MONROE COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSALS

FOR

SOCIAL SERVICES TRANSPORTATION

DISADVANTAGED PROGRAM

BOARD OF COUNTY COMMISSIONERS

Mayor Michelle Lincoln, District 2 Mayor Pro Tem David Rice, District 4 Commissioner Craig Cates, District 1 Commissioner James K. Scholl, District 3 Commissioner Holly Merrill Raschein, District 5

COUNTY ADMINISTRATOR

Christine Hurley

Clerk of the Circuit Court Community Services Director

Kevin Madok Cathy Crane June 2026

PREPARED BY:

Monroe County Community Services Department

NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS

NOTICE IS HEREBY GIVEN that on Tuesday, July 21, 2026, at 3:00 P.M., the Monroe County Purchasing Office will receive and open sealed responses for the following:

SOCIAL SERVICES TRANSPORTATION

DISADVANTAGED PROGRAM

MONROE COUNTY, FLORIDA

Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at:

www.floridapublicnotices.com, a searchable Statewide repository for all published legal notices. Requirements for submission and the selection criteria may be requested from the County’s electronic bidding platform at https://monroecounty-fl.bonfirehub.com OR www.monroecounty-fl.gov/BonfireBids. The Public Record is available upon request. Monroe County Purchasing Department receives proposals via the Bonfire electronic bidding platform. Please do not email, mail or attempt to deliver in person any sealed bids/proposals/responses.

Emailed/mailed/physically delivered bids/proposals/responses WILL NOT be accepted.

The Monroe County Purchasing Department hereby directs that proposals be submitted via the Bonfire electronic bidding platform at https://monroecounty-fl.bonfirehub.com, before 3:00P.M. on Tuesday, July 21, 2026. There is no cost to the proposer to use the Bonfire platform and questions should be submitted using the Bonfire platform. Otherwise, questions regarding this RFP may be transmitted in writing to Lourdes Francis c/o Monroe County Community Services, 1100 Simonton Street, Key West, Florida 33040, or Email: Francis- Lourdes@monroecounty-fl.gov.

Please do not submit your confidential financial information as part of your proposal. There are separate uploads for each set of documents, including confidential financial information. All proposals will be made public on the platform after an intended decision or 30 days from unsealing, whichever is earlier, unless the bids/proposals are rejected in accordance with F.S. § 119.071. If your proposal document includes financial information (not uploaded separately), that information will be considered public and viewable to the public in accordance with public records law. In the event of a discrepancy between the bid/proposal amount on the Proposal Form and the bid/proposal amount entered in Bonfire, the bid/proposal amount listed in the “Proposal Form” provided by Monroe County in the RFP is the amount that will be utilized by the County when considering the bid/proposal. The County reserves the right to waive any bid/proposal irregularity.

The proposal opening for this solicitation will be held virtually, via the internet, at 3:00 P.M. on Tuesday, July 21, 2026. You may call in by phone or internet using the following:

Join Zoom Meeting https://mcbocc.zoom.us/j/4509326156

Meeting ID: 4509326156 One tap mobile:

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Publication Dates Keys Citizen: Sat., 06/20/2026 Keys Weekly: Thur., 06/25/2026 News Barometer: Fri., 06/26/2026 http://www.floridapublicnotices.com/ https://monroecounty-fl.bonfirehub.com/ http://www.monroecounty-fl.gov/BonfireBids https://monroecounty-fl.bonfirehub.com/ https://mcbocc.zoom.us/j/4509326156

REQUEST FOR PROPOSALS

FOR

SOCIAL SERVICES TRANSPORTATION DISADVANTAGED PROGRAM

MONROE COUNTY, FLORIDA

TABLE OF CONTENTS

SECTION PAGE

Part 1 – Scope of Services ……………………………………………………………….… 2

Part 2 – General Terms & Conditions ……………………………………………………... 10

Part 3 – Special Terms & Conditions; Mandatory Federal Clauses……………………….. 28

Part 4 – Requirements & Instructions for Submission of Proposals………………………. 40

Part 5 – Evaluation of Submissions & Contract Award…………………………………… 45

Part 6 – Required Forms…………………………………………………………………… 48

Part 7 – Sample Agreement……………………………………………………………………….. 67

Monroe County Community Services Department Social Services Transportation Disadvantaged Program

