa-locka City
Commission and availability of annual appropriation.
19
PART III
1
PROPOSAL REQUIREMENTS
3-1 RULES FOR PROPOSALS
In order to maintain comparability and enhance the review process, proposals shall be organized in
the manner specified below and include all information required herein. The proposal must name
all persons or entities interested in the proposal as principals. The proposal must declare that it is
made without collusion with any other person or entity submitting a proposal pursuant to this RFP.
3-2 SUBMISSION OF PROPOSALS
The proposal shall be submitted on 8 1/2 "x 11" paper, portrait orientation, with headings and
sections numbered appropriately. Ensure that all information is written legibly or typed. The
following should be submitted for a proposing firm to be considered:
3.2.1 Cover Page - Show the name of Proposer's agency/firm, address, telephone number, name of contact
person, date, and the proposal number and description.
3.2.2 Tab 1 - Table of Contents
Include a clear identification of the material by section and by page number.
3.2.3 Tab 2 - Letter of Transmittal
3.2.3.1 Limit to one or two pages.
3.2.3.2 Briefly state the Proposers understanding of the work to be done and make a positive
commitment to perform the work.
3.2.3.3 Give the names of the persons who will be authorized to make representations for the
Proposer, their titles, addresses and telephone numbers.
3.2.3.4 Provide an official signature of a Corporate Officer certifying the contents of the Proposer's
responses to the City's Request for Proposal.
3.2.4 Tab 3 - General Information
3.2.4.1 Name of Business.
3.2.4.2 Mailing Address and Phone Number.
3.2.4.3 Names and contact information of persons to be contacted for information or services if
different from name of person in charge.
3.2.4.4 Normal business hours.
3.2.4.5 State if business is local, national, or international and indicate the business legal status
(corporation, partnership, etc.).
3.2.4.6 Give the date business was organized and/or incorporated, and where.
3.2.4.7 Give the location of the office from which the work is to be done and the number of
professional staff employees at that office.
3.2.4.8 Indicate whether the business is a parent or subsidiary in a group of firms/agencies. If it is,
please state the name of the parent company.
3.2.4.9 State if the business is licensed, permitted and/or certified to do business in the State of
Florida and attach copies of all such licenses issued to the business entity.
20
3.2.5 Tab 4 - Project Approach
Describe in detail your proposal to fulfill the requirements of the scope of services listed in section 2.2 of
this RFP.
3.2.6 Tab 5 - Experience and Qualifications
3.2.6.1 Specify the number of years the Proposer has been in business.
3.2.6.2 Identify the Proposer's qualifications to perform the services identified in this RFP as listed
in section 2-2 of the Scope of Services.
3.2.6.3 Provide examples of marketing materials, press releases, etc. as described in the Scope of
Services.
3.2.6.4 Identify the specific individual who would serve the City on a day-to-day basis as a primary
point of contact and be responsible for the service of the Proposer. The individuals identified shall
be available within 24 hours' notice by telephone to accomplish the following:
• Attend meetings
• Respond to telephone calls
• Respond to specific inquiries
• Draft and release press releases
Include resumes, not exceeding one page each, of all key personnel who will be assigned to the Program.
3.2.7 Tab 6 - Schedule
3.2.7.1 Include a timetable that identifies the amount of time required to complete each component
of the Program.
3.2.7.2 Indicate the earliest available start date for your project team.
3.2.7.3 Indicate the project completion date based on the date provided in 3.2.7.1.
3.2.8 Tab 7 - Pricing of Services
3.2.8.1 Fee basis should be an all-inclusive, hourly fee. Provide a detailed price breakdown including
fees itemized for the following staff: a. Senior Staff; b. Professional staff; c. Clerical Staff.
3.2.9 Tab 8 - References
3.2.9.1 List a minimum of three (3) references in Florida for which the proposer has provided
marketing and public relations consulting services. Include the name of the organization, brief
description of the project, name of contact person telephone number and email address.
3.2.10 Tab 9 - Additional Forms
Proposers must compete and submit as part of its Proposal all of the following forms and/or
documents
• Proposer Qualifications
• Certification regarding debarment and suspension
• Drug Free workplace certification
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED DOCUMENTATION MAY DISQUALIFY PROPOSER.
21
PART IV
EVALUATION OF PROPOSALS
4-1 SELECTION COMMITTEE
A Selection Committee will convene, review and discuss all proposals submitted.
The Selection Committee will use a point formula during the review process to score proposals and
assign points in the evaluation process in accordance with the evaluation criteria. The Proposer
shall satisfy and explicitly respond to all the requirements of the RFP including a detailed
explanation of how the services shall be performed.
