city of lake helenlakehelen.com/clerk/agendas/20170714workshopagendapacket.pdf · 7/14/2017 ·...

City of Lake Helen Volusia County, Florida

Mayor Buddy Snowden Vice Mayor Vernon J. Burton Commissioner Tom Wilson

Commissioner Michael Woods Commissioner Jim Connell

P.O. Box 39 Lake Helen, F lor ida 32744 Telephone (386) 228‐2121 FAX (386) 228‐9714

LAKE HELEN CITY COMMISSION

WORKSHOP July 14, 2017 at 11:00 A.M.

City Commission First Floor Conference Room 327 S. Lakeview Drive, Lake Helen

AGENDA Any individual wishing to speak before the City Commission regarding any item on the agenda must fill out and submit a BLUE speaker card to the City Clerk, be recognized by the Mayor, and limit his/her remarks to three minutes unless otherwise directed by the City Commission. Any individual wishing to speak to the City Commission during the Public Forum portion of the agenda must fill out and submit a YELLOW speaker card to the City Clerk, be recognized by the Mayor, and limit his/her remarks to three minutes unless otherwise directed by the City Commission. The Public Forum portion of the agenda is reserved for citizens to address the City Commission regarding items/issues that are not on the agenda.

CALL TO ORDER: Mayor Snowden CEREMONINAL MATTERS: 1. LEGISLATIVE PRAYER 2. PLEDGE OF ALLEGIANCE WORKSHOP BUSINESS OF THE COMMISSION: 1. DELETIONS OR MODIFICATIONS TO AGENDA 2. PUBLIC FORUM: Yellow Cards – For any individual wishing to speak to any issue not on the agenda.

Comments will be limited to three minutes unless otherwise directed by the City Commission. Person wishing to speak must approach the front podium, give name and address.

3. COMMISSION DISCUSSION:

3a. Discussion of Land Development Review Guide 3b. Discussion of Assessments 3c. Discussion of RFP for Events Management

4. COMMISSIONER TOPICS BY ZONE

5. ADJOURNMENT The City Commission may discuss other issues related to these matters or any other issues relating to City business or take action on any matters relating to City government at the aforementioned meeting. If any person decides to appeal any decision by the Lake Helen City Commission with respect to any matter considered at the above meeting, he/she will need a record of the proceedings, including all testimony and evidence upon which the appeal is based. To that end, such person will need to insure that a verbatim record of the proceedings is made. The City of Lake Helen does not provide this record. Individuals with disabilities needing to participate in any of these proceedings should contact the City offices at least three (3) working days in advance of the meeting date and time at (386) 228-2121.

City of Lake Helen Agenda Memorandum

Workshop Workshop Date: July 14, 2017 Commission Discussion: 3a. Discussion of Land Development Review Guide City Attorney Scott Simpson has requested discussion of the newly created Land Development Review Guide (attached). 3b. Discussion of Assessments Commissioner Tom Wilson discussed adding this topic to the Workshop agenda. Assessments are an important tool that the City could consider in the future as a revenue source. A mild recession is predicted in 2019/2020 and utilizing Assessments could potential mitigate the loss of ad valorum revenue. Attached is a PowerPoint from the FCCMA conference presented by Fishkind & Associates, Inc. 3c. Discussion of RFP for Events Management Commissioner Michael Woods requested adding this topic to the Workshop agenda. A graft Request for Proposal is attached which can be modified, updated or simply used as a start to the discussion. In February during the Strategic Planning Session, Events and Community Communication were listed as top priorities for the Commission. COMMISSIONER TOPICS BY ZONE: Each zone will have an opportunity to bring up topics or to suggest topics for future workshops. Discussion: Discussion of another Workshop to plan in September or October.

Outlook for the U.S. and Outlook kotOFloridaFloridadoFFCCMA June 1, 2017

Stan Geberer, Senior Associate

Hank Fishkind, President

Fishkind & Associates, Inc.

12051 Corporate Boulevard

Orlando, Florida 32817

Factors Shaping U.S. Outlook

How much momentum?

Impact of structural change?

New economic policies?

Policies on trade and immigration?

When will higher interest rates slow growth?

Will the labor market overheat?

6/9/2017 Fishkind & Associates, Inc. 2

Particular Factors Shaping rticular Factors Shapic o s S apFrucrOutlook for Florida

• Trajectory of development

• Rising land prices and buildout prospects

• Value of the dollar

• Prospects for tourism and conventions?

