DDA Board Agenda Packet - December 17, 2024 1

REGULAR BOARD MEETING AGENDA

Downtown Development Authority Tuesday, December 17, 2024 8:30 AM

The Ben – The Studio Conference Room 251 N. Narcissus Ave. West Palm Beach, FL 33401

https://downtownwpb.com/DDA

PUBLIC COMMENTS AND QUESTIONS EXECUTIVE DIRECTOR’S REPORT

PRESENTATIONS

CONSENT CALENDAR (Action Required)

• Minutes of Regular Board Meeting November 18, 2024

• Financial Statements of November 30, 2024

OLD BUSINESS Tiffany Faublas

• rbb Communications Agreement

• Electronic Attendance Policy

NEW BUSINESS (Action Required)

• Business Incentive Application Review

REGULAR BOARD MEETING MINUTES

Downtown Development Authority Monday November 18, 2024 8:30 AM

The Ben Hotel – The Studio Conference Room 251 N. Narcissus Ave. West Palm Beach, FL 33401 https://downtownwpb.com/DDA

ATTENDANCE

DDA Board members in attendance: Chairman Rick Reikenis, Vice Chairman Robert Sanders, Peter Cruise, Tim Harris, Daryl Houston, and Bernardo Neto DDA Staff in attendance: Teneka James-Feaman, Vivian Ryland, Catherine Ast, Krystal Campi, Tiffany Faublas, Sabrina Lolo, Samantha Moore, Sherryl Muriente, Marley Angervil and Attorney Janice Rustin. Guests in attendance: Linda Cullen, Jonathan Hopkins, and Kelly Shoaf.

CALL TO ORDER

Chairman Reikenis called the meeting to order at 8:32 a.m.

PUBLIC COMMENTS

None.

EXECUTIVE DIRECTOR’S REPORT

James-Feaman welcomed the newest DDA employee to the team; Marley Angervil. She reported that the 5-year Interlocal Agreement with the City and CRA has been approved. Additionally, she was able to secure a 5-year extension on the agreement for the first time.

James-Feaman also reported that the new Downtown PD team is in place, and she has met with the new commanding officers. Our downtown point of contact will be Lt. Lori Columbino. We will be hosting a meet and greet with the new team and will provide more details once available.

James-Feaman reported on the success of DDA programming over the last two months. She provided a recap of each program, number of attendees, and highlights. She shared upcoming events and invited all to attend.

PRESENTATIONS

Mobility Coalition (WPBgo)

Kelly Shoaf and Jonathan Hopkins presented an overview on Mobility Coalition efforts over the last year. Hopkins provided a brief history about the organization for those not familiar with it. He detailed the progress made over the last year and provided plans for the near future as well as long-term goals.

Hopkins requested the DDA’s continued support of the coalition for Fiscal year 2024 – 2025. He also requested the board consider a three-year agreement with the coalition to ensure funding for the next three fiscal years.

James-Feaman recommended moving forward with a multi-year agreement with Mobility Coalition. She requested to bring it back to the Board in March 2025 for a couple of reasons. Our Interlocal Agreement with the City and CRA requires us to allocate $425,000 for transportation services annually; currently we have a contract with Circuit for three vehicles. The city’s transportation RFP is pending, and we may need to extend our agreement with Circuit to ensure we

107 S. Olive Avenue, Suite 200, West Palm Beach, FL 33401 Ph: 561.833.8873 Fax: 561.833.5870 * DowntownWPB.com

can continue funding the vehicles until the City’s new system is in place. Additionally, our audit will be completed in February and will have carryforward numbers. At that time, we will review the city’s transportation RFP timeline and if circuit extension will be needed to ensure there is no gap in services. The board agreed with James-Feaman’s recommendations; staff will work on a multi-year agreement with legal and bring back to board for approval in March 2025.

Public Records and Sunshine Law Training

Rustin presented an overview of Sunshine Law, Public Records, and Florida Code of Ethics. She reviewed the requirements for meetings, board member communications, as well as exemptions. She provided an overview of the Public Records Law and how to fulfill public information requests. She also reviewed the solicitation and acceptance of gifts and unauthorized compensation rules. She provided examples of recent cases in the news involving public records and sunshine law violations.

James-Feaman recommended the board move forward with a virtual attendance policy and individual email addresses for each of the members. The board discussed and recommended two board members max per meeting allowed to attend virtually; quorum would still need to be present in person for each meeting.

Harris made a motion to approve moving forward with a virtual board meeting attendance policy and email addresses for each board member. Vice Chairman Sanders seconded the motion. The motion passed unanimously.

CONSENT CALENDAR

Minutes of Regular Board Meeting October 15, 2024

Financial Statement of October 31, 2024

Vice Chairman Sanders made a motion to approve the consent calendar. Cruise seconded the motion. The motion passed unanimously.

OLD BUSINESS

None

Houston exited the meeting at 10:15am.

NEW BUSINESS

Business

Incentives Application

James-Feaman presented a new business incentive application for approval. The business will be located at 200 Clematis Street on the corner of Clematis and Narcissus called West Palm Cowboy Club. The business owner has applied for leasehold improvements for the maximum of $75,000. James-Feaman reminded the board that the incentives are reimbursed after completion of qualifying leasehold improvements.

The board discussed the details of the business incentive application guidelines and what improvements qualify for reimbursement. They provided suggestions for adjusting the business incentives application to include a provision for the landlords to guarantee the space is leased and storefronts are occupied. The board asked to bring back the business incentive application program to discuss modifications for future applicants.

Harris made a motion to approve the business incentive grant for West Palm Cowboy Club up to $75,000. Vice Chairman Sanders seconded the motion. The motion passed 4 -1; Neto dissented.

Outreach Communications Strategy

James-Feaman stated that in October she and Ast went out in the field with the City of West Palm Beach’s Outreach Team. It was a great experience to understand how they operate and what is needed to address our growing downtown community. James-Feaman sent a recap to the Board afterwards and received feedback from the Board, specifically Neto, with recommendations focused on growing our voice of advocacy. James-Feaman asked for Board direction of how they would like to move forward with supporting and advocating for the homeless outreach team. She asked for clarification if the board wants staff to lead these efforts or collaborate with the City and provide resources as needed.

The board discussed the outreach communications strategies as outlined in the board packet. The board recommended that DDA staff work with City staff to provide supplemental services such as media advisories, storytelling, and identifying stakeholder ambassadors that highlight efforts made.

Harris made a motion to direct staff to move forward with outreach communications strategies as proposed.

Vice Chairman Sanders seconded the motion. The motion passed unanimously.

ANNOUCEMENTS

None.

ADJOURNMENT

Vice Chairman Sanders made a motion to adjourn the meeting. Cruise seconded the motion. The motion passed unanimously. Meeting adjourned at 10:29 am.

Board Financials

West Palm Beach Downtown Development Authority

For the Period Ending November 30, 2024

Prepared on December 6, 2024

No CPA provides any assurance on these financial statements.

Balance Sheet Comparison

of November 30, 2024

October - November, 2024

4210

MEMO

TO: DDA Board

Rick Reikenis, Chairman

Robert Sanders, Vice Chairman

Samantha Bratter

Peter Cruise

Tim Harris

Daryl Houston

Bernardo Neto

FROM: Tiffany Faublas

RE: Approval of Agreement with rbb Communications for Public Relations Services

DATE: Tuesday, December 17, 2024

Overview:

Following the recommendation of the selection committee and the subsequent Board decision to award the Public Relations contract to rbb Communications, staff is presenting the proposed agreement for Board approval.

Agreement Details:

Under the terms of the agreement, the Downtown Development Authority (DDA) will engage rbb Communications to provide comprehensive Public Relations services based on scope, including media strategy, outreach, and support for DDA initiatives.

Monthly Retainer Fee: $9,625

o This includes a $9,000 professional fee and $625 for media and data charges as outlined in the RFP.

Annual Fee Cap: In no event shall the total amount of professional fees exceed $115,500 annually.

Recommendation:

Staff recommends the Board approve the agreement with rbb Communications as outlined above. Their services will play a vital role in achieving the DDA’s public relations and media exposure goals for Downtown West Palm Beach.

DOWNTOWN DEVELOPMENT AUTHORITY CONSULTING SERVICES AGREEMENT

THIS AGREEMENT, entered on this day of December, by and between the WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY, an Independent Special District created under the laws of the State of Florida, with offices located at 107 S. Olive, Suite 200, West Palm Beach, FL 33401, hereinafter the “DDA”, and RBB COMMUNICATIONS, LLC., a Florida Limited Liability Company, with offices located at 355 Alhambra Circle, Coral Gables, FL 33134, hereinafter “RBB Communications” or the “Contractor”.

WHEREAS, the DDA has requested proposals for a public relations firm to lead the public relations and marketing efforts on behalf of the DDA as set forth in RFP 2024–002 Public Relations Services; and

WHEREAS, the DDA has selected RBB Communications as the provider who could best serve the interests of the DDA in performing these public relations services.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, and other good and valuable consideration, the receipt of which is hereby acknowledged by both parties, the parties agree as follows.

1. RECITALS: The above recitals are true and correct.

2. SCOPE OF SERVICES: RBB Communications, LLC shall provide to the DDA the services as set forth in Exhibit A, “Scope of Work”

3. COMPENSATION: The DDA shall pay a monthly retainer fee equal to NINE THOUSAND SIX HUNDRED AND TWENTY FIVE DOLLARS ($9625: $9,000 fee and $625 for media/data charges per the RFP) per month for the services set forth under Section 3, “SCOPE OF SERVICES” plus up to ten (10) hours of additional consulting and programming work on an as-needed as requested by the District in writing. Such additional work shall be billed at a rate of $200 per hour. In no event shall the total amount of professional fees under this Agreement exceed ONE HUNDRED AND FIFTEEN THOUSAND FIVE HUNDRED DOLLARS ($115,500) annually, unless there is a written addendum executed to this Agreement.

4. COMMENCEMENT; TERM; TERMINATION OF AGREEMENT: This Agreement shall commence on December 1, 2024 and shall be effective only when signed by all parties. The initial Term of this Agreement shall be for a period of three (3) years and may be extended for one additional year by mutual agreement of the parties. This Agreement may also be terminated by either party upon sixty (60) days written notice to the other party via hand delivery, certified mail, or national courier service (i.e. Federal Express) delivered to the following

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addresses:

FOR:

RBB Communications, LLC

355 Alhambra Circle

Coral Gables, FL 33134

Attn: Christine Barney, Manager

FOR: West Palm Beach Downtown Development Authority

107 S. Olive Ave., Suite 200

West Palm Beach, FL 33401

Attn: Executive Director

5. INDEPENDENT CONTRACTOR; INSURANCE AND INDEMNITY:

The parties understand and acknowledge that RBB Communications, LLC is an independent contractor and not an agent of the DDA and as such is obligated to procure and maintain insurance necessary to cover all services rendered. RBB Communications, LLC, upon execution of this Agreement, hereby agrees to the Insurance and Indemnification requirements as set forth in Exhibit “B”.

6. RFP AND RESPONSE INCORPORATION: The terms and conditions of the DDA’s request for proposal (DDA RFP No. RFP 2024–002) and RBB Communications, LLC’s fully executed response to the RFP are attached hereto as composite Exhibit “C” and are hereby incorporated into this Agreement.

7. GOVERNING LAW: This Agreement shall be governed and construed in accordance with the laws of the State of Florida, and venue shall be in Palm Beach County should any dispute arise with regard to this Agreement and the services performed here under.