4-2 EVALUATION CRITERIA
Category
Points
Experience and Qualifications of professional personnel assigned to project
1. Number of years providing Public Relations and Marketing services
2. Qualifications and experience of assigned staff
3. Licensing
4. Adherence to requirements, forms and qualifications listed in this RFP
25
References
1. Performance of similar projects for governmental clients including
least three references
at
10
Resources and approach
1. Adequate resources (financial, equipment, facilities)
2. Capability to undertake the required performance period
3. Proposed plan and approach to fulfilling scope
30
Price Proposal
1. Cost of proposed services
2. Value of added services
35
TOTAL
100
4-3 ORAL PRESENTATIONS
Proposers may be required to make individual presentations to the City Selection Committee in
order to clarify their proposals. Only those firms with the highest rated scores in accordance with
the stated criteria and their weights will be invited to give oral presentations. However, the City
has the right to accept the best proposal as submitted, without discussion or negotiation.
If the City determines that such presentations are needed, a time and place will be scheduled for
oral presentations. Each Proposer shall be prepared to discuss and substantiate any of the areas of
the proposal submitted, and its qualifications to perform the specified services. During the oral
presentations, the Proposers should relate their discussion to the evaluation criteria, which will
include (but not be limited to) their approach to the project. The proposed Project Manager must
be in attendance.
22
The Evaluation Criteria may be changed for the oral presentations evaluation phase. References
and site visits (if completed) shall be included in the final evaluation criteria, along with other
criteria and weights as determined by the Selection Committee. Finalists will be informed as to the
revised criteria, if any, prior to their oral presentation.
Additionally, prior to award of an Agreement pursuant to this RFP, the City may require Proposers
to submit such additional information bearing upon the Proposer's ability to perform the services
in the Agreement as the City deems appropriate.
4-4 FINAL SELECTION
The City of Opa-locka will select the firm that meets the best interests of the City. The City shall be
the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The
City's decisions will be final. Following the notification of the selected firm, it is expected that an
Agreement will be executed between both parties. City staff will recommend award to the
responsible Proposer whose proposal is determined to provide overall best value to the City,
considering the evaluation factors in this RFP.
4-5 AWARD AND CONTRACT EXECUTION
After review by the Selection Committee of the proposals and oral presentations a recommendation
will be made to the City Manager for submission to the City Commission for final approval. Upon
Commission authorization, contract negotiations will be initiated with the first ranked firm. If those
negotiations are unsuccessful, the City will formally terminate negotiations with the first ranked
firm and will commence contract negotiations with the next ranked firm, etc. Upon successful
contract negotiations with the prevailing firm, the remaining firms will be notified that the process
has been completed and that they were not selected.
23
RFP NO. 22-0614100
PUBLIC RELATIONS AND MARKETING CONSULTING SERVICES
PROPOSER QUALIFICATIONS
The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's
Occupational License in the area of their fixed business location. The following information MUST
be completed and submitted with the proposal to be considered:
1. Legal Name and Address:
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation () Partnership () Individual ()
3. If Corporation, state:
Date of Incorporation: State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of
such authorization:
5. Name and Title of Principal Officers Date Elected:
6. The length of time in business: years
7. The length of time (continuous) in business as a service organization in Florida:
years
8. Provide a list of at least three commercial or government references that the bidder has
supplied service/commodities meeting the requirements of the City of Opa-locka
specification, during the last twenty-four months.
9. A copy of County and/or Municipal Occupational License(s)
Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-locka and will be a factor considered in awarding
any resulting contract. The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-locka, can sufficiently and efficiently perform
all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are
in conflict, the most stringent requirement shall apply.
24
RFP NO: 22-0614100
PRICE PROPOSAL FORM
PUBLIC RELATIONS AND MARKETING CONSULTING SERVICES
Firms must use the Cost Proposal below to submit your Firm's cost for this project indicated in the Scope of
Service herein.
The City reserves the right to increase, decrease, and/or choose the items and quantities below for the Project
to meet its available budget using the hourly rates provided below.
Proposing firm must completely fill out each row below. Please note payments will be made on a monthly
basis based on progress payments.
The City may award multiple firms as available, by description or task, or in its entirety, as deemed in the
best interest of the City.
Your firm must provide a detailed fee schedule that explains the cost and services for each description of
task.
ITEM
DESCRIPTION OF TASK
HOURLY RATE:
YEAR 1
YEAR 2
YEAR 3
1.