PART ONE – Scope of Services

1.1. Purpose and Intent

The purpose of this Request for Proposals (RFP) is to solicit qualified providers in order to satisfy the requirements outlined in Sections 427.02(3) & 287.057, Fla. Stats. As such, Monroe County is seeking a qualified provider to provide comprehensive paratransit and demand-response transportation services throughout Monroe County. Pursuant to Section 427.011(1), Fla. Stat., the term “‘Transportation disadvantaged’ means those persons who because of physical or mental disability, income status, or age are unable to transport themselves or to purchase transportation and are, therefore, dependent upon others to obtain access to health care, employment, education, shopping, social activities, or other life-sustaining activities, or children who are handicapped or high-risk or at-risk as defined in Section 411.202, Fla. Stat.” The Social Services Transportation Disadvantaged Program (SSTDP) provides transportation services to support qualifying individuals and are critical to maintaining access to medical care, essential services, and community participation. The awarded provider shall provide transportation for residents of Monroe County who meet the eligibility requirements established by the County. The provider must ensure that all riders are transported in a safe, timely and efficient manner to their destinations. The provider shall provide services under the SSTDP on a shared-ride, non-emergency basis. Additionally, upon activation and County request, the awarded provider shall provide Declared State-of-Emergency Transportation Provisions for Special Needs Clients (SpNs) to ensure the coordinated and timely transport of SpNs clients, their caregiver, household pets, and service animals to designated staging areas and/or shelters, as well as returning transportation, upon request, as further described herein. Proposer must provide a fixed cost per mile (unit) for each type of service to be provided. The fixed cost fee proposal must encompass the entire scope of services requested, meaning that the pricing provided must be all inclusive. Payments will be made on a reimbursement basis. While cost is a required evaluation factor, the County intends to award to the responsible proposer whose proposal is determined to be the most advantageous to the County, considering proposer qualifications, experience, technical approach, implementation readiness, and cost. The County is not obligated to award to the lowest-priced proposer.

1.2. Background Information

Monroe County is a non-charter county and a political subdivision of the State of Florida. The County population is approximately 82,000. The Board of County Commissioners is the governing body and has all the powers and authorities of a political subdivision of the state. Monroe County is the southernmost county in the United States. It is comprised of the Florida Keys and a portion of the Florida Everglades. The Florida Keys are an archipelago of islands stretching from Key West up to the mainland. In addition to the unincorporated county, there are five (5) municipalities in the Florida Keys:

Key West, Marathon, Key Colony Beach, Layton, and Islamorada. Further information about the demographics of the County can be found here: http://www.monroecounty-fl.gov/index.aspx?NID=27.

Approximately one-third (1/3) of the population is situated in the City of Key West, which is the county seat; however, the County offers services throughout the Keys. The Monroe County Community Services Department administers and oversees transportation disadvantaged and paratransit services intended to support mobility and access to essential services for eligible residents throughout Monroe County. Transportation services are coordinated to assist elderly individuals, persons with disabilities, and other transportation disadvantaged residents with access to medical appointments, pharmacies, nutrition programs, employment, education, grocery shopping, public assistance appointments, and http://www.monroecounty-fl.gov/index.aspx?NID=27 other County-approved essential services or activities. Due to the geographic nature of Monroe County and the extended travel distances between islands and service areas, transportation operations require significant coordination, scheduling efficiency, operational flexibility, and compliance with applicable federal, state, and local transportation requirements. The County’s Social Services Transportation Disadvantaged Program (SSTDP) is administered in coordination with applicable federal and state transportation requirements, including Chapter 427, Florida Statutes, Rule Chapter 41-2, Florida Administrative Code, and applicable Transportation Disadvantaged Service Plan requirements. The applicable Transportation Disadvantaged Service Plan can be reviewed at this link: https://91a3c7ed- 0c84-4260-ac5f-2061ce55b249.filesusr.com/ugd/5ab63d_6278087173014e30813a3c1eb62302b4.pdf.

Services are provided throughout the Lower, Middle, and Upper Keys and require coordination of scheduling, dispatch, customer service, ADA accessibility, reporting, safety compliance, and declared state-of-emergency evacuation transportation support operations to ensure continuity of transportation services for eligible Monroe County residents.

1.3. Overview of General Requirements

Proposers, Providers, or Contractors (hereinafter referred to interchangeably) who are interested in performing the services described herein must meet all minimum qualifications and requirements established by the County and the State of Florida. The Contractor shall maintain all licenses, permits, certifications, registrations, and operating authority required to legally provide passenger transportation services within the State of Florida throughout the term of an ensuing Agreement. The Contractor shall also maintain compliance with all applicable federal, state, and local laws, regulations, rules, and ordinances governing the provision of transportation services. The initial contract period will be for one (1) year. The County reserves the right to extend the contract for four (4) additional one (1) year periods, providing both parties agree to the extension. Any contract renewal will be based on satisfactory performance, mutual acceptance, and determination that the Contract is in the best interest of the County. Should a Contract be extended, the amount or fee per unit agreed to therein may be adjusted annually in accordance with the percentage change in the Consumer Price Index for all urban consumers (CPI-U), for the year ending December 31 of the previous year.

1.3.1. The Contractor must demonstrate a minimum of fifteen (15) years of experience providing paratransit, Americans with Disabilities Act (ADA) complementary paratransit, or demand-response transportation services.

1.3.2. The Contractor shall demonstrate the immediate operational ability to commence services effective October 1, 2026, including submission of a project approach, staffing plan