8. ATTORNEYS’ FEES: Should a dispute arise, the prevailing party, both at the trial and appellate levels, shall be entitled to all costs and attorney’s fees.

9. OWNERSHIP: RBB Communications, LLC agrees and acknowledges that all instruments of professional services, including but not limited to, documents, records, disks, original drawings, images, logos, trademarks, slogans, artwork, written materials, drawings, photographs, graphic materials, films or music, that is created specifically for DDA by RBB Communications, LLC under this Agreement shall be the property of the DDA for its use and/or distribution as may be deemed appropriate by the DDA, once all associated invoices are paid.

10. NON-ASSIGNMENT: This Agreement may not be assigned without prior written consent of the parties.

11. PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, RBB Communications,

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LLC must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Scope of Services. Upon request, RBB Communications, LLC must provide the public with access to such records in accordance with access and cost requirements of Chapter 119, Florida Statutes. Further, RBB Communications, LLC shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Scope of Services are not disclosed except as authorized by law. Finally, RBB Communications, LLC shall retain the records described in this paragraph throughout the performance of the work described in the Scope of Services, and at the conclusion of said work, transfer to the DDA, at no cost to DDA, all such records in the possession of RBB Communications, LLC and destroy any duplicates thereof. Records that are stored electronically must be transferred to DDA in a format that is compatible with DDA’s information technology systems.

12. NO WAIVER OF BREACH: The failure of DDA to insist in any one or more instances upon strict performance of any one or more of the covenants, terms and conditions of this Agreement shall not be construed as a waiver of such covenants, terms and conditions, but the same shall continue in full force and effect, and no waiver of the DDA of any one of the provisions hereof shall in any event be deemed to have been made unless the waiver is set forth in writing, signed by DDA.

13 PARTIAL INVALIDITY - SEVERABILITY: If any term, covenant, condition or provision of this Agreement shall be ruled by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder shall remain in full force and effect and shall in no way be affected, impaired or invalidated.

14 ENTIRE AGREEMENT; FUNDING CONTINGENCY: This Agreement, along with all other documents referred to in paragraph 6. above, constitute the entire understanding of the parties with respect to the provision of services as set forth herein to be performed by RBB Communications, LLC. No modification shall be made to this Agreement unless such modification is in writing, agreed to by both parties and attached hereto as an addendum to this Agreement. This Agreement and all obligations of the DDA are subject to and contingent upon annual budgetary funding and appropriations by the DDA.

IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the day and year first written above.

v. 1

Witness:

Attest: Teneka James-Feaman, Executive Director

By: Christine Barney, Manager

(Corporate Seal)

WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY

By: Rick Reikenis, Chairman

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4876-2531-8904, v. 1

EXHIBIT A: SCOPE OF WORK

A. Media Strategy Development and Execution

• Develop and implement a media strategy to communicate initiatives, projects, and events.

• Assist in the creation of innovative ideas and concepts to grab media attention and promote Downtown West Palm Beach as a destination.

• Propose unique angles and stories that will generate interest and coverage from media outlets.

B. Media Outreach and Story Pitching

• Serve as the primary contact for all local, regional, national, and international public relations inquiries.

• Act as liaison for live broadcasts during events and/or interviews as necessary.

• Quickly pinpoint potential news for pitching and press releases.

• Develop and disseminate timely press releases, advertorials, op-eds or pitches highlighting newsworthy stories to result in earned media coverage.

• Pitch stories and photo opportunities to various media outlets.

• Develop and execute concepts for creative media events, press conferences and outreach opportunities.

• Schedule interviews with DDA staff, entertainers, merchants, and/or vendors as necessary.

C. Media Relationships

• Establish working relationships with key media outlets, including bloggers, travel writers, and influencers.

• Create and maintain a shared database for all media contacts to be used at DDA’s discretion.

D. Campaign Preparation and Execution

• Prepare annual campaigns targeting diverse groups, including a dedicated communication strategy for Spanish-language media and additional markets based on survey data.

E. Data Analysis and Strategy Development

• Review existing survey data and provide strategies to attract new audiences/businesses to the destination and/or events.

F. Electronic Media Kit Development

• Create a comprehensive electronic media kit, including fact sheet, tourism highlights, DDA’s initiatives, and programs produced or in collaboration with the DDA.

G. Event Promotion and Calendar Management

• Create and distribute calendar listings for DDA events.

• Incorporate relevant district events into pertinent publications, including daily, weekly, and monthly print and online platforms.

4876-2531-8904, v. 1

H. Partnership and Cross-Promotion Development

• Develop and maintain relationships with local partners (e.g., City of West Palm Beach Community Events, Discover The Palm Beaches, Cultural Council for Palm Beach County) to create mutually beneficial crosspromotions.

I. FAM Tours and PR Coordination

• Coordinate Familiarization (FAM) tours with the assistance of the DDA to organize itineraries.

• Collaborate with partners on PR efforts; i.e. Discover The Palm Beaches and City of West Palm Beach.

J. Social Media and News Monitoring

• Monitor social media and news channels to track mentions of the DDA, West Palm Beach Arts & Entertainment District, and Downtown West Palm Beach.

K. Media Training

• Provide media training for DDA staff and additional key stakeholders as needed.

L. Photography and Videography Coordination

• Work with photographers and videographers for events/activities.

• Develop shot lists, outlines, and/or timelines.

• Prepare photos and video clips for media follow-up.

M. Content Dissemination

• Ensure timely distribution of media clips to DDA staff for posting on websites and communication channels.

N. On-Site Event Media Management

• Be present on-site during events to handle media requests; on an as needed basis.

O. PR Reporting and Analysis

• Maintain and provide a comprehensive monthly PR report including all media releases, advisories, clips, media value, and logs of television and radio appearances.

• Monthly reports due on the last day of each month.

P. Meeting Attendance

• Attend City Commission, CRA Board, DDA Board, and staff meetings as necessary.

Q. Crisis Management

• In the event of a crisis, work with DDA to manage media inquiries and communications as needed.

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EXHIBIT B: INSURANCE AND INDEMNIFICATION

I. Indemnification

The Contractor agrees to indemnify and hold the DDA harmless for any and all claims, liability, losses and causes of action which may arise out of its fulfillment of this Agreement. It agrees to pay all claims and losses, including related court costs and reasonable attorneys' fees, and shall defend all suits filed due to the negligent acts, error or omissions of Contractor’s employees and/or agents. In the event the completion of a project awarded pursuant to this Agreement (to include the work of others) is delayed or suspended as a result of the Contractor's failure to purchase or maintain the required insurance, the Contractor shall indemnify the DDA from any and all increased expenses resulting from such delay.

II. Insurance Requirements

The Contractor shall furnish evidence of the following insurance coverage by a licensed Florida Company.

1. Without limiting Contractor’s indemnification, it is agreed that the Contractor will purchase at their expense and maintain in force at all times during the performance of services under this agreement the following insurance. Where specific limits are shown, it is understood that they must be the minimum acceptable limits. If successful Contractor’s policy contains higher limits, the DDA will be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the DDA naming the DDA as additional insured. These certificates must provide a ten (10) calendar day notice to the DDA in the event of cancellation, non- renewal or a material change in the policy.

2. Statutory Workers Compensation insurance as required by the State of Florida.

3. Commercial General Liability insurance to provide coverage of not less than one million dollars ($1,000,000) combined single limit per occurrence and annual aggregates where generally applicable and must include premises-operations, independent contractors, products/completed operations, broad form property damage, blanket contractual and personal injury endorsements.

4. Business Vehicle/Umbrella Liability insurance with a minimum limit of $200,000 per occurrence, and $300,000 for all claims arising out of the same incident or occurrence, for property damage and personal injury. Notice, these limits may change according to Florida law and the protections afforded to the DDA pursuant to sovereign immunity for liability.

5. The official title of the owner is “West Palm Beach Downtown Development Authority.” This official title will be used in all insurance documentation.

EXHIBIT C

West Palm Beach DDA RFP No. RFP 2024–002

RBB Communications, LLC’s fully executed response to the West Palm Beach DDA RFP

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REQUEST FOR PROPOSAL

The West Palm Beach Downtown Development Authority (DDA) will receive electronic proposals until 3:00 P.M., local time, on Monday, September 23, 2024, via DemandStar.com. Proposals delivered in any other way will not be considered or received. Any proposals received after the above time will not be accepted under any circumstances. Any uncertainty regarding the time will be resolved against the Proposer. Proposals will not be accepted via fax, email, or any way other than DemandStar com.

At 3:05 P.M. or shortly thereafter, only the names of the respondents will be read aloud.

Submit one (1) complete electronic Proposal packet via DemandStar.com. You may also be asked to submit each section separately. DemandStar will provide instructions on the process of loading your document(s) once you reach that step. Once all items have been uploaded, DemandStar will show that you have completed each required item requested. It is strongly encouraged that you review all uploaded documents to ensure they have been uploaded properly. Upon closure of the RFP, all proposals will be verified to ensure that all documents are indeed provided and accurate. Any items not provided, incomplete, or illegible may deem the proposal unresponsive

Requests for additional information or clarifications must be made in writing via e-mail to the email address listed below. Replies will be issued to inquiries and additional information, or amendments deemed necessary in written addenda, which will be issued prior to the deadline for responding to this Request for Proposal. Questions must be received no later than 3:00 P.M., Friday, September 13, 2024.

West Palm Beach Downtown Development Authority

107 South Olive Avenue, Suite 200

West Palm Beach, FL 33401

PH: 561-833-8873

bidquestion@downtownwpb.com

It will be the sole responsibility of the Proposer to check DemandStar or contact the DDA at the email address provided, prior to submitting a response to determine if any addenda have been issued, to obtain such addenda, and to acknowledge addenda with their proposal.

This solicitation and any addenda posted by the DDA on DemandStar are the only official documents The DDA does not post solicitations on other third-party sites and is not responsible for the content posted on any third-party site other than DemandStar.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and DDA holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

The DDA reserves the right to reject any or all proposals, to waive any informalities or irregularities in any proposals received, to re-advertise for proposals, or take any similar actions that may be deemed to be in the best interest.

West Palm Beach Downtown Development Authority

Teneka James-Feaman, Executive Director

1. Introduction/Overview

The West Palm Beach Downtown Development Authority (DDA) has issued this Request for Proposal (hereinafter, “RFP”) with the sole purpose and intent of obtaining responses from interested and qualified companies licensed to do business in the State of Florida offering to perform services as described within the Scope of Work listed below.

The purpose of this Request for Proposal (RFP) is to seek qualified public relations agencies to support the West Palm Beach Downtown Development Authority’s (DDA) strategic communications, media relations, and public relations priorities. The DDA’s PR mission is to increase year-round, quality media exposure. Qualified agencies will have a working knowledge of the tourism industry, taxing district, and storytelling. The desired partner will have the capacity to provide strategic counsel and direction, actively share and promote the destination’s message, amplify successes, and position Downtown West Palm Beach as a premier destination for business, travel, and stay.

An award, if made, will be made to the best overall proposer whose proposal is most advantageous to the DDA, taking into consideration the evaluation factors set forth in this RFP.

2. Background

The West Palm Beach Downtown Development Authority was created in 1967 to analyze and impact the West Palm Beach Downtown’s economic conditions, to formulate long-range plans for improving the appeal and accessibility of Downtown facilities and to promote their use, to provide remedy to any deterioration of Downtown property values and to retain and attract businesses.