Marketing and Branding Plan
$
$
$
$
2.
Public Relations
$
$
$
$
3.
Press releases generation and
distribution
$
$
$
$
4.
Social media account and management
$
$
$
$
5.
Email newsletter
$
$
$
$
6.
Email blasts
$
$
$
$
7.
Blogs
$
$
$
$
8.
Websites
$
$
$
$
9.
Specialized marketing
$
$
$
$
10.
Promotional services
$
$
$
$
11.
Crisis management
$
$
$
$
12.
Consultation services
$
$
$
$
13.
Photography
$
$
$
$
14.
Videography
$
$
$
$
TOTAL PER YEAR:
$
$
$
25
ADDITIONAL SERVICES:
PLEASE DESCRIBE BELOW IN ROWS 1-4:
ITEM
DESCRIPTION OF TASK
HOURLY RATE:
YEAR 1
YEAR 2
YEAR 3
1.
$
$
$
$
2.
$
$
$
$
3.
$
$
$
$
4.
$
$
$
$
SUBMITTED THIS
BID SUBMITTED BY:
DAY OF
2022.
Company Telephone Number
Name of Person Authorized to Submit
Bid
Signature
Title
Fax Number
Email Address
26
CITY OF OPA-LOCKA
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
PROPOSED DEBARMENT AND OTHER MATTERS OF
RESPONSIBILITY
1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its
Principals:
A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the
award of contracts by any Federal agency.
B. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment
rendered against them for: commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract;
violation of Federal or state antitrust statutes relating to the submission of offers; or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements,
tax evasion, or receiving stolen property; and
C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity
with, commission of any of the offenses enumerated in paragraph 1-B of this provision.
2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts
terminated for default by any City, County, State, Federal, or other agency.
A. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and,
persons having primary management or supervisory responsibilities within a business entity (e.g.,
general manager; plant manager; head of a subsidiary, division, or business segment, and similar
positions). This Certification Concerns a Matter Within the jurisdiction of an Agency of the United
States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject
to Prosecution Under Section 1001, Title 18, United States Code.
B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any time prior
to contract award, the Proposer learns that its certification was erroneous when submitted or has
become erroneous by reason of changed circumstances.
C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily
result in withholding of an award under this solicitation. However, the certification will be
considered in connection with a determination of the Proposer's responsibility. Failure of the
Proposer to furnish a certification or provide such additional information as requested by the
Contracting Officer may render the Proposer non -responsive.
D. Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render, in good faith, the certification required by paragraph (a) of this provision.
The knowledge and information of an Proposer is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
E. The certification in paragraph (a) of this provision is a material representation of fact upon which
reliance was placed when making award. If it is later determined that the Proposer knowingly
rendered an erroneous certification, in addition to other remedies available to the Government, the
Contracting Officer may terminate the contract resulting from this solicitation for default.
27
AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES FULLY
WITH THE ABOVE REQUIREMENTS.
Signature
Printed Name
28
CITY OF OPA-LOCKA
RFP NO. 22-0614100
DRUG -FREE WORKPLACE CERTIFICATION FORM
Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and
service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual
services, a bid/proposal received from a business that certifies that it has implemented a drug -free
workplace program shall be given preference in the award process. In order to have a drug -free
workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of controlled substances is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction on or plea
of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any controlled
substance law of the United States or any singular state, for a violation occurring in the
workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community by any employee
who is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of Section 287.087, Florida Statutes.
This Certification is submitted by the
(Name)
of
(Title/Position) (Company)
who does hereby certify that said Company has implemented a drug -free workplace program, which
meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1)
through (6) above.
Date Signature
29
CITY OF OPA-LOCKA
NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA - COUNTY OF MIAMI DADE
being first duly sworn, deposes and says that:
(1) He/She/They is/are the
(Owner, Partner, Officer, Representative or Agent) of
the PROPOSER that has submitted the attached proposal;
(2) He/She/They is/are fully informed respecting the preparation and contents of the attached
Proposal and of all pertinent circumstances respecting such Proposal;
(3) Such Proposal is genuine and is not a collusive or sham Proposal;
(4) Neither the said PROPOSER nor any of its officers, partners, owners, agents, representatives,
employees or parties in interest, including this affiant, have in any way colluded, conspired,
connived or agreed, directly or indirectly, with any other PROPOSER, firm, or person to submit a
collusive or sham Proposal in connection with the Work for which the attached Proposal has been
submitted; or to refrain from Proposing in connection with such Work; or have in any manner,
directly or indirectly, sought by agreement or collusion, or communication, or conference with
any PROPOSER, firm, or person to fix any overhead, profit, or cost elements of the Proposal or of
any other PROPOSER, or to fix any overhead, profit, or cost elements of the Proposed Price or the
Proposed Price of any other PROPOSER, or to secure through any collusion, conspiracy,
connivance, or unlawful agreement any advantage against (Recipient), or any person interested
in the proposed Work;
(5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any
collusion, conspiracy, connivance, or unlawful agreement on the part of the PROPOSER or any
other of its agents, representatives, owners, employees or parties of interest, including this
affiant.