• When will higher interest rates slow job and population growth?

• Impact of recently approved new developments

• Local government budget and tax base


Yogi Berra observed, it’s tough to make predictions, especially about the future



U.S. Forecast Summary 2017 7 77 –– 2020Current status +/- 2.5% GDP growth• Positive forces:

Strong gains in jobs and rising wagesLow interest rates, oil prices and inflationAI and big data

• Negative forces:Structural change without proper policy response

Monetary policy – the shift to normal ratesTrump’s fiscal policies will boost growth and interest rates in 2018 • Big tax cuts for corporations and households• Higher spending infrastructure and defense• Reduced regulations• Big unknowns are immigration and trade policies

Boom in 2018-19 then higher rates and recessionMain forecasts risk: (1) fiscal policies under Trump, (2) Geopolitical risks, and (3) effects of higher interest rates


Florida SummaryStrong cyclical upswing underway• Sustained job growth lead by tourism and healthcare

• Population growth stronger than expected

Recovery is accelerating, and it will be above average recovery by Florida standards by 2018• 365,000 population growth

• 255,000 new jobs

• 135,000 housing starts

Geographic focus of growth shifted and tightened

HOW MUCH MOMENTUM?


RECENT TRENDS IN GDP CENT TRENDS IN GDS N GRTTECAND INFLATION



Temporary?


6/9/2017 Fishkind & Associates, Inc. 11 6/9/2017 Fishkind & Associates, Inc. 12


STRUCTURAL CHANGE


Structural ChangeAI and Automation

Globalization

Immigration

Income inequality

Impact on real estate development• Less demand for space

• Retail and office in particular


Low Growth Trajectory for Real GDP

Fallout from Great Recession• Increased regulation• Lower risk tolerance

Globalization• Holds down prices• Holds down wages

Income Inequality• Holds down spending

Underestimate GDP• Investment in Tech• Consumption Social

Media


Current mix of monetary and fiscalPolicies yields +/- 2% Growth GDP



Structural Change, Retail g ,gStructural Change, Retail a ge Re aiaucrS g ,Sales and Store Space

Major structural changes in retail sales• Historic shift to ecommerce

• Change in composition of sales: less goods and more services

• Concentration of wealth and income

Impact on store space requirements


Retail Sales Variations

Retail sales up 5% YOYWeak sectors• Department &

general merchandise, appliances and apparel

• 10 bankruptcies including Payless ShoeSource, Limited Stores, HHGregg and Wet Seal

Strong Sectors too



Long Term Economic Growth

% GDP = % Productivity + % Population

1.8% to 1.75% GDP• 0.8% to 1.5%

productivity

• 1% to 1.25% population

6/9/2017 Fishkind & Associates, Inc.

35

• Investment in human & physical capital

• Reform entitlements and healthcare

• Revise immigration policy

Trump Fiscal PolicyAffordable Care Act - delayedMajor fiscal stimulus - delayed• Tax cuts for corporations and households• Increased spending for infrastructure and defense

Congress passes budget FY 2016-17• $1 trillion• Major increases for defense, NIH, and border security• Significant bi-partisan agreement

Major unresolved issues remain• Debt ceiling• Structural budget deficit

Major unknowns and risks• Foreign trade – NAFTA, EU/Brexit, TPP• Immigration



Average Outlays

Average Revenues


INTEREST RATES


GDP Growth(Percent growth SAAR)


Correlation 0.88

Florida Forecast

More People 65+ ButMore People 65 Butp e 6 B tePreoFewer Will Move/Retire



U.S. Census ProjectionsU.S. Census Projectionss P oj c onsCSUPopulation 2010 to 2030

Florida is predicted to be the fastest growing state through 2030.Growth will average 472,000 per year.Probably too optimistic.But, Florida will likely lead the U.S.Demographics and in particular the aging of the baby boomers provides the thrust.