The DDA is an independent special taxing district, funded primarily through an ad valorem tax levied annually, on all property within the Downtown Development District. The DDA’s property tax levy and the levies of the City are independent of each other and are related only by the fact that they are levied against a common tax base within the DDA’s geographic boundaries.

The Board of Directors of the DDA is appointed by the City’s mayor, but there is no significant continuing relationship between the city and the DDA for carrying out day-to-day functions of the DDA. The management of the DDA is selected by its Board of Directors and the operation of the DDA is the exclusive responsibility of such management.

3. Inquiries

Direct questions related to this RFP will be submitted in writing to bidquestion@downtownwpb.com. Please include the page and paragraph number for each question to ensure that questions asked are responded to correctly. Proposers must clearly understand that the only official answer or position of the DDA will be the one stated in writing. All questions asked, along with the answers rendered that affect the scope of work will be issued in the form of an addendum. All addendums will be placed on DemandStar for all proposers to obtain and acknowledge.

4. Method of Source Selection

Each proposal will be reviewed to determine if the proposal is responsive to the RFP. Proposals deemed to be nonresponsive will be rejected without being evaluated. A responsive proposal is one which has been signed and submitted by the specified Proposal deadline and has provided the information required to be submitted with the Proposal. While poor formatting, poor documentation and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of a Proposal. Respondents who fail to comply with the required and/or desired elements of this RFP do so at their own risk.

The Selection Committee shall review all Proposals for compliance with the specifications and select a vendor(s) for recommendation.

The DDA may, as it deems necessary, conduct discussions with responsive Proposers determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. Contingent upon successful ranking of Proposals and negotiation of contracts, nothing shall preclude the DDA from selecting a single, qualified vendor to provide the services.

5. Formal Oral Presentations/Interviews (If Requested)

The DDA may choose to conduct oral interviews with, or receive oral presentations from, one or more of the Proposers. If the DDA chooses to allow oral interviews and/or presentations, the following guidelines will be used:

The DDA will establish the schedule and proposers will be notified at least seven (7) calendar days in advance of the date, time, and place of the presentations. The specific format of each presentation will be provided to Proposers with the notifications. The DDA will allot equal time for each Proposer divided into three sequential parts: formal presentations, questions and answers, and discussion. Oral interviews and/or presentations will provide an opportunity for the Proposers to demonstrate their ability to use time efficiently, effectively, and economically. The times allotted are maximums and no firm will be penalized for using less than the allotted time.

6. Final Ranking and Recommendation for Award

The DDA Selection Committee will rank all qualified proposals and present their top three firms to the DDA Board. The Board has the option of requesting Oral Presentations from the top three firms and ranking them to choose the top candidate to award the bid. The Board also has the option of accepting the Selection Committee's recommendation without oral presentations and award the bid to the top-ranking firm.

7. Pre-Proposal Conference

A mandatory pre-proposal conference is scheduled for Wednesday, September 4, 2024, at 3:00PM. at the DDA office. All interested proposers MUST attend for their proposal to be considered. Any proposals received from those that were not present for pre-proposal conference will not be considered. The meeting location is 107 S. Olive Avenue, Suite 200 (2nd floor), West Palm Beach, FL 33401. This is the SW corner of Olive and Clematis.

8. Projected Timetable

The following projected timetable should be used as a working guide for planning purposes only. The DDA reserves the right to adjust this timetable as required during the RFP process.

Event Date

RFP Opens Monday, August 26, 2024

Mandatory Pre-Proposal Meeting Wednesday, September 4, 2024, 3:00 P.M.

Last Date for Receipt of Written Questions Friday, September 13, 2024, 3:00 P.M.

Addendum Issued (If Applicable) Monday, September 16, 2024

Proposal Due Date Monday, September 23, 2024, 3:00 P.M.

Evaluation Committee Meeting TBD - Week of September 30, 2024

Presentations/Interviews (If Required) Tuesday, October 15, 2024, 8:30 A.M.

Recommendation Presented for Approval NLT – Tuesday, October 15, 2024

Note: Dates are subject to change. TBD = to be determined. NLT = no later than.

9. Scope of Work

A. Media Strategy Development and Execution

• Develop and implement a media strategy to communicate initiatives, projects, and events.

• Assist in the creation of innovative ideas and concepts to grab media attention and promote Downtown West Palm Beach as a destination.

• Propose unique angles and stories that will generate interest and coverage from media outlets.

B. Media Outreach and Story Pitching

• Serve as the primary contact for all local, regional, national, and international public relations inquiries.

• Act as liaison for live broadcasts during events and/or interviews as necessary.

• Quickly pinpoint potential news for pitching and press releases.

• Develop and disseminate timely press releases, advertorials, op-eds or pitches highlighting newsworthy stories to result in earned media coverage.

• Pitch stories and photo opportunities to various media outlets.

• Develop and execute concepts for creative media events, press conferences and outreach opportunities.

• Schedule interviews with DDA staff, entertainers, merchants, and/or vendors as necessary.

C. Media Relationships

• Establish working relationships with key media outlets, including bloggers, travel writers, and influencers.

• Create and maintain a shared database for all media contacts to be used at DDA’s discretion.

D. Campaign Preparation and Execution

• Prepare annual campaigns targeting diverse groups, including a dedicated communication strategy for Spanish-language media and additional markets based on survey data.

E. Data Analysis and Strategy Development

• Review existing survey data and provide strategies to attract new audiences/businesses to the destination and/or events.

F. Electronic Media Kit Development

• Create a comprehensive electronic media kit, including fact sheet, tourism highlights, DDA’s initiatives, and programs produced or in collaboration with the DDA.

G. Event Promotion and Calendar Management

• Create and distribute calendar listings for DDA events.

• Incorporate relevant district events into pertinent publications, including daily, weekly, and monthly print and online platforms.

H. Partnership and Cross-Promotion Development

• Develop and maintain relationships with local partners (e.g., City of West Palm Beach Community Events, Discover The Palm Beaches, Cultural Council for Palm Beach County) to create mutually beneficial cross-promotions.

I. FAM Tours and PR Coordination

• Coordinate Familiarization (FAM) tours with the assistance of the DDA to organize itineraries

• Collaborate with partners on PR efforts; i.e. Discover The Palm Beaches and City of West Palm Beach.

J. Social Media and News Monitoring

• Monitor social media and news channels to track mentions of the DDA, West Palm Beach Arts & Entertainment District, and Downtown West Palm Beach.

K. Media Training

• Provide media training for DDA staff and additional key stakeholders as needed.

L. Photography and Videography Coordination

• Work with photographers and videographers for events/activities.

• Develop shot lists, outlines, and/or timelines.

• Prepare photos and video clips for media follow-up.

M. Content Dissemination

• Ensure timely distribution of media clips to DDA staff for posting on websites and communication channels.

N. On-Site Event Media Management

• Be present on-site during events to handle media requests; on an as needed basis.

O. PR Reporting and Analysis

• Maintain and provide a comprehensive monthly PR report including all media releases, advisories, clips, media value, and logs of television and radio appearances.

• Monthly reports due on the last day of each month.

P. Meeting Attendance

• Attend City Commission, CRA Board, DDA Board, and staff meetings as necessary.

Q. Crisis Management

• In the event of a crisis, work with DDA to manage media inquiries and communications as needed.

9.1 Cost and Price Information

Proposers are each asked to provide their cost and price information to cover the work required in this RFP. Pricing should be completed on the Fee Information Sheet provided on page 16 of this RFP. Additional pages can be included as needed.

9.2 Evaluation Criteria

The establishment, application and interpretation of the above Scope of Work shall be solely within the discretion of DDA.

Proposers should provide all information outlined in the Scope of Work to be considered responsive.

Proposals will be evaluated based on the responsiveness of the Proposer’s information to the Scope of Work which will demonstrate the Proposer’s understanding of the Evaluation Factors and capacity to perform the required services of this Request for Proposal. The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described below.

The following factors will be utilized by DDA Selection Committee to evaluate each submission received. Award of points will be based on the documentation that the Proposer submits within the submission. Each Evaluation Factor will be rated and assigned points using the scoring guide below:

1 30

2 5

3 5

Organizational Overview

Experience, Strength, and Qualifications of Firm as it relates to this solicitation

Local Preference

Businesses located within Palm Beach County will be afforded 5 additional points

Small Business; Minority/Women Business Enterprise; Veteran Owned

As defined by the Equal Opportunity Office of the City of West Palm Beach https://www.wpb.org/our-city/mayor-s-office/office-equalopportunity

Note: Veterans will need to submit a DD 214

4 50 Strategy and Program Development Firm’s Technical Response to RFP’s Scope of Services

5 10 Fee Information Fee Proposal

Total 100

Scoring Scale:

0 = Unsatisfactory: Not responsive to the requirement

1 = Below Minimum Standards: Responsive to the requirement but below acceptable standards

2 = Marginal: Minimal acceptance performance standards and responsive to the requirement.

3 = Satisfactory: Above minimum performance, effective and responsive to the requirement.

4 = Exceeds Expectations for effectiveness and responsiveness to the requirement.

NOTE: The Committee member’s score times the “weighted value” assigned to the different sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 4 times weighted value of 10 = Maximum of 40-Points).

During the evaluation process and at the sole discretion of the DDA, requests for clarification of one or more proposer submittals may be conducted. This request for clarification may be performed by the DDA in a written format, or through scheduled oral interviews. Such clarification request will provide proposers with an opportunity to answer any questions the DDA may have on a proposer’s submittal.

9.2.1 Evaluation Factor 1 – Organizational Overview (maximum 4 X 7.5 = maximum 30 points)

A. Brief history of the company, length of time in business, and companies qualifications as it relates to the requirements of this RFP.

B. Past experience working with government agencies as it relates to the requirements of this solicitation.

C. Relevant experience and proven success in similar projects.

D. Experience of key staff as it relates to the requirements of this RFP.

E. Qualifications and experience of personnel to be assigned to this project.

F. Strength of client references

9.2.2 Evaluation Factor 2 – Local Preference (maximum 4 X 1.25 = maximum 5 points)

A. Company with established service office located within Palm Beach County

9.2.3 Evaluation Factor 3 – Small Business; Minority/Women Business Enterprise; Veteran Owned (maximum 4 X 1.25 = maximum 5 points)

A. As defined by the Equal Opportunity Office of the City of West Palm Beach https://www.wpb.org/ourcity/mayor-s-office/office-equal-opportunity Note: Veterans will need to submit a DD 214

9.2.4 Evaluation Factor 4 – Strategy and Program Development (maximum 4 X 12.5 = maximum 50 points)

A. Describe management approach and methodology regarding the following:

a. Branding

b. Crisis communication strategies

c. Documentation of communication results

d. Media relations

e. Press releases and media interviews

B. Quality of previous work and case studies.

C. Include innovative/creative approaches that were successful in achieving a client’s Public Relations Services objectives.

D. Demonstrate that company understands the DDA’s needs as they pertain to this RFP.

9.2.5 Evaluation Factor 5 – Fee Structure (maximum 4 X 2.5 = maximum 10 points)

A. State your proposed monthly fees to cover requirements as outlined in the Scope of Work and referenced in the Cost and Price section of this RFP.

B. Provide costs on Fee Information Sheet as requested.

C. Services or items considered to be expenses outside the proposal should be listed and described in the Fee Information Section (e.g., mailing costs, photography, rapid response).