Signed, sealed and delivered in the presence of:
By:
Witness Signature
Witness Print Name and Title
30
NON-DISCRIMINATION AFFIDAVIT
I, the undersigned, hereby duly sworn, depose and say that the organization, business or entity
represented herein shall not discriminate against any person in its operations, activities or delivery of
services under any agreement it enters into with the City of Opa-locka. The same shall affirmatively comply
with all applicable provisions of federal, state and local equal employment laws and shall not engage in or
commit any discriminatory practice against any person based on race, age, religion, color, gender, sexual
orientation, national origin, marital status, physical or mental disability, political affiliation or any other
factor which cannot be lawfully used as a basis for service delivery.
By:
Title:
State of Florida County of
The foregoing instrument was acknowledged before me via pl- ical presence OR onlin❑
notarizations this day of , 2022.
By
Personally known OR produced identification
Notary Public
My Commission Expires
E -VERIFY
Effective January 1, 2021, public and private employers, contractors and subcontractors will be
required to register with, and use of the E -verify system in order to verify the work authorization
status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to
utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment
eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within
Florida during the term of the contract; and
b) All persons (including sub-vendors/sub-contractors) assigned by Vendor /Consultant/
Contractor to perform work pursuant to the contract with the Department. The Vendor
/Consultant/ Contractor acknowledges and agrees that use of the U.S. Department of Homeland
Security's E -Verify System during the term of the contract is a condition of the contract with the
City; and
By entering into a Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095,
Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not limited to utilization
of the E -Verify System to verify the work authorization status of all newly hired employees, and requiring all
subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or
subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the duration
of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor knowingly
violates the statute, the subcontract must be terminated immediately. If t contract is terminated for a violation
of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of 1 year
after the date of termination. The Contractor acknowledges it is liable to the City for any additional costs as
a result of termination of the contract due to Contractor's failure to comply with the provisions herein.
E -VERIFY FORM
Definitions:
"Contractor" means a person or entity that has entered or is attempting to enter into a contract with a public
employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other
remuneration.
"Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or
another subcontractor in exchange for salary, wages, or other remuneration.
Effective January 1, 2021, public and private employers, contractors and subcontractors will begin required
registration with, and use of the E -verify system in order to verify the work authorization status of all newly
hired employees. Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S. Department of
Homeland Security's E -Verify System to verify the employment eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within
Florida during the term of the contract; and
b) All persons (including sub-vendors/subcompanies/subcontractors) assigned by
Vendor/Consultant/Contractor to perform work pursuant to the contract with the Department. The
Vendor/Consultant/Contractor acknowledges and agrees that use of the U.S. Department of
Homeland Security's E -Verify System during the term of the contract is a condition of the contract
with the City of Opa-locka; and
Should vendor become successful Contractor awarded for the above -named project, by entering into this
Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat.,
"Employment Eligibility," as amended from time to time. This includes but is not limited to utilization of the
E -Verify System to verify the work authorization status of all newly hired employees, and requiring all
subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or
subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the
duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor
knowingly violates the statute, the subcontract must be terminated immediately. If this contract is
terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public
contract for a period of 1 year after the date of termination.
Company Name:
Authorized Signature:
Print Name:
Title:
Date:
EXHIBIT B
PROGRAM OVERVIEW
To support the City of Opa-locka's mission and impact by re -envisioning its brand;
raising awareness of its work and engaging with its various stakeholders through a
strategic, integrated, marketing and communications program
PROGRAM GOALS
Roar Media will implement the program with the aim to achieve the following goals:
• Incorporate campaign messaging and branding for the centennial celebration in 2026,
and re -conceptualize the "I Am Opa-locka" campaign
• Establish a direct connection to city residents in the form of public relations and social
media tactics
• Improve the city's website copy with improved sections dedicated to news, events,
and legislative updates
• Develop a brand style guide for all city communications, including email templates
and social media graphics
• Establish a research methodology to better understand the needs of the Opa-locka
community in the form of interviews and surveys
• Gain a finger on the pulse of all city activities that can be drafted and disseminated
into digestible and engaging pieces, such as news releases, social posts, and e -
blasts, etc.