State 2010 2030 Growth Per Year

Florida 19,252 28,686 9,434 472California 38,067 46,445 8,378 419Texas 24,649 33,318 8,669 433Arizona 6,637 10,712 4,075 204North Carolina 9,346 12,228 2,882 144Georgia 9,589 12,018 2,429 121Virginia 8,010 9,825 1,815 91Washington 6,542 8,625 2,083 104Nevada 2,691 4,282 1,592 80Maryland 5,905 7,022 1,117 56

Census Forecast figures in 000s


Where Will Growth Occur?Where Will Growth OccurG wt Oc uWeeWDrive Time Approach


Average




-10,000

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

2013 +219,100/+2.9% 2014 +277,300/+3.6% 2015 +295,600/+3.7%

2016 +262,200/+3.2% YOY 4-17 +213,600/+2.5%

Job Growth Year-over-Year


Data as of April 2017Unemployment

RateFlorida 4.0%Cape Coral-Fort Myers MSA 3.7%Deltona-Daytona Beach-Ormond Beach MSA 4.3%Gainesville MSA 3.4%Homosassa Springs MSA 5.5%Jacksonville MSA 3.8%Lakeland-Winter Haven MSA 4.4%Miami-Fort Lauderdale-West Palm Beach MSA 4.4% Fort Lauderdale-Pompano Beach-Deerfield Beach MD 3.8% Miami-Miami Beach-Kendall MD 5.0% West Palm Beach-Boca Raton-Delray Beach MD 3.9%Naples-Immokalee-Marco Island MSA 3.6%North Port-Sarasota-Bradenton MSA 3.7%Ocala MSA 4.7%Orlando-Kissimmee-Sanford MSA 3.6%Palm Bay-Melbourne-Titusville MSA 4.1%Panama City MSA 4.0%Pensacola-Ferry Pass-Brent MSA 3.8%Port St. Lucie MSA 4.3%Sebring MSA 4.9%Tallahassee MSA 3.7%Tampa-St. Petersburg-Clearwater MSA 3.8%The Villages MSA 5.7%


Housing Market Supply/Demand arket Suppt upkaBalance



0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

450,000

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020

Single-Family Closings

New Single Family Closings Existing Single Family Closings

New Single Family Price Existing Single-Family Price


0

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

$450,000

2005200620072008200920102011201220132014201520162017201820192020

Condo Closings

New Condo Closings Existing Condominium Closings

New Condo Price Existing Condominium Price


Taxable Property Values

$-

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

0.00

0.20

0.40

0.60

0.80

1.00

1.20

1.40

1.60

1.80

2.00

Per C

apita

-CP

I adj

$ T

rillio

ns

Aggregate Taxable Value Per Capita adjusted


Per Capita Taxable Values Capita Taxable Vala ab e VataCUrban and Rural

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

$0

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

Rura

l

Urba

n

Urban Rural


Government Revenue Conditions

Property values have not returned to unsustainable 2007 levels

Finally bottomed in 2012

Adjusting for population growth and inflation, we are at 2004 levels still today

Rural areas no longer the target of expansive growth fare worse than urban areas

Rural areas at 2003 per capita level today and worse off than 2010, 0% growth since 2012

Urban Areas nearing 2005; 5% annual growth since 2012


Government Revenue Implicationsnment Revenue Impv e met emDon’t Overextend

icaamplldddd !!

Pop gr. thru 2018 outstrips taxable val. gr.

FL Employment growth peaked in 2015

Local Gov’t employment at 2007 levels 25+ Rural Counties face economic squeeze @64% of 2007 per capita

Urban co’s @75% of 2007 per capita

Deferred maintenance vs new hires?

State assistance ?? vis Retail Sales

Increased Homestead Exemption 2018 –cost $750 million in tax revenuecoso

6/9/2017on in tax ret x

Fishkind & Associates, Inc. 86

Orlando MSAOrlando MSAd M AnrOMajor Drivers

Strong growth in tourism/conventions powering the economy. This is the area’s largest industry.Renaissance of downtown core with major new mixed-use projects that are being relatively well received.Major capital programs underway or opened• I-4, commuter rail, Wekiva Parkway, I-4 Ultimate, Dwntn Venue

Defense spending supports economy• Army/Navy Simulation Training Center in east Orange County

largest in U.S. letting over $1Billion in contracts per year• Strong optics, lasers, missile, with Lockheed/Martin

Burgeoning medical complex with New Medical College at UCF and VA Hospital, Retiree boom



Broward CountyBroward Countyd ou yaoBMajor Economic Drivers

Approaching build outLand prices shot up and growth has slowed Growth in Western Broward along I-75Airport expansion big plus Renaissance of downtown Ft. Lauderdale and Hollywood Beach.Slot machine gambling Redevelopment opportunities east of U.S. 1.Loss of competitive advantage


Miamimm -iii--Dade CountyMiamaM mii ade Countye C un yDDDMajor Economic Drivers

Economies in Latin American in recession or worse and currencies are falling fastTourism and convention business recovered stronglyBusiness & Internet hub for Latin AmericaStrongest areas airport, beaches, north and towards HomesteadRedevelopment activity strongMiami Beach market moving to equilibriumDowntown Miami market overbuilt


Jacksonville MSACompetitive strengths continue in • Finance, insurance, back office

functionsBase Realignment process turned out to be a plusArea increasingly attractive to retireesTourism remains strongMajor growth areas• South Duval/North St. Johns• Clay County eastern sectors

Practical Thoughts for Rural Practical Thoughts for Rurau h s fo u ahTataP gEconomic Development

Focus on comparative advantages• Agriculture and bio-fuels

• Open space close to major metro areasEnergy production / solar production

“Orphan” land uses – recycling, waste-to-energy

Warehouse/distribution (with rail and highway)

• Ecologically oriented tourism

• Recreation tourism

Destination retirement (Villages)• Healthcare and infrastructure


QUESTIONS?

www.fishkind.com


DRAFT REQUEST FOR PROPOSALS FOR EVENT MANAGEMENT SERVICES Page 1 of 12

REQUEST FOR PROPOSALS FOR EVENT MANAGEMENT SERVICES

DUE: TUESDAY, SEPTEMBER 26, 2017 AT 2:00 PM INTRODUCTION

The City of Lake Helen, Florida, whose City Hall is located at 327 South Lakeview Drive, Post Office Box 39,

Lake Helen, Florida 32744, is inviting Event Planners and providers of Event Management Services to submit

proposal to plan various events throughout the year for the City of Lake Helen. Our goal is to maximize the

use of City’s amenities while producing revenue to pay for our events planner contract along with any other

event related costs. Ultimately, it would be desirable for there to be a net surplus of revenue to fund other

City operational expenses. Applicant will manage the execution of all aspects of the City’s special events

including concept development, planning, day of coordination, overall event management logistics, budget

management, programming, marketing, fee & charges recommendations, implementation and analysis.

The City of Lake Helen is an Equal Employment Opportunity Employer.

Questions regarding responses to this Request for Proposals (RFP) must be by e‐mail to Becky Witte, City Clerk at [email protected], by 4:30 PM, Thursday, September 7, 2017 by 4:30 PM. The City will respond, in writing, to all who inquire by Wednesday, September 13, 2017.

Proposals shall be delivered in person or by mail/courier service to Ms. Becky Witte, City Clerk, City of Lake Helen City Hall, by 2:00 PM on Tuesday, September 26, 2017. Submittals consisting of 15 complete, signed original sets or 1 original and 15 high quality, legible, signed copies must be received. 1 CD of the Complete Submittal must also be included. The respondents name and address must be on the outside of a sealed envelope. Submittal envelopes must be clearly marked “Event Management Services” and shall be addressed as follows for mail/courier or hand delivery:

City of Lake Helen City Clerk 327 South Lakeview Drive Post Office Box 39 Lake Helen, Florida 32744

After the closing time, Proposals will be opened for the sole purpose of recording the names of the respondents submitting their written Proposals and to deliver all timely received Proposals to the review committee. After the review committee has reviewed the proposals, the top candidates will be presented to the City Commission.

The City Commission may select any number of respondents to interview or determine not to conduct interviews. Following the interviews, if any are held, the City Commission will select the respondent to engage and will authorize the City Administrator to negotiate and execute a contract with the selected respondent. The successful respondent shall prove by his/her/its qualifications, experience, and plan for the work that it will best serve the overall needs of the City. The selection of the successful respondent shall be at the City of Lake Helen’s discretion after receipt and evaluation of all responses. The City of Lake



Helen shall be the sole judge of its own best interests, the proposals and the resulting agreement.

Any respondent requiring special accommodations due to a disability or physical impairment at any of the public meetings regarding this RFP should contact the City Clerk at least 3 working days prior to any meeting.

Any Proposals received after the specified time and date shall not be considered; additionally, any Proposals submitted orally, telephonically, e‐mailed, faxed, or modified shall not be accepted. All Proposals may only be submitted in person or by mail/courier service to the specified address by the specified deadline. The City cautions respondent to ensure actual delivery of mailed or hand delivered proposals prior to the deadline set for receiving proposals.

The City of Lake Helen, Florida reserves the right to waive minor, nonmaterial irregularities in any or all Proposals and accept or reject, in part or in full, any or all Proposals.

As required by Section 287.133, Florida Statutes, a firm may not submit a Proposals if the firm is on the convicted vendor list for a public entity crime committed within the past 36 months. The selected firm must warrant that it will neither utilize the services of, nor contract with, any supplier, subcontractor, or consultant in excess of $10,000.00 in connection with this project for a period of 36 months from the date of their being placed on the convicted vendor list.

All respondents to this RFP are asked to be thorough, yet concise, in their responses. All respondents are advised that under Chapter 119, Florida Statutes, all responses are deemed public records and open to public scrutiny.

PURPOSE/SCOPE OF WORK

The City of Lake Helen, Florida, in conformance with the policies and procedures of the City of Lake Helen (City), is soliciting proposals from applicants that are interested in providing specific services to the City of Lake Helen. Specific services include the following:

General Description: Plans, promotes and coordinates a variety of special events and programs for the City. Oversees facility logistics and handles marketing and public relations for such events. The employee works with considerable independence and initiative within established policies and guidelines for all programs.

Essential Functions A. Managing all existing Lake Helen events as outlined below in “Essential Events” including planning,

organizing, volunteer coordination, and promotion B. Creating one or two (1 to 2) NEW events that are community relevant and logistically able to be

staged within the community. These events must be unique to the area, family friendly, and potentially engage an audience (both within the area and outside) in a new way that the city’s existing events have previously not focused on.

C. Coordinates programs and activities and ensuring compliance with the ECHO grant programs D. Developing and monitoring event timelines and ensure deadlines are met E. Coordinating fundraising efforts – both local as well as soliciting more broad reaching brand

partners



F. Collaborating with community organizations for events G. Developing and enhancing working relationship with various organizations, non‐ profit groups,

volunteer organizations, clubs, and businesses H. Supervising volunteer staff as well as any paid staff as needed. I. Manages and participates in the setting up and taking down of decorations, displays, tables, chairs,

equipment, etc., before and after scheduled activities J. Assisting with coordination and monitoring service providers (i.e. sound, portable toilets, trash

disposal, etc.) K. Manages and coordinates reservations for use of City facilities including City Hall public rooms,

Creative Arts Café, Hopkins Hall, Melissa Park, Equestrian Center, Shuffleboard Club while advertising and promoting rental of these facilities.

L. Provides information to the public regarding regulations and requirements for use of City facilities and parks

M. Processes request for city equipment use and works with Public Works as needed N. Coordinates with applicants for inspection(s) of facilities. Oversees the calendar of reservations

for use of all City facilities including annual event calendars O. Follow prepared budgets and stays within financial parameters for programs and activities P. Monitors and records related expenses and revenues, billing and account reconciliations Q. Composes post‐event evaluation reports including analysis of funding, staffing, event

success/impact, attendance, etc. R. Develops and prepares media/social media releases, brochures, posters, displays, etc. S. Initiating and/or participating in all efforts to publicize the events and promotions T. Preparing and distributing monthly newsletters, calendars, and other program materials U. Attending meetings to report on event and promotion activities and coordinate with other boards

and community groups on activities V. Liaison with volunteers and local organizations by organizing and attending meetings, workshops

and activities W. Assists with preparation of grant applications and the administration of grants X. Performs public relations functions with public, City Commission, Department Heads, other

officials and visitors as directed

The list given above is representative but not necessarily complete. Interested applicants must be experienced in providing event services to a community.

Essential Events The City of Lake Helen is rich in history and the following events are essential to the citizens of Lake Helen. These must be included as events. Other events may be added and directed by the City Commission. The respondent will coordinate these events along with others to raise funds.

Easter Carnival and Easter Egg Hunt – Saturday before Easter Sunday at 10:00am

Arbor Day Tree Planting



4th of July ‐ July 4th unless dictated otherwise by the City Commission. 10:00am Parade, Opening Ceremony and Family Fun at Blake Park following Parade, 6:00pm Music and Activities at Royal Park, 9:00pm Fireworks (the City has a contract for Fireworks Display)

9/11 Memorial Ceremony

Fall Fest (On or Around Halloween as directed by the City Commission)

Veterans Day Ceremony

Christmas Tree Lighting – First Tuesday of December in Blake Park at 6:00pm

The City intends to award a continuing contract to only one firm deemed to be the most highly qualified to perform the desired services. The contract shall be in effect for one (1) year with one (1) year renewal options. Selection will not be based on the range of areas of expertise; rather the selection will be based on the depth of relevant experience. Information about the City of Lake Helen can be found at our website, www.lakehelen.com.

Proposals will be publicly opened and read aloud in the City Hall Conference Room on the above appointed date at 2:00 p.m., local time, or as soon thereafter as possible. The City Commission shall be the final authority in the selection of any and all proposals (undetermined date). Respondents will be given proper notice for interviews before the City Commission.

CLARIFICATION OF DOCUMENTATION

Respondents requiring clarification or having a dispute with these documents must advise the City Clerk on the nature of the required clarification or basis of the dispute, in writing, no later than Friday, September 22, 2017. If no written contact has been made by this specified date, the Respondent waives the right to any future consideration and accepts the documents as published and/or revised by the City.

FLORIDA PUBLIC RECORDS LAW

Submittal information shall be subject to Chapter 119, Florida Statutes, generally known as the "Florida Public Records Law." The City cannot regard any document, information or data as proprietary or confidential unless so exempted by Florida Statutes. Documents received with proprietary or confidential information may be resealed and returned without further consideration or obligation.

EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a submittal, the City of Lake Helen prohibits exparte communication (i.e., unsolicited) initiated by the Respondent to the City Official or Employee evaluating or considering the submittals prior to the time a proposal decision has been made. Communication between Respondent and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Exparte communication may be grounds for disqualifying the offending Respondent from consideration or award of the proposal then in evaluation or any future proposal.



INDEMNIFICATION AGREEMENT

The Respondent agrees to indemnify and hold harmless the City of Lake Helen in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the qualification package. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as nonresponsive to the qualifications requirements.

PUBLIC ENTITY CRIME STATEMENT

All invitations to bid, as defined by Section 287.012 (11), Florida Statutes, requests for proposals, as defined by Section 2387.012(16), Florida Statutes, and any contract document described by Section 287.028, Florida Statutes, shall contain a statement informing persons of the provisions of paragraph (2)(a) of Section 287.133, Florida Statutes which reads as follows:

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid 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 a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

DRUG‐FREE WORKPLACE CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company is a drug‐free workplace in accordance with Florida Statute 287.087.

CONFLICT OF INTEREST I STATEMENT OF NON‐COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their bid the name of any officer, director, or agent who is also an employee of the City of Lake Helen. Further, all respondents must disclose the name of any City Lake Helen employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent's firm or any of its branches.

The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the bid and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

ADDENDA

It is the Respondent's responsibility to contact the City Clerk prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda and return executed addenda with the submittal. The failure of a Respondent to submit acknowledgement of any addenda may be considered an irregularity and may be cause for rejection of the submittal.



QUALIFICATIONS SUBMITTAL

Proposals shall be delivered in person or by mail/courier service to Ms. Becky Witte, City Clerk, City of Lake Helen City Hall, by 2:00 PM on Tuesday, September 26, 2017. Submittals consisting of 15 complete, signed original sets or 1 original and 15 high quality, legible, signed copies must be received. 1 CD of the Complete Submittal must also be included. The respondents name and address must be on the outside of a sealed envelope. Submittal envelopes must be clearly marked “Event Management Services” and shall be addressed as follows for mail/courier or hand delivery:

City of Lake Helen City Clerk 327 South Lakeview Drive Post Office Box 39 Lake Helen, Florida 32744

FORMAT

Firms shall prepare their proposals using the following format and must provide, at a minimum, the following:

a. Title Page. Please identify the RFP. b. A letter to summarize in a brief and concise manner, the proposer's understanding of the scope

of work and make a positive commitment to timely perform the work. The letter should not exceed 2 pages in length.

c. Services: Description of services offered. Be sure to include Essential Events. d. Presentation should include a sample presentation from an event that the applicant has planned

to concisely demonstrate experience in every facet of an event (research, design, planning, calendar, logistical needs, budget, and evaluation).

e. Provide a brief draft event description of any new proposed events that specifies theme, budget, marketing plan and timeline. The description should define the overall creative concept of the event and relevance to the community and its citizens or new consumer targets.

f. Examples of marketing, promotions, press releases, newsletters, etc. from any previous relevant work

g. Resume(s) h. List of at least three (3) client references to include type(s) of events, organization name, contact

person, telephone number (s), and e‐mail address. i. Affirmative statement, if awarded contract, confirming no conflicts of interest either directly or

indirectly with any party. Alternatively, should any potential conflict exist, the proposal should specify the party with which there might be a conflict, the nature of the potential conflict, and the means proposed to resolve the conflict.

j. The firm shall submit a proposal for annual compensation. k. Forms. Statement on Public Entity Crimes and Drug‐Free Work Place. l. Any additional information that would be helpful to the City of Lake Helen in evaluating

qualifications.



m. Availability. Indicate current and anticipated workloads and availability for other activities. Identify the extent and nature of any anticipated outside support.

n. Model Contract with notes of any suggested modifications. The contract will need to be signed by Monday, October 2, 2017.

Sealed proposals will be accepted for Request for Proposals (RFP) no later than 2:00p.m Tuesday, September 26, 2017.

Proposals received after the specified time will not be accepted or considered. "Postage Due" items will not be accepted. Proposals transmitted by fax or e‐mail will not be considered.

Proposals shall be delivered in a sealed envelope, clearly marked with the RFP number, tile and closing time and date to:

City of Lake Helen Attn: Becky Witte, City Clerk PO Box 39 (Physical Address: 327 S. Lakeview Drive) Lake Helen, Florida 32744

The City of Lake Helen at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all submittals, and/or to accept that submittal which is in the best interest of the City. The award of this submittal, if made, may be based on various considerations, including without limitation; Respondent's experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this submittal to one (1) or more Respondents. The City of Lake Helen encourages the use of minority and women‐owned businesses as subcontractors or in joint venture arrangements.

STANDARD INSURANCE TERMS AND CONDITIONS:

Respondent shall not commence any work in connection with an Agreement until all of the following types of insurance have been obtained and the City has approved such insurance, nor shall Respondent allow any sub consultants to commence work on a subcontract until all similar insurance required of the subcontractor has been so obtained and approved. All insurance shall be secured from or countersigned by an agent or Surety Company recognized in good standing and authorized to do business in the State of Florida. Companies authorized as a group self‐insurer by F.S. 440.57, Florida Statutes, may issue policies for Workers' Compensation.

a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Respondent and/or sub consultant providing such insurance.

b) Workers' Compensation Insurance: The Respondent shall obtain during the life of this Agreement, Worker's Compensation Insurance with Employer's Liability Limits of $500,000/$500,000/$500,000 for all the Contractor's employees connected with the



work of this project and, in the event any work is sublet, the Respondent shall require the sub consultant similarly to provide Workers' Compensation Insurance for all of the employees unless such employees are covered by the protection afforded by the Respondent. Such insurance shall comply fully with the Florida Workers' Compensation Law. In case any class of employees engaged in hazardous work under this contract for the City is not protected under the Workers' Compensation statute, the Respondent shall provide, and cause each sub consultant to provide adequate insurance, satisfactory to the City, for the protection of the Respondents employees not otherwise protected.

c) Contractor's Public Liability and Property Damage Insurance: The Respondent shall obtain during the life of this agreement Commercial Automobile coverage, this policy should name the City of Lake Helen as an additional insured, and shall protect the Respondent and the City from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operations under this Agreement whether such operations be by the Respondent or by anyone directly or indirectly employed by the Respondent.

1) Automobile Bodily Injury Liability & Property Damage Liability

• $1, 000,000 combined single limit per occurrence (each person, each accident)

• Liability coverage will include hired & non‐owned automobile liability • Include Waiver of Subrogation in favor of The City Lake Helen.

2) Comprehensive General Liability (Occurrence Form) ‐ this policy should name the City of Lake Helen as an additional insured and should indicate that the insurance of the Consultant is primary and non‐contributory.

• $2,000,000 GENERAL AGGREGATE • $2,000,000 PRODUCTS‐COMPLETED OPERATIONS AGGREGATE • $1, 000,000 PER OCCURRENCE • $1,000,000 PERSONAL & ADVERTISING INJURY

3) Sub consultant's Comprehensive General Liability, Automobile Liability and Worker's Compensation Insurance: The Respondent shall require each sub consultant to procure and maintain during the life of this sub consultant, insurance of the type specified above or insure the activities of these subcontractors in the Respondent's policy, as specified above.

4) Owner's Protective Liability Insurance: As applicable for projects, providing coverage for the named insured's liability that arises out of operations performed for the named insured by independent consultants and are directly imposed because of the named insured's general supervision of the independent consultant.



The Respondent shall procure and furnish an Owner's Protective Liability Insurance Policy with the following limits: $1,000,000, per occurrence, and $2,000,000 aggregate and naming the City of Lake Helen as the Named Insured.

d) Contractual Liability: NOTE: PUBLIC LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL BE NAMED AS ADDITIONAL INSURED.

• $1, 000,000 PER OCCURRENCE • $2,000,000 AGGREGATE

e) Commercial Umbrella:

• $1,000,000 PER OCCURRENCE • $2,000,000 Aggregate • Including Employer's Liability and Contractual Liability

f) Certificates of Insurance: Certificate of Insurance Form, naming the City of Lake Helen as an additional insured will be furnished by the Respondent upon notice of award.

The Respondent will provide the name of the Insured, the specific job by name and job number, the name of the Insurer, the number of the policy, its effective date, its termination date.

To ensure fair consideration for all respondents, communication relative to this RFP is prohibited during the submission process, with the exception of questions for clarification if necessary, addressed as instructed above. Respondents may not initiate communication with any City official or employee regarding this RFP, except as herein noted, prior to the time an award or decision has been made.

All proposals must be firm and valid for 120 calendar days from the date of their submission.

Tentative Schedule

Advertisement for RFP: Thursday, August 17, 2017 Questions Due: Thursday, September 7, 2017 by 4:30 PM

Questions regarding responses to this Request for Proposals (RFP) must be in writing through e‐mail to Becky Witte, City Clerk at [email protected]

City to respond to Questions: Wednesday, September 13, 2017 Proposals Due: Tuesday, September 26, 2017 at 2:00 PM Presentation to the City Commission: Thursday, October 12, 2017 at 7:00 PM

This is a proposed scheduled and may be changed by staff or the City Commission as needed.



SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICAL AUTHORIZED TO ADMINISTER OATHS.

This sworn statement is submitted to the CITY OF LAKE HELEN, FLORIDA

by: (print individual’s name and title)

for: (print name of entity submitting sworn statement)

whose bu s i n e s s address is: and (if applicable) its Federal Employer Identification Number (FEIN) is: ____________________ (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement .)

I understand that a “ public entity crime” as defined in Paragraph 287.133 (1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentations.

I understand that “convicted” or “conviction” as defined in Section 287.133 (1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non‐jury trial, or entry of a plea of guilty or non contendere.

I understand that an “affiliate” as defined in Section 287.133(1)(a), Florida Statutes, means:

a. A predecessor or successor of a person convicted of a public entity crime; or

b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

I understand that a “person” as defined in Section 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, and partners. Shareholders, employees, members, and agents who are active in management of an entity.

Based on information and belief, the statement, which I have marked below, is true in relations to the entity submitting this sworn statement. (Indicate which statement applies). Neither the entity submitting this sworn



statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list (attach a copy of the final order).

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

Signature

STATE OF COUNTY OF

The foregoing instrument was sworn to and subscribed before me this day of _________, 2015 by who is personally known to me or produced ________________________as identification.

________________________________ Notary Public; State of Florida

(Affix Notarial Seal) Printed Name: _______________



CITY OF LAKE HELEN DRUG‐FREE WORKPLACE COMPLIANCE FORM

Preference shall be given to businesses with drug‐free workplace programs. Whenever two or more proposals, which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug‐free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug‐free workplace program. In order to have a drug‐free workplace program, a business shall:

(The undersigned vendor in accordance with Section 287.087, Florida Statutes, hereby certifies that does): (Name of Business)

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance 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 Subsection 1.

4. In the statement specified in Subsection 1, notify the employees that, as a condition of 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 of, or plea of guilty or nolo contender to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 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 this section.

As the person authorized to sign the statement, I certify that this form complies fully with the above requirements.

Signature Date STATE OF COUNTY OF

The foregoing instrument was sworn to and subscribed before me this day of _________, 2015 by who is personally known to me or produced ________________________as identification.

________________________________ Notary Public; State of Florida

(Affix Notarial Seal) Printed Name: ____________________