10. Proposal Due Date and Time

A. Proposal Due Date

Complete Proposals must be received via DEMANDSTAR, no later than 3:00 P.M., Eastern Time, on Monday, September 23, 2024, Proposals received after this date and time will not be accepted. Proposals are time and date stamped by DemandStar when completely submitted.

B. Public Opening

There is no public opening of the Proposals. Only the names of the respondents will be publicly read aloud. The reading will be Monday, September 23, 2024, at 3:05 P.M., Eastern Time. This will take place at the DDA office located at 107 S. Olive Avenue, Suite 200, WPB., FL 33401.

C. Public Record

The Owner is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida’s public records law. Specifically, the Contractor shall:

(1) Keep and maintain public records required by the public agency to perform the service.

(2) Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

(3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency.

(4) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and

exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.

IF THE PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE PROPOSER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE RECORDS MANAGEMENT LIASION OFFICER AT (561) 833-8873, 107 SOUTH OLIVE AVENUE, SUITE 200, WEST PALM BEACH, FL, 33401.

11. Proposal Preparation and Format

A. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your proposal submittal is complete. Special attention should be given to the specific information, instructions, and requirements of the Request for Proposal document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

B. Proposal Reproduction

One (1) complete copy of the proposal, including all documents and signatures required should be submitted via DemandStar.com. No additional copies are required.

C. Incurred Expenses

The DDA is not responsible for any expenses which Proposers may incur in preparing or submitting proposals, including presentations and any other expenses called for in this Request for Proposal.

D. Proprietary Information

a. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all Proposers should be aware the Request for Proposal and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing, specifically the applicable exempting law.

b. A generic notation that information is “confidential” is not sufficient. Failure to provide the DDA with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

c. Redacted Copies of Confidential Information

If the proposer considers any portion of any documents, data, or records submitted to the DDA to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the Proposer must simultaneously provide the DDA with a separate redacted copy of the information it claims as Confidential and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the ITB/RFP name and number and shall be clearly titled “Confidential.” The redacted copy should only redact those portions of material that the contractor claims are confidential, proprietary, trade secret or otherwise not subject to disclosure

d. Request for Redacted Information

In the event of a public records or other disclosure request pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or other authority, to which documents that are marked as “Confidential”

are responsive, the DDA will provide contractor-redacted copies to the requestor. If a requestor asserts a right to the Confidential Information, the DDA will notify the contactor such an assertion has been made. It is contractor’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the DDA becomes subject to a demand for discovery or disclosure of the Confidential Information of contractor under legal process, the Client shall give the contractor prompt notice of the demand prior to releasing the information labeled “Confidential” (unless otherwise prohibited by applicable law). The contractor shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

e. Indemnification

The contractor shall protect, defend, and indemnify the DDA for any and all claims arising from or relating to contractors’ determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the contractor fails to submit a redacted copy of information it claims is Confidential, the DDA is authorized to produce the entire documents, data, or records submitted to the DDA’s in answer to a public records request or other lawful request for these records.

f. All Proposals received from Proposers in response to this Request for Proposal will become the property of the DDA and will not be returned to the Proposers In the event of Contract award, all documentation produced as part of the Contract will become the exclusive property of the DDA

12. Required Proposal Submittals

A. Proposals will be evaluated based on the information provided in the response. To avoid any illegible documents, it is recommended that all documents be typed in at least 11pt. font, 8 1/2 x 11 format and should be properly identified by name of respondent and marked with "RFP 2024 - 002 Public Relations For West Palm Beach DDA" to facilitate effective evaluation by the DDA. Proposals must not be more than 25 pages. Required documents in this RFP do not count in this total.

B. A letter of interest or executive summary, not to exceed three (3) pages, may also be included in the Proposal. Qualification documents that exceed this length will be considered nonresponsive and will not be evaluated.

C. Response to section 9.2.1 Organizational Overview; (maximum 10 pages)

D. Response to section 9.2.2 Local Preference; provide business address

E. Response to section 9.2.3 as defined by the Equal Opportunity Office of the City of West Palm Beach https://www.wpb.org/our-city/mayor-s-office/office-equal-opportunity Note: Veterans will need to submit a DD 214

F. Response to section 9.2.4 Strategy and Program Development (maximum 10 pages)

G. Response to section 9.2.5 Fee Structure; (maximum 2 pages) Fee Information Sheets, completed and signed by authorized signer

H. During this process, any intentional omissions, alterations, or false representations will be grounds for rejection of any Proposal. Proposals must include a Table of Contents which provides clear identification of the material by section and by page number

I. A signed copy of all addendums issued for this RFP, acknowledging the receipt / understanding of all addendums that may have been issued

J. A signed copy of all exhibits issued with this RFP, acknowledging the receipt / understanding of all

K. Copies of all required insurance documents

L. Signed and notarized Public Entity Crimes Form

M. Signed and notarized Conflict of Interest Statement

N. Signed Disputes Disclosure Form

O. Signed and notarized Drug Free Workplace Certificate

P. Signed and notarized Non-Collusion Affidavit

Q. Signed E-Verify Affirmation Statement

R. Signed and complete RFP Checklist.

S. One (1) complete copy of your proposal submitted via DemandStar.

13. Delivery of Proposals

A. Proposals shall be submitted via DEMANDSTAR .com only . All Proposals submitted to DemandStar will be time and date stamped when submission is complete. All proposals must be finalized by the deadline, or they will not be accepted. It is the sole responsibility of the Proposer to ensure that Proposals are received by the due date and time. The DDA shall not be responsible for delays caused by any occurrence. No Proposals will be accepted after the deadline.

14. Proposal Evaluation Committee and Evaluation Process

A. Selection Committee

A Selection Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive Proposals submitted in response to this Request for Proposal (RFP). The Committee shall conduct a preliminary evaluation of all Proposals based on the information provided and evaluation criteria as set forth in this Request for Proposal. The scoring mechanism identified in section 9.2 will be used by individual Committee members to rank firms. Rankings from all Committee members will then be summed for each Proposer in order to establish the overall ranking order.

B. Presentations

The Committee reserves the right to require oral presentations from any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The DDA will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

C. Award Without Presentations

The DDA may evaluate and award a contract based on responses to this Request for Proposal without discussions or oral presentations. Therefore, each response to this RFP should contain the Proposer's best terms and conditions for consideration.

D. Ranking

The Committee will evaluate and rank the Proposers as set forth in the preceding section entitled 9.2 “Evaluation Criteria” and submit the proposed rank order to the DDA staff liaison.

E. Authority to Award

Contracts negotiated as a result of this RFP will be presented to DDA Board for final award.

F. Reserved Rights

The DDA, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the Proposals received as a result of this RFP.

15. Questions Regarding the Solicitation or Proposal Process

To ensure fair consideration for all Proposers, the DDA prohibits communication to or with any officer, elected official (including the Executive Director and DDA Board), or employee of the DDA, and any Evaluation Committee members during the solicitation process from the date of issuance of the RFP through award, except as provided below.

All communications relating to this RFP between Proposer (or anyone on Proposer’s behalf) and the DDA must be made through email inquiry at bidquestion@downtownwpb.com. Any communications in violation of this provision may be grounds for disqualifying the offending Proposer from consideration for award of the Proposal and/or any future Proposal.

Any questions relative to interpretation of the solicitation or the Proposal process shall be addressed in writing as indicated below. Questions must be received by or before the cut-off date for questions as specified in the Proposal Timetable. Questions received after the cut-off date as specified in the Proposal Timetable will not be considered.

Any interpretation made to prospective Proposers will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

It will be the responsibility of the Proposer to contact the DDA prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.

16. Additional Information

The DDA reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the DDA

17. Addendum to Request for Proposals

If it becomes necessary to revise or amend any part of this Request for Proposal before the Proposal due date, this revision will be furnished as a written addendum.

18. Execution of Contract

Unless such time is extended by the DDA, the successful Proposer shall, within fourteen (14) business days after Notice of Award is issued by the DDA, sign and enter a Contract with the DDA, and shall simultaneously provide any required bonds, indemnities, and insurance certificates.

Failure to comply with the established deadline for submittal of required documents may be grounds for cancellation of the award.

19. Proposer’s Guarantee

By submitting a Proposal, a Proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.

20. Indemnification

The Respondent agrees to indemnify and hold the DDA harmless for any and all claims, liability, losses and causes of action which may arise out of its fulfillment of the contract awarded pursuant to this RFP. It agrees to pay all claims and losses, including related court costs and reasonable attorneys' fees, and shall defend all suits filed due to the negligent acts, error or omissions or Respondent employees and/or agents in the event the completion of a project awarded pursuant to this RFP (to include the work of others) is delayed or suspended as a result of the Respondent's failure to purchase or maintain the required insurance, the Respondent shall indemnify the DDA from any and all increased expenses resulting from such delay.

21. Insurance Requirements

The Proposer will be required to furnish evidence of the following insurance coverage by a licensed Florida Company.

1. Without limiting Proposer’s indemnification, it is agreed that the successful Proposer will purchase at their expense and maintain in force at all times during the performance of services under this agreement

the following insurance. Where specific limits are shown, it is understood that they must be the minimum acceptable limits. If successful Proposer’s policy contains higher limits, the DDA will be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the DDA naming the DDA as additional insured. These certificates must provide a ten (10) calendar day notice to the DDA in the event of cancellation, non- renewal or a material change in the policy.

2. Statutory Workers Compensation insurance as required by the State of Florida.

3. Commercial General Liability insurance to provide coverage of not less than one million dollars ($1,000,000) combined single limit per occurrence and annual aggregates where generally applicable and must include premises-operations, independent contractors, products/completed operations, broad form property damage, blanket contractual and personal injury endorsements.

4. Business Vehicle/Umbrella Liability insurance with a minimum limit of $200,000 per occurrence, and $300,000 for all claims arising out of the same incident or occurrence, for property damage and personal injury. Notice, these limits may change according to Florida law and the protections afforded to the DDA pursuant to sovereign immunity for liability.

5. The official title of the owner is “West Palm Beach Downtown Development Authority.” This official title will be used in all insurance documentation.

The remainder of this page was intentionally left blank.

A. Instructions: Please indicate the cost:

B. All prices submitted are to be listed below. Prices quoted should be in unit of measure shown.

C. Quantity listed on Item No. 2 is not a guarantee, but solely an estimate of anticipated usage.

The undersigned certifies that he/she has the ability to sign and bind the firm or company to the services to be performed within the fees proposed.

Signature

Title Date Signed

SWORN STATEMENT UNDER SECTION 287.133(3)(n), FLORIDA STATUTES ON PUBLIC ENTITY CRIMES

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

1. This sworn statement is submitted with RFP No. .

2. This sworn statement is submitted by whose business address is and (if applicable) it’s Federal Identification No. (FEIN) is . If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement

3. My name is and my relationship to the entity named above is .

4. 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 with 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.

5. I understand that “convicted” or “conviction” as defined in Paragraph 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 nolo contendere.

6. I understand that an “affiliate” as defined in Paragraph 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.

7. I understand that a “person” as defined in Paragraph 287.133 (1) (c), Florida Statutes, means any natural person or entity organized under the laws of any state of the United States with the 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, partners, shareholders, employees, members, and agents who are active in management of an entity.

8. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies)

Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in neither management of the entity, nor any affiliate of the entity have been charged with or convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members or agents who are active in 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, and (Please indicate which additional statement applies)

There has been a proceeding concerning the conviction before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer did not place the person or affiliate on the convicted vendor list. (Please attach a copy of the final order)

The person or affiliate was placed on the convicted vendor list. There has been a subsequent proceeding before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer determined that it was in the public interest to remove the person or affiliate from the convicted vendor list. (Please attach a copy of the final order)

The person or affiliate has not been placed on the convicted vendor list. (Please describe any action taken by, or pending with, the Department of General Services)

Signature: Date

STATE OF COUNTY OF

Personally, appeared before me, the undersigned authority, who after first being sworn by me, affixed his/her signature in the space provided above and on this day of 20 .

Notary Public, State at large My Commission Expires:

THIS FORM MUST BE INCLUDED WITH PROPOSAL

CONFLICT OF INTEREST STATEMENT

STATE OF FLORIDA, DDA OF

Before me, the undersigned authority, personally appeared , who was duly sworn deposes and states:

1. I am the of with a local office in and principal office in DDA & State DDA & State

2. The above-named entity is submitting a Proposal for the DDA RFP 2024 - 002 described as Public Relations Services for West Palm Beach DDA.

3. The Affiant has made diligent inquiry and provides the information contained in the Affidavit based upon his/her own knowledge.

4. The Affiant states that only one submittal for the above proposal is being submitted and that the above-named entity has no financial interest in other entities submitting proposals for the same project.

5. Neither the Affiant nor the above-named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity’s submittal for the above proposal. This statement restricts the discussion of pricing data until the completion of negotiations if necessary and execution of the Contract for this project.

6. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participation in contract letting by any local, State, or Federal Agency.

7. Neither the entity nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for this project.

8. I certify that no member of the entity’s ownership or management is presently applying for an employee position or actively seeking an elected position with the DDA.

9. I certify that no member of the entity’s ownership or management, or staff has a vested interest in any aspect of the DDA

10. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the abovenamed entity, will immediately notify the DDA.

DATED: this ________ day of , 20 .

(Affiant)

Typed Name and Title

State of Florida, County of Sworn to and subscribed before me this day of 20 . Personally, known or Produced Identification

(Specify type of identification)

Signature of Notary

My Commission Expires:

Answer the following questions by placing as “X” after “YES” or “NO.” If you answer “YES,” please explain in the space provided, or via attachment.

Has your firm or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulations or any other regulatory agency or professional association within the last five (5) years?

YES NO

Has your firm, or any member of your firm, been declared in default, terminated, or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years?

YES NO

Has your firm had against it or filed any request for equitable adjustment, contract claims, bid protest, or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business?

YES NO

If yes, state the nature of the request for equitable adjustment, contract claim, litigation, or protest, and state a brief description of the case, the outcome or status of the suit and the monetary amounts or extended contract time involved.

I hereby certify that all statements made are true and agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of this proposal for the DDA.

Firm Date

Authorized Signature

Printed or Typed Name and Title

DRUG FREE WORKPLACE CERTIFICATE

I, the undersigned, in accordance with Florida Statute 287.087, hereby certify that, (print or type name of firm) publishes a written statement notifying that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace named above and specifying actions that will be taken against violations of such prohibition.

• Informs employees about the dangers of drug abuse in the workplace, the firm’s policy of maintaining a drug free working environment, and available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug use violations.

• Gives each employee engaged in providing commodities or contractual services that are under bid or proposal, a copy of the statement specified above.

• Notifies the employees that as a condition of working on the commodities or contractual services that are under bid or proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, plea of guilty or nolo contender to, any violation of Chapter 1893, of any controlled substance law of the State of Florida or the United States, for a violation occurring in the work place, no later than five (5) days after such conviction, and requires employees to sign copies of such written (*) statement to acknowledge their receipt.

• Imposes a sanction on, or requires 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.

• Make a good faith effort to continue to maintain a drug free workplace through the implementation of the drug free workplace program.

“As a person authorized to sign this statement, I certify that the above-named business, firm or corporation complies fully with the requirements set forth herein”

Authorized Signature Date Signed

State of Florida, County of

Sworn to and subscribed before me this day of , 20

Personally, known or Produced Identification

(Specify type of identification)

Signature of Notary

My Commission Expires:

STATE OF

COUNTY OF

, being duly sworn, deposes and says that:

1. He/She is of , the Bidder, Title Company Name that has submitted the attached proposal;

2. He/She is 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, has in any way colluded, connived, or agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Proposal in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm, or person to fix the price or prices in the attached proposal or any other Bidder, or to fix any overhead, profit or cost element of the proposal price or the proposal price of any other Bidder, or to secure through any collusion, connivance, or unlawful agreement any advantage against the West Palm Beach Downtown Development Authority or any person interested in the proposed Contract; and

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 Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

SIGNED

TITLE

State of Florida

County of

Sworn to and subscribed before me this day of 20 . Personally, known or Produced Identification

(Specify type of identification)

Signature of Notary My Commission Expires: THIS FORM MUST BE INCLUDED WITH PROPOSAL

RFP/Bid /Contract No:

Project Description:

Contractor/Proposer/Bidder acknowledges and agrees to utilize the U.S. Department of Homeland Security’s E-Verify System to verify the employment eligibility of,

1. all persons employed by Contractor/Proposer/Bidder to perform employment duties within Florida during the term of the Contract, and,

2. all persons (including subcontractors/vendors) assigned by Contractor/Proposer/Bidder to perform work pursuant to the Contract.

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PROPOSER CHECK LIST

I M P O R T A N T: Please read carefully, sign in the spaces indicated and return with your Proposal. We strongly encourage you to carefully review all documents for accuracy and completion before submitting. Proposer should check off each of the following items as the necessary action is completed:

REQUIRED

Table of Contents

Signed copy of all Addendum's issued for this RFP acknowledging receipt and understanding

Letter of Interest or Executive Summary (maximum 3 pages)

Response to section 9.2.1 Organizational Overview (maximum 10 pages)

Response to section 9.2.2 Local Preference

Response to section 9.2.3

Response to section 9.2.4 Strategy and Program Development (maximum 10 pages)

Response to section 9.2.5 Fee Structure (maximum 2 pages)

Requested Insurance Documents

All applicable forms have been signed:

• Public Entity Crimes

• Conflict of Interest Statement

• Dispute Disclosure Form

• Drug Free Workplace Certificate

• Non-Collusion Affidavit

• E-Verify Affirmation Statement

The Proposer Check List has been Completed and Signed One Complete Copy of Proposal uploaded to DEMANDSTAR.COM

After putting together ALL documents needed the Proposer will upload one complete copy of their proposal to DemandStar.com.

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Company Address

Authorized Signature City, State, Zip Code

Prepared for:

September 23, 2024

LETTER OF INTEREST

West Palm Beach Downtown Development Authority

107 S Olive Avenue, Suite 200

West Palm Beach, FL 33401

September 23, 2024

Thank you for the opportunity to present our qualifications to the West Palm Beach Downtown Development Authority (DDA). We have enjoyed a great partnership with the DDA over the years and we appreciate the continued opportunity to collaborate and help the community discover why downtown is the Center of Paradise.

Our longstanding partnership and proven track record demonstrate that rbb goes beyond being the largest public relations firm in South Florida, a certified womanowned business, or a six-time national agency of the year honoree. While these accolades speak to our credentials, size, and experience, what truly sets rbb apart is our unwavering commitment to delivering flexible thinking and exceptional results, all while continually striving to exceed expectations.

At rbb, we prioritize people yours and ours. Our client and senior staff tenures, which range from 9 to 32 years, reflect our dedication to building relationships that last a lifetime. We take ownership of our clients’ outcomes as if they were our own, investing in their success through availability, a diverse team of senior counselors (including direct access to our CEO), and a broad network of subject matter experts, whether in crisis management, digital strategy, or presentation support.

Why does this matter? Because a happy, empowered team delivers better results. Our employee-driven culture encourages entrepreneurial spirit, ensuring that each of our 70+ team members take personal ownership of driving success for our clients. Our commitment to diversity and inclusion is at the core of who we are. Through relationships with institutions like Howard University and local colleges such as FIU, UF, FSU, FAU, and more, we nurture talent that is deeply connected to our Florida communities. Our team reflects this commitment: 2% Multicultural, 4% Black, 42% Hispanic, and 52% White, with a gender makeup of 70% female and 30% male.

In the following document, you will find...

• While we are a national women-owned agency, Florida is home. It’s where we have our roots and have spent decades building community and relationships. In addition to the WPB DDA, we've earned the trust of local leaders like FPL, Cleveland Clinic Florida and Gunster for decades at the same time we've attracted national giants like Hyatt Hotels, DHL Express and BDO.

• From top to bottom we are entrenched in Downtown West Palm Beach and through our long-standing partnership with the DDA we have a comprehensive understanding of the resources, opportunities, and challenges the DDA manages on a daily basis and what it will take to help improve the environment for businesses, residents and visitors.

• We know how to navigate complex situations. We have a track record of working with local cities and special taxing districts throughout South Florida.

• Your needs are many, but so are our resources. rbb has entire divisions dedicated to English- and Spanish-language media relations, crisis communications and reputation management, research, creative, social, and digital media.

• No bait and switch. Our senior counselors are there for you day in and day out. And we have a deep bench of experts ready to jump in as needed for specialty counsel like crisis or digital needs.

• Strong processes, excellent reporting and the skills you need for media outreach, press release writing, branding and more with a strong overlay of strategic creativity in everything we do.

• Proven creativity and innovation that delivers results. rbb has won countless awards around our innovative campaigns and last year received the highly coveted ‘Best of’ Silver Anvil for Crisis Communications by the Public Relations Society of America.

• A reasonable fee structure and the flexibility to pivot as needed to maximize your spend with us.

Ultimately, we understand that you are seeking an agency partner who checks all the boxes, and rbb certainly meets that standard. However, beyond meeting requirements, our long-standing collaboration with you and the success we've delivered for numerous clients demonstrate that we are a partner who prioritizes your needs, your audience, and your goals above all else. rbb is fully committed to supporting you, and we look forward to the opportunity to further strengthen our relationship and achieve even greater success together in the years ahead.

Thank you again for the opportunity to share our thoughts.

Respectfully,

Christine Barney, CEO

Josh Merkin, Vice President/Partner rbb Communications rbb communications

9.2.1 ORGANIZATIONAL OVERVIEW

9.2.1 A. brief history of the company, length of time in business, and company’s qualifications as it relates to the requirements of this RFP.

As the Champion of Break-Out Brands™, rbb builds public relations programs that look beyond traditional approaches to deliver award-winning results in a rapidly changing world. Understanding the multifaceted needs of the West Palm Beach DDA, our proposal showcases how we have worked with clients in a wide variety of industries to create the right approach and resources to engage their stakeholder audiences and form meaningful connections. Your account would be driven by the same team leaders who have committed to the DDA for the last three years. To achieve this goal, we will employ a channel agnostic approach and create strategies focused on bottom-line impact.

About rbb Communications

Founded in 1975 as a boutique public relations agency, rbb evolved through several phases of expansion, embracing new partners, new names and new expertise along the way. Today, rbb has a team of 70+ (including bilingual counselors) and is a fully integrated top 50 independent communications agency, a dominant public relations firm in Florida and certified women-owned business. We differentiate ourselves by offering flexible thinking with solid results, and talented counselors, creators and connectors who collaborate to deliver award-winning campaigns. In the past decade we have been named Agency of the Year six times and received 100+ awards for our work. In 2023, rbb received the highly coveted ‘Best of’ Silver Anvil for Crisis Communications by the Public Relations Society of America.

Summary of products and services

Our firm’s toolbox includes media relations, digital and social marketing, influencer engagement, corporate communications, and creative & design services; with specialty practices including B2B & Professional Services, Energy & Renewables, Consumer & Lifestyle, and Travel & Hospitality.

Expertise

One of the benefits of working with an integrated agency is that rbb looks at all strategic options to ensure your communications plan will have multiple extensions for maximum results and will make your resources go further.

Our crisis and reputation management team is recognized for our diverse experience in national high-profile situations, digital acumen, and outcomes-focused approach. To help our clients prepare for crisis situations, we focus on creating streamlined processes that empower turnkey execution during the response and recovery stages. We are trusted advisors who see the big picture while skillfully managing the details, and we have guided companies through a wide range of complex issues.

The scope of work outlined in this RFP aligns well with our capabilities, covering the development of strategic communication plans and programs; brand, digital, message, and infrastructure audits; stakeholder and leadership surveys; resource allocation and audience targeting strategies; crisis planning and response protocols; and standardization of PR and digital media best practices. Our experience extends to bilingual campaigns, with proficiency in English and Spanish.

Philosophy

rbb offers a 360° approach and creates communications and marketing plans based on research and data that inform decisions and results. Using rbb’s Break-Out Brand™ Pathway, we apply proprietary brand research to guide integrated strategies and creation of all visuals and written communications. This approach inspires companies with actionable insights to create emotional connections with stakeholders that deliver desired bottom-line results.

The Right Experience

Our current and past clients include the most recognized local and national brands including non-profit organizations, educational institutions, healthcare providers, government agencies, philanthropic organizations and more. rbb has been providing communications services to large corporations for more than 20 years. Current Florida clients with more than a ten-year tenure with rbb include FPL, BDO, Cleveland Clinic

Florida and Codina Partners. National clients include DHL Express, Hilton, Hyatt’s Inclusive Collection, National Debt Relief, and Disney on Ice. Below is a sampling of the brands we have worked with that is relevant to the West Palm Beach DDA:

9.2.1 B. Past experience working with government agencies as it relates to the requirements of this solicitation.

rbb Communications has been the West Palm Beach DDA’s agency of record for the past three years. We have strong experience working with government and quasigovernment agencies, including:

West Palm Beach Downtown Development Authority (DDA):

• Current agency of record: Three years since rbb acquired O’Donnell Agency, approximately 20 years total

• Areas of Service: Communications Strategy, Event Management, Public Relations, Media Relations, Partner & Influencer Management, and Crisis Communications, Digital Marketing

As the agency of record, rbb is well-versed in the issues impacting Downtown West Palm Beach, its community and stakeholders. rbb provides media and marketing strategies that communicate initiatives, projects and events to market Downtown West Palm Beach as a destination for businesses and the general public. Our work includes developing topics for media outreach, staffing events as needed, working as a media liaison for the DDA, media training, message development and working with local partners on mutually beneficial cross promotions. rbb also works with the DDA on issues management, crisis communications as needed and digital marketing.

GMCVB:

• Current agency of record: Four years

• Areas of Service: Advertising, Strategic Planning, Copywriting, Media Buying, Earned Media, Influencers and Creative Design.

Over the past four years, rbb has been a partner for the Greater Miami & Miami Beach Visitor and Convention Bureau (GMCVB). Notably, rbb led the development and execution of the "Miami Eats" branding campaign, which earned four awards and revitalized the restaurant industry during the COVID-19 pandemic. Additionally, rbb's integrated marketing efforts for the FIFA 2026 campaign seamlessly blended creative design, PR, digital marketing, influencer outreach and community engagement strategies to highlight Miami's vibrant culture and passion for soccer, solidifying Miami's status as a premier location for international events.

Adrienne Arsht Center for the Performing Arts of Miami Dade-County:

• Agency of record: 2014 – 2020 and current branding AOR.

• Areas of Service: Strategic Communications, Branding, Creative Design and Development, and Public Relations.

The county-owned Adrienne Arsht Center, a leading local arts nonprofit with a history of collaboration with rbb Communications, sought a partner to bring the organization into the future by defining its distinct brand and making it shine in a way that stood out to its core audience pillars: donors, local patrons and the international community visiting Miami. rbb is currently working with the Arsht Center to build a comprehensive communications and brand strategy to set the organization up for long term success.

Coral Gables Business Improvement District:

• Agency of record: 2018 - 2019

• Areas of Service: Strategic Planning, Communications Counsel, Media Relations, Branding, Creative Design & Development, Advertising, Public Relations and Reputation Management.

In 2018, Coral Gables sought a partner to tell a new story about the city, establish a roadmap for all communications to promote and increase the visibility of the Business Improvement District (BID), and elevate Downtown Coral Gables’ branding and positioning as a premier destination for business, shopping, entertainment and dining. rbb developed a new brand footprint and messaging blueprint for Downtown Coral Gables prior to launching a strategic integrated communications program that helped raise awareness of and drive traffic to the destination and its businesses with custom imagery, direct mail, print, digital, pay-per-click, websites and more. Within the first six months of the program, Downtown Coral Gables saw 876.2K visits and overall saw a 440% increase in foot traffic compared to the previous year.

9.2.1 C. Relevant experience and proven success in similar projects.

WPB DDA partnership with Circuit

Following a dramatic increase in new residential units in Downtown West Palm Beach, transit and transportation through the downtown district became a heightened priority for the West Palm Beach Downtown Development Authority. Through its media relations efforts, rbb coordinated strategic outreach to support the DDA’s partnership with the Circuit rideshare service and the launch of the West Palm Beach Mobility Coalition (WPBgo). Each effort resulted in dozens of media placements with coverage from every major local news outlet. rbb also coordinated two press conferences for WPBgo announcements that drew multiple media outlets and strengthened partnerships with local transit agencies and stakeholders, As part of the Circuit promotion, rbb partnered with Discover the Palm Beaches to treat Canadian reporters to a Circuit-led tour of Downtown West Palm Beach, highlighting both Downtown West Palm Beach as a destination, and Circuit as an easy-to-use transportation option for visitors. Coverage was secured in multiple international outlets.

West Palm Beach DDA’s Next Big Thing

Through its “Next Big Thing” procurement, the West Palm Beach Downtown Development Authority selected a unique and imaginative outdoor experience called Trojan Rocking Horses. Although the idea behind the project was community togetherness, the execution of the project over an extended period of time was admittedly a complicated story to piece together for media. Through its highly focused outreach efforts, rbb was able to secure extensive coverage of the project from beginning to end, including live television broadcasts and editorial feature stories.

9.2.1 D & E. Experience of key staff as it relates to the requirements of this RFP/ Qualifications and experience of personnel to be assigned to this project.

rbb will always bring the right people to the table. Our best place to work environment has earned national recognition, meaning our multidisciplinary staff stays with us longer and is motivated to work harder for you.

rbb will work hand-in-hand with the West Palm Beach DDA to ensure our team creates a proactive and cohesive plan and keeps you looped in every step of the way. Our team structure is as follows:

• Counselors: rbb counselors understand the entire marketing communications toolbox and partner with the West Palm Beach DDA on strategy, execution and tracking in every discipline.

• Creators: rbb creators deliver the assets required for print, broadcast, web and digital/social channels.

• Connectors: rbb connectors project-manage every program to assure timely delivery and quality control.

What also sets us apart is that the account will be led by owners/partners of the firm, ensuring senior team members are dedicated to understanding every aspect of the West Palm DDA and acting as true partners.

Christine Barney, CEO and Managing Partner

Christine is the author of “The Breakout Brand™ Strategy: An Evolutionary Approach to Creating Customer Passion.” Her innovative management style and “employee-driven workplace” philosophy makes the firm a repeat winner in best place to work rankings. She is actively engaged in her community as chair-elect of the Miami Dade Beacon Council, co-chair of Opportunity Miami, board member of the Orange Bowl Committee, board member of the International Women’s Forum, former chair of the Greater Miami Chamber of Commerce, an executive member of Leadership Florida and is repeatedly named to the Florida Trend’s Florida 500. She is regional co-chair for the Page Society and was awarded the Bill Adams lifetime achievement award by the Public Relations Society of America.

Josh Merkin, Vice President & Partner

Josh specializes in media relations and integrated corporate communications strategies for B2B, corporate and professional service clients. Josh handles PR/communications for several of Palm Beach County’s most recognized companies including Gunster, Bank of America, Kaufman Rossin and Berger Singerman. His expertise includes media relations strategies, corporate communications, reputation management and digital marketing strategies. Josh also excels at helping clients create added value through their media relations campaigns by providing strategic counsel on how to leverage media coverage for creative content that enhances thought leadership and helps meet goals for website traffic, event attendance and lead generation.

Tony Theissen, Account Supervisor

Public and media relations are Tony’s crafts and he provides media expertise and communications strategies to a wide range of clients including the West Palm Beach Downtown Development Authority, Berger Singerman, WSP, Bank of America and others. Tony has lived in Palm Beach County for more than two decades, knows the media landscape and has developed tight relationships with the reporters and editors who cover Downtown WPB. He uses his media background to develop an impactful program of work for the DDA through media relations, including development and pitching of DDA announcements to maximize results.

Mary Sudasassi, Vice President

Mary brings two decades of experience in public relations and marketing and specializes in corporate communications, crisis counsel, strategic campaign development and project management. She has garnered successful results with local, regional and national media for the firm’s clients in the areas of health care, education, real estate and B2B.

Caroline Villada, Vice President

Caroline has 12+ years of advertising experience in account management and integrated media strategy/buying/planning. Her advertising portfolio includes hospitality (international resorts, car rentals and airlines) as well as luxury retail, pharma, OTC, animal health, eCommerce, law firms, franchise development, flood insurance, and finance. She’s managed inbound and outbound point-of-sales (U.S. National, EMEA and LATAM markets).

Tom Bolger, Executive Creative Director

Tom leads rbb’s Content Studio, finding creative, out-of-the-box solutions to business challenges that support bottom line results. Whether it’s refreshing a brand or developing an eye-catching marketing campaign, Bolger enjoys the opportunity to surprise and delight audiences. Bolger has managed creative and content strategies for clients like Verizon, Samsung and Amazon, among many others. He’s been part of award-winning campaigns for PETA, OREO, and The Alzheimer’s Foundation including a Clio for the 2020 Project Gutenberg Campaign. He was also the Design Director for Social Media Week Miami for two years and works closely with the One Club and Miami Ad School to mentor emerging creative talent. He is a practicing visual artist and was last shown at Aqua Art Miami for Art Basel.

Laura Guitar, Executive Vice President, Crisis Communications and Issues Management

Laura is an expert in strategic communications programming for clients across a wide range of industries. This includes crisis preparedness planning, issue-oriented campaigns, litigation communications and programs to mitigate risk and reputational impact. With a unique understanding of implementing communications for executive transitions, Laura brings deep experience in supporting M&A transactions and other moments of corporate change. She is also experienced in mitigating digital and social reputation impacts associated with major brands, corporations and high-profile individuals. Laura has served a wide range of clients including DHL, the Walt Disney Company, Publix, GE Healthcare, the Chinese Ministry of Rail, the University of Florida and multiple healthcare systems.

Adam Kirschner, Senior Account Supervisor

Adam has more than 25 years of experience overseeing diverse content teams across various industries. He is a leading voice in rbb’s Content Studio, working hand-in-hand with public relations teams to lead and execute strategic storytelling and in-platform campaigns for clients. Adam has previously served as a content director and paid and organic social media manager working with clients such as the Atlantis Bahamas and served as the digital program director at iHeartMedia Miami. During his tenure at iHeartMedia, he managed a team of up to 30 professionals responsible for content publication across eight websites and 30 social media platforms. Adam's extensive background also includes a significant tenure in the digital and marketing departments of Tribune Company's Sun Sentinel properties, encompassing print, television, and websites. Throughout his career, Adam has actively collaborated with numerous nonprofit organizations, such as the Sun Sentinel's Children's Fund, The Wounded Warrior Project, Fisher House, Camillus House and various hurricane recovery groups.

9.2.1 F. Strength of client references

We think our clients speak best to the results we deliver and encourage you to reach out to them about their experience and satisfaction with rbb. We strongly believe in the work we’ve done for them and the work we’ve done and can do for the West Palm Beach DDA.

Gunster

Carrie Hanna, Chief Strategy Officer Channa@gunster.com

Greater Miami Conventions & Visitors Bureau

Jennifer Diaz-Alzuri, Vice President Jdiaz@gmcvb.com

Bank of America

Stephanie Glavin, Palm Beach County Market Manager

Telephone- 561.838.2391 (email not best option because of bank’s email rules)

9.2.2 LOCAL PREFERENCE

9.2.2 A. Company with established service office located within Palm Beach County

rbb Communications is a national firm based in your own backyard. While the firm’s headquarters are in Miami, we have staff based throughout South Florida including in Palm Beach County.

9.2.3 SMALL BUSINESS; MINORITY/WOMEN BUSINESS ENTERPRISE; VETERAN OWNED

rbb Communications is a woman-owned business certified by the State of Florida and Women Business Enterprises National Council.

9.2.4 STRATEGY AND PROGRAM DEVELOPMENT

9.2.4 A. Describe management approach and methodology regarding the following:

A. Branding

We are brand builders, which means you are not just hiring a creative or branding team that makes pretty logos, beautiful photos or compelling messages, you are collaborating with a marketing partner that has a proven track record of delivering communications campaigns that generate measurable results to enhance the bottom line. Our branding strategy is based on rbb’s Break-Out Brand™ (BOB™) strategy, the result of over a decade of brand research.

B.

Crisis Communication Strategies

Don't ask us, ask FPL, Bank of America, Palm Beach State College or Gunster law about our ability to protect reputation and ensure you are prepared for a crisis. We build media relationships that not only generate good news in good times but mitigate damage in bad times. Today’s landscape poses risk for even the most transparent organizations and virtually all news has reputational impact, a unique digital lifespan online, and the potential to become global in minutes or hours, not days or weeks.

During times of change, we protect and strengthen reputations through rapid situational analysis, information gathering, compelling narrative creation, streamlined program execution, and timely response.

We focus on:

§ Crisis planning + preparedness

§ Issues-oriented campaigns

§ Litigation communications

§ Crisis training + simulation exercises

§ Programs to mitigate risk and reputational impact.

C. Documentation of Communications Results

Results don't happen without accountability. Our team currently conducts bi-weekly calls with DDA team members to review the action plan. This time allows us to give updates and dig deep to identify stories that can provide local perspectives on national stories, human connection angles and impactful storytelling.

But ultimately, it’s the results that matter, not just documenting the effort. Aside from meeting your KPIs how do you know you are delivering? One way is when your peers notice. We have earned dozens of national awards in every category of PR and marketing. We share this not to boast, but to let you know that we benchmark ourselves by participating in industry-leading competitions to ensure our campaigns are consistently best in class. We know the DDA shares this desire to lead by its awardwinning events and programs including Trojan Rocking Horses, Fern Street Chess Park and Circuit transit partnerships.

But not everyone defines success the same way. Using our monitoring and tracking tools, we can provide summaries that show KPIs such as type of coverage by story type and subject, number of stories, and impressions. In fact, rbb creates custom metrics to track overall program goals, using our Success Tracker™

We are also accustomed to working within client reporting structures to generate and contribute to required reports and assisting the client team with regular reporting demands, such as your monthly coverage reports.

D. Media Relations

There are three pillars to the rbb approach to media:

1. Build relationships: Through decades of experience in the Palm Beach County media market and a commitment to professional, honest communications with the media, we have fostered deep and meaningful relationships with the editors and reporters who cover Downtown West Palm Beach. Not only are these relationships a benefit when the DDA has good news to share, but also when there is a crisis or a reputational issue facing the DDA. The media sees our agency, and the DDA, as responsive and forthright in communications and will give the DDA a fair opportunity to respond before publishing stories that could impact its reputation.

2. Be creative: rbb will ensure your arsenal of tools goes beyond traditional media kits, photo shoots and fact sheets. Creative storytelling that showcases the impact of the DDA and its programs is required to cut through the clutter. Highlighting the thought leadership of the DDA’s executive director and marketing team reinforces the organization's ability to achieve its mission.

3. Add value: Whether it's helping with partnerships or looking for ways to garner national media coverage for the DDA that elevate its brand, rbb looks at media from a results perspective. That’s why we avoid the spray and pray approach of the past and create unpaid media plans where we map out, in advance, what coverage we want to secure.

E. Press Release and Media Interviews

As a public entity that needs to communicate its activities regularly, press releases remain an important tool for the DDA, even if only used on its website. As seen through our existing work with the DDA, rbb’s team delivers high quality press releases that require minimal, if any, edits and brings an element of creativity that breaks the mold of formulaic writing. As the DDA’s partner, you can expect rbb to continue to deliver on this work. More than that, you can expect to hear our best counsel when it comes to the media strategy behind press releases. There may be times when we feel a different approach for a press release is necessary and we will work alongside your team to determine the right methods for sharing news, which may include a more direct media pitch.

For media interviews, rbb’s team takes a very hands-on approach in coordinating and preparing our clients. When needed, we will work alongside the DDA to provide media training sessions, speaking points and briefing books that provide relevant information about the reporter/publication and interview topic. We regularly coordinate all media interviews so we can listen in and provide feedback to the executives after an interview and to ensure the information included in media coverage is accurate.

9.2.4 B. Quality of previous work and case studies

Elevating Brand Awareness and Thought Leadership in a Competitive Legal Market

rbb has been the agency of record for Gunster, one of Palm Beach County’s oldest and most well-known law firms, for nearly 15 years. Our scope of work includes conducting a national and local media relations program aimed at raising brand awareness for the firm and positioning its attorneys as thought leaders in their practice areas. Despite the law firm industry being a very crowded space, especially in Florida, in 2023 alone, rbb secured more than 250 million media impressions and over 100 placements in both prestigious national media such as Fast Company, Inc. and Bloomberg and local media including WPTV-Channel 5, South Florida Business Journal and Florida Trend.

Proactive, Innovative PR Mitigates Reputational Risk: FPL and rbb Get the Lights Back On After Hurricane Ian

Challenge

On Sept. 2022, Category 5 Hurricane Ian devastated Southwest Florida and left 2.5 million FPL customers without power. With rbb’s smart crisis preparedness action program, FPL came through the storm unscathed.

Breakout Strategy

To showcase progress in power restoration efforts, our team created the infrastructure to amplify positive customer perceptions of FPL’s storm readiness and had data and great visual assets ready to control the media narrative and spark greater positive/neutral coverage, mitigating negative reputational impacts.

Program

The four-part program entailed:

1. Provide year-round “always on” education on grid strengthening, innovative technologies and outage prevention, granting media access to FPL technology/command center.

§ Hyper-local media efforts targeted 60 Florida cities outlining grid improvements.

2. Deployment of FPL "media modules" to capture field visuals for direct sharing with media and on social platforms.

§ Capture around-the-clock daily footage of restoration crews, provided to media daily.

3. Standardization of information tools and frequencies, such as online outage trackers and daily press conferences, aiming to streamline media inquiries.

§ Offer real-time communications including daily press conferences and frequent updates online and with local and state governments, including the Governor’s office.

4. Utilization of rbb's proprietary predictive media intelligence tools to proactively manage media relations and gauge the likelihood of stories gaining viral traction.

§ rbb’s monitoring and analytics team provided 24/7 media and social media monitoring to inform response strategy. Strategy included: media sentiment reports, analysis of all social media activity and appetite of national vs. regional media.

Results: Happy FPL Customers

13%

Jump in FPL storm message awareness

9K+

Stories secured, 99% of which were positive/neutral

Streamlined media communications by

Over 1.45B

Impressions of coverage featuring FPL messaging

81% compared to Hurricane Irma

9.2.4 C. Include innovative/creative approaches that were successful in achieving a client’s Public Relations Services objectives.

Celebrating Miami as new Host City for the World Cup 2026

Challenge

FIFA tasked each host city with creating wow-worthy city-specific brand colors, logos and social media handles to unveil on May 18, 2023 in celebration of the official kickoff to countdown for the 2026 FIFA World Cup (FWC).

The Greater Miami Convention & Visitors Bureau (GMCVB) tapped rbb to strategically reveal the new branding and showcase the city’s diversity, vibrant culture and passion for soccer, and ultimately, generate an unparalleled level of excitement and engagement throughout the destination.

Breakout Strategy

A buzzworthy branding reveal required an integrated marketing campaign comprised of synchronized creative, digital, influencer and community engagement activity that would grab the attention of Miami's key stakeholders and inspire action.

The Program

In just three weeks, rbb created campaign assets, content and activations that enabled GMCVB to successfully launch the new 2026 FWC Miami brand with unprecedented engagement across all Miami neighborhoods, including:

• Creative: compelling visuals celebrating Miami's iconic branding, powerful portraits and soccer spirit

• Guerilla and OOH Marketing: larger-than-life branded events from a custom sand sculpture and bus tour featuring soccer legends to arranged logo illuminations on multiple iconic Miami buildings and points of interest

• Public relations: targeted media coverage that drove launch day buzz and attracted record numbers of soccer fans to follow @FWC26Miami for future host city updates and support the official countdown to 2026 FWC

• Organic social: Launched four new platforms with elevated content from key influencers that promoted hashtags to boost followers and engagement

Activation Highlights:

A county-wide tour with Mayor Daniella Levine Cava, soccer legends and stars, this branded vehicle visited hundreds of youth soccer players around MiamiDade. Our billboard on wheels gave fans the opportunity to take their official WE ARE 26 portrait and snag exclusive merchandise.

Nothing screams MIAMI more than its beautiful beaches. In partnership with the City of Miami Beach, we commissioned a large FIFA Miami logo sand sculpture next to the iconic 10th Street Lifeguard Tower on South Beach to inspire share-worthy photo opportunities and #WeAre26 conversations amongst both locals and visitors.

Double-Decker Bus Tour

Miami Beach Sand Sculpture

Results

Miami’s skyline was illuminated pink and blue, including the Kaseya Center, Miami Tower, Frost Science Museum, New World Symphony, Hard Rock Stadium, and Miami Courthouse. More than 1,000 screens at Miami International Airport and a digital billboard along I-95, all proudly displayed the Miami logo, colors, and patterns.