• Measure and quantify marketing impact and results
TARGET AUDIENCES
Roar Media will target the following audiences locally, regionally and nationally:
• Prospective and current residents
• Prospective and current businesses
• Community and business leaders and other leading organizations and associations
• City employees
• Region's opinion makers and district/state politicians
• Media and influencers
DELIVERABLES
Roar Media will provide a turnkey program and a one -stop solution for the City of Opa-
locka, working closely with the City of Opa-locka team as its marketing -communications
agency of record. Toward that end, Roar Media will develop and implement a successful
program that is integrated with City of Opa-locka's growth and communications goals,
and includes the following deliverables:
• Public relations: Roar Media will work to secure ongoing positive publicity in
targeted print, broadcast and online media outlets that reach target audiences. This
work includes:
o Conceptualizing unique community events and experiential activations
o Brainstorming and presenting storylines and topics
o Monitoring the news cycle and identifying news -of -the -day media opportunities for
thought -leadership commentary
o Conducting ongoing media outreach
o News release development only as needed to secure media coverage
o Coordinating/supervising interviews to help ensure successful outcomes
o Providing media clips
o Vetting incoming inquiries and providing recommendations for handling
o Conducting (1) media -training workshop per annum for designated city staff and
elected officials
o Media materials: boilerplate creation; copyediting for commissioner biographies
o Crisis communications, including counsel and proactive execution
• Email newsletter: Development and dissemination of an monthly e -newsletter, along
with a concerted campaign supporting awareness of its existence in the form of
mailers, posters, and social posts.
• Digital event flyers: Design and develop event flyers which may be posted in social
media, newsletter or via email blasts not to exceed 6 per month.
• Website edits: Update website content with bi-monthly meetings, including the CRA
section. Roar Media will collect edits throughput the month and will make website
edits b -monthly not to exceed mor than 4 -hours of web -development per month.
• Messaging and positioning: Conduct a messaging and positioning workshop to
establish a messaging and positioning platform that will serve as a baseline for
ongoing marketing -communications materials. The messaging platform will consist of
the development of a new tagline, mission and vision statement, "is a" statement,
brand pillars, unique value propositions per target audience and news release
boilerplate
• Brand Style Guide: Develop (1) unified brand style guide only for the City Opa-locka
for internal and external communications.
• Resident and business market research: Interview and survey residents and
businesses once per year.
• Tracking and measurement: Roar Media will establish and provide media reporting
to highlight the impact of the program through:
o Reporting scorecard design and development
o Monthly campaign reporting
• Social Media: See a complete chart of social media services below:
STRATEGY, CONCEPT, CONFIGURATION
VOLUME OR FREQUENCY
Annual strategic planning and content strategy 1 per year
Conceptualization and ideation for campaigns,
shoots, experiential ideas, etc.
Establish an lnstagram and Twitter account
including new social media skins
Social media visual style guide
CONTENT CREATION AND PRODUCTION
Content calendar development
2 per year (once quarterly)
1 -time
1 per year
VOLUME OR FREQUENCY
Ongoing
Content capture: Conduct "day -of" on -premise Not included. Content capture and photography will
content capture shoots be provided by the photographer on contract
Lifestyle photoshoots
2 per year* Fees not included
In -feed posts (still images, carousels, art cards) 12+/- per month, per channel
Stories
Reels
SOCIAL MEDIA MANAGEMENT
Scheduling and posting
Community management
Reporting and insights
PAID SOCIAL MEDIA
4+/- per month, per channel
4+/- per month, per channel
VOLUME OR FREQUENCY
Ongoing
Ongoing
1 per month
VOLUME OR FREQUENCY
Annual paid media strategy and planning 1 per year
Account transfer, set-up and configuration with
tracking 1 per year
Media placement, execution and optimization Ongoing
Paid media (social media boosting and
amplification of on -feed posts Ongoing
Paid social media ad campaigns 4 per year (quarterly) or as needed
Reporting
Notes:
Content may be repurposed and adapted from
both IG, FB, and Twitter
1 per month
ACCOUNT MANAGEMENT
Having worked on all sides of the fence -- the customer, agency and media side — Roar
Media has developed a unique, effective client services approach that ensures the
success of our programs, creates positive working relationships, and delivers high -
impact outcomes. We envision applying a similar methodology to managing our program.