In the first three days of the launch, the rbb Communications team achieved:

78K+

Social Engagement

3MM+

Earned Impressions

Unhappy New Yorkers

3.8%

Social Engagement Rate (av. 05%)

2.9K

New Social Followers

Challenge

Changes in the federal tax code and continued high local taxes meant New Yorkers were looking to move. Downtown Doral wanted New Yorkers to consider this unfamiliar Florida location in Miami-Dade County.

Breakout Strategy

Poke fun at the political establishment by creating a website for “Unhappy New Yorkers” where they could download a resignation letter, rant on social media or fill out a form to find a new home in Downtown Doral.

Program

• Conceptualized and designed eye-catching, tongue-in-cheek creative assets with taglines like “I $ NY”; “The Big Apple’s Rotten”; “Cuomo, We Agree. New Yorkers Should Flee”.

• Developed and designed interactive website complete with tax and cost-of-living calculator, a downloadable “resignation letter” and shareable social media tiles.

• Created highly targeted social media campaign including ad buys with Google Search, Facebook, Instagram, Native, X (formerly Twitter) and YouTube.

• Planned targeted Wall Street Journal digital ad campaign.

• Produced word-of-mouth buzz through media pitching.

Results

19.2K

Total visitors to the site in three months

40

“Contact us” site inquiries about Downtown Doral

220K 20MM

Video views from digital ads

Total media impressions

833

Downloads of the “resignation letter” from the website

350

Secured client meetings with NY brokers to pitch campaign efforts

Driving Foot Traffic in West Palm Beach

Challenge

The West Palm Beach Downtown Development Authority (DDA) was looking to increase foot traffic to the area's local shops and restaurants. Our goal was to develop strategies to attract not only new and existing residents but also visitors, to rejuvenate the downtown area and boost its economic vitality.

Breakout Strategy

rbb developed and implemented a comprehensive paid digital media plan designed to enhance awareness and consideration for local restaurants and shops. This plan included targeted tactics aimed at driving increased 1) foot traffic to the Downtown area and 2) web traffic to the site. Additionally, rbb produced fresh, engaging creative content specifically tailored for this campaign to maximize impact and engagement.

Program

• Location-Based Targeting and Geofencing: Ads were specifically directed to users within a predefined geographic area, encouraging those nearby to visit downtown shops and restaurants

• Interest and Custom Audience Targeting: Leverage data on user interests and behaviors to tailor the messaging, ensuring it resonated with the intended demographic

• Retargeting: Engage previous visitors to the website with customized ads to draw them back, increasing the likelihood of a visit to the downtown area

• Paid Social Media: Utilize platforms like Facebook and Instagram to reach potential visitors with engaging ads

• Programmatic Advertising: Automatically buying and optimizing digital campaigns, targeting users across various online and mobile channels

• Creative Optimization: New creative content was introduced and continuously optimized every three weeks to maintain engagement and relevance

• Measurement and Insights: Bi-weekly reporting allowed for quick adjustments and optimization based on performance data including insights into seasonal trends, the popularity of specific web pages, the effectiveness of various creative approaches, and strategic focuses for future marketing efforts

5-Month Results

9.2.4 D. Demonstrate that company understands the DDA’s needs as they pertain to this RFP.

Through the relationships we've built supporting the DDA over the past three years (since rbb acquired the O’Donnell Agency), rbb has a genuine and complete understanding of the needs and goals of the DDA including its desire to improve the reputation of downtown and showcase the organization as a change agent. Our work has focused on building stakeholder support of Downtown WPB initiatives, whether that's through outreach for downtown businesses, publicizing downtown events, sharing news of the DDA's projects and programs, or providing crisis communications needs when there is an incident that threatens the DDA's reputation.

This support will remain consistent, but we will also look for ways to stretch the boundaries for telling the DDA's story through creative approaches that humanize the organization’s impact and put them out in the community with signature events and partnerships. Whether it be connecting the DDA to one of rbb's many Palm Beach County based clients, creating an influencer series or bringing forward a perfect partner, rbb has the experience, relationships and ideas to help the DDA stand out. Also, just as the diversity of downtown's stakeholders grows in the years ahead, rbb will increase its focus on reaching out to these new communities through targeted media relations efforts that ensure the DDA’s messages are being heard by all.

As a fully integrated agency, rbb can also provide value added support for the DDA, whether that includes advertising, creative, social, and digital media marketing

9.2.5 FEE STRUCTURE

rbb makes your budgets go further through smart execution and realistic fee arrangements. Key tenets of our budget process include:

• It’s a partnership: together we will identify priorities and define what success looks like.

• Accountability: we track budgets against our hourly team rates ensuring the right person does the right job at the right rate

• No markups: our fees are transparent

9.2.5 A. State your proposed monthly fees to cover requirements as outlined in the Scope of Work and references in the Cost and Price section of this RFP

rbb believes in simplified fee structures. We create a budget for the year and compare that to the activity of each month - some may be higher, some lower and manage against that budget. Based on our experience and the program of work the DDA will embrace for 2024, we believe a fee of $108,000 ($9,000 a month), plus monthly expenses of approximately $625 for a total of $115,500 is the minimum required to cover your public relations needs. This budget includes access to senior counselors in other disciplines such as digital or advertising Having a seat at the table for annual planning or check ins ensures the PR is truly integrated with all the efforts of the DDA. However, should the DDA decide to embark on ongoing or distinct programs using the

additional resources that exist under the rbb roof – advertising, media planning and buying, digital strategies/web development/social media or creative design (street banners, collaterals, photo shoots) those services will be budgeted separately and agreed upon by all parties based on rbb’s rate structure at the time.

9.2.5 B. Fee Information Sheet

See Fee Information Sheet below:

FOR PORPOSAL

FEE INFORMATION

A. Instructions: Please indicate the cost:

B. All prices submitted are to be listed below Prices quoted should be in unit of measure shown

C. Quantity listed on Item No. 2 is not a guarantee, but solely an estimate of anticipated usage.

The undersigned certifies that he/she has the ability to sign and bind the firm or company to the services to be performed within the fees proposed.

Signed 9.23.24

Printed Name Christine Barney

9.2.5 C. Expenses

We streamline out of pocket expenses by charging flat fees in most cases. These include a media software charge = $175/month, and a data/communications charge = 5%/month (subscriptions, phone, internet, etc.) Any expenses above $300 are approved by you in advance. Potential out-of-pocket expenses, not covered under the retainer, will include:

• Controlled media (satellite media tours, multimedia news releases, wire, etc.)

• Photography/stock photography and videography

• Paid content partnerships

• Thought leadership efforts (sponsorships, award fees)

• Travel

THE RBB ADVANTAGE

• Award winning

Six-time agency of the year with deep sector experience in your backyard

• Counselors, connectors, creators

Offering a dedicated team, already familiar with DDA through years of experience as AOR

• 24/7

On call 24 hours, 7 days a week

• Integrated strategies

Expertise + insights + passion = results

• More for your money

Making budgets go further through smart execution, alliance building and realistic fee arrangements

Thank you for the opportunity to share more about rbb Communications. We look forward to continuing to build a winning partnership with the West Palm Beach Downtown Development Authority.

MEMO

TO: DDA Board

Rick Reikenis, Chairman

Robert Sanders, Vice Chairman

Samantha Bratter

Peter Cruise

Tim Harris

Daryl Houston

Bernardo Neto

FROM: Teneka James-Feaman

RE: Electronic Attendance Policy

DATE: Tuesday, December 17, 2024

At the November board meeting, Legal counsel recommended adding an Electronic Attendance Policy for DDA board members. This will provide Board members that are unable to attend in person an opportunity to still participate in board meetings and vote.

Staff is recommending approval of the Electronic Attendance Policy.

WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY

ELECTRONIC ATTENDANCE POLICY

This Policy describes the circumstances under which a Board Member may participate in a meeting of the West Palm Beach Downtown Development Authority Board ("Board") through the use of electronic communications media technology.

A Board Member may participate in a Board meeting electronically when extraordinary circumstances prevent the Board Member from attending the meeting in person. In providing for such participation, the following conditions shall apply:

A. Request. If a Board Member is unable to attend a meeting in person due to extraordinary circumstances, the Board Member must submit a request to participate electronically to the Executive Director at least two (2) business days in advance of the Board meeting. In the event the extraordinary circumstances giving rise to the request are unforeseen, the Board member must submit the request to participate electronically at the earliest opportunity before the meeting.

B. Full Participation. A Board Member who is participating electronically may participate fully in any meetings, including casting votes on matters before the Board.

C. Quorum. Board Members participating electronically do not count towards a quorum. A quorum of Board Members must be physically present at the meeting. If the quorum requirements are not met, the Board meeting will be cancelled unless an emergency order from the Governor permits an exception.

D. Limit of Electronic Attendees. No more than two (2) Board Members may attend a Board Meeting electronically at the same time. Requests to attend electronically will be accepted on a first-come basis

E. Sunshine Laws Requirements. When a Board Member is attending electronically, the Board shall ensure that the Board Member is able to be clearly heard by the other Board Members and any public in attendance.

EFFECTIVE DATE:

This Policy was adopted by the West Palm Beach Downtown Development Authority Board on ___________________.

MEMO

To: Rick Reikenis, Chairman

Robert Sanders, Vice Chairman

Samantha Bratter

Peter Cruise

Tim Harris

Daryl Houston

Bernardo Neto

From:

Teneka James-Feaman, Executive Director

RE: DDA Incentives Discussion

Date: December 17, 2024

As a follow up to the board’s discussion in November, staff will present our current downtown Incentive Programs.

PROGRAM OVERVIEW

The West Palm Beach Downtown Development Authority (DDA), in collaboration with the Community Redevelopment Agency (CRA), has developed the Facade Improvement Program to help revitalize the downtown area. This initiative is designed to enhance the exterior appearance of commercial properties, contributing to the overall aesthetic and "curb appeal" of Downtown West Palm Beach. By improving the visual landscape, the program aims to attract new businesses, support the retention of existing businesses, and create a vibrant, welcoming environment for visitors and the community.

Façade Grant

o Current Program:

- Grants to business owners or property owners for up to 50% of the cost of exterior improvements made to building façades in the DDA district for awnings, signs, landscaping, and other similar exterior improvements.

- Storefront: Up to $10,000

- Building façade that is 25,000 sq ft or larger: Up to $20,000

PROGRAM OVERVIEW

The Business Incentive Grant program offered by the West Palm Beach Downtown Development Authority (DDA) provides funding to new businesses or existing businesses within the DDA District to assist with significant, permanent modifications to existing Downtown buildings. Through this program, the DDA encourages major tenant improvements necessary for successful tenancy of commercial spaces. The goal of this program is to attract the desired mix of uses to the Downtown and assist with the rehabilitation of commercial properties.

Business Incentive

o Current Program

- The grant shall not exceed 25% of the total project cost up to a maximum of $75,000

- Program eligible in DDA District

- Business and Façade Grant Incentives to include not eligible businesses identified as:

 Vape/smoke shop, CBD/Medical Marijuana, tattoo parlors, liquor stores, gun shops, and nightclubs.

- Incentive available to businesses located on the ground floor only.

- Incentive available to tenant or owner occupied.

- DDA Board review for projects over $50,000

- Exclude National Brands, defined as a product that is distributed nationally under a brand name owned by a producer or distributor

- Property Improvements

 Defined as, Painting, Electrical, Plumbing, ADA requirements, HVAC system, Concrete, Demolition

 What is not included decorative lights, fixtures, and molding, appliances, intercom/CCTV systems, POS systems

Staff is requesting discussion and recommendations to improve the current Incentive Programs.