Client services includes:
Maintain and update detailed online "action tracker agendas" to provide accurate,
updated customer reporting and transparency about the progress of our program and
manage our work monthly:
• Conduct scheduled bi-weekly conference calls or meetings
• Schedule and attend ad hoc conference and and/or meetings as needed
• Provide monthly program reporting
ASSIGNED TEAM MEMBERS
The account services team assigned will include the following Roar Media team
members:
• 1 Managing partner to oversee media strategy and direction
• 1 Account executive or supervisor, client services
• 1 Digital advertising specialists
• 1 Senior public relations account executive
• 1 Junior public relations account executive
• 2 Social media specialists
• 1 website developer
• 1 Copy writer as needed
• 1 Sr. graphic designer
• 1 Jr. graphic designer
• 1 VFX artist (animator) as needed
PROGRAM CONSIDERATIONS
To ensure the best possible results, the City of Opa-locka will use commercially
reasonable efforts to provide Roar Media:
• Timely approvals of materials and responses
• One team member at the City of Opa-locka who will serve as central day-to-day
contact for Roar Media whom will work provide the requisite access and assets, gain
consensus internally and provide consolidated feedback and approvals to Roar
Media
• Assign one team member to function as a spokesperson to the media
• Access to all requisite digital advertising platforms, channels and assets as deemed
necessary by City of Opa-locka including but not limited to brand and property assets
(i.e., logos, photos and videos, social media accounts, websites, advertising
managers, etc.)
• Make introductions to key dept. heads and other stakeholders as needed to advance
our program
• Provide Roar Media team members with an orientation and introduction to the City of
Opa-locka, its mission, vision, history, departments and various partners (I.e., police
dept. CRA, etc.)
• For the purposes of the email newsletter, flyers, events, and other communications
deliverables, the City of Opa-locka will provide all details to Roar Media such that the
agency can accurately describe and communicate the nature of the communication.
These details include the who, what, when, where and how. To make this information
collection easier for the City of Opa-locka, Roar Media will develop an easy -to -use
form and project brief to collect this information.
• Roar Media will collaborate and support the Police dept.'s Public Information Officer.
As such, it is anticipated that the PIO will handle all crime and crisis related
information whereby Roar Media will handle positive news, developments and
information
• Share feedback and input on Roar Media's performance and the quality of its
deliverables in a timely manner
• Clear direction, expectations, and communications
PROGRAM EXCLUDES
The program and scope does not include marketing strategy, execution and reporting for
the following city partners and entities. It does however include conducting occasional
media outreach, social media posting and website edits when initiatives or developments
from these partners and stakeholders are important and relevant to the city and favorably
support the city's effort to share and disseminate important news and information.
• CRA marketing and communications
• Mainstreet Opa-locka
• Chamber of Commerce activities
Additional excluded deliverables:
• Graphic design work not included in the scope below
• Master photoshoots which may be required to conduct to create a robust library of
content needed to fuel our social media and events program
• Event conceptualization, logistics, and management
• Internal communications: The scope of this work is not intended to support internal
communications for the city's various dept.'s and its employees, rather external
communications to the public, residents and media.
• Printed newsletter: Roar Media will endeavor to include a printed newsletter in this
agreement; however, the scope of this work is still undefined (i.e., format, length, content
sections, frequency, distribution, etc. Until these elements are determined, the printed
newsletter is not included in the scope of this program.
• City logo redesign and identity rebrand
• New website design and development
• Website hosting
PROGRAM FEES
Monthly program fees: $12,000 per month
Term: 12 months with the option to renew
This program fee includes all the strategies and tactics outlined in this document, except
for the following; However, the following services/deliverables are not included in this
scope of work but can be managed with a 15% production management fee:
▪ Third -party licensing fees: Third -party fees which will be subject to the industry
standard 15% management fee calculated on the fees charged by such parties. Third
-party fees may include: licensed photography and videography, news release
distribution via Business Wire or the like, news media monitoring and reporting
service, custom website plugins, email distribution system and customer relationship
management software, etc.
▪ Media buying: Traditional, digital and social media ad buys, placement, optimization,
management and reporting which will be subject to a 15% paid media management
fee
• Print production: Sourcing, quoting and print production management for printed
collateral items will be subject to the industry standard 15% production management
fee
■ Custom and/or licensed photography and videography
■ Project changes: Add-ons not outlined in this document will be billed separately.
■ Roar Media will not incur any additional expenses without prior written approval from
the City of Opa-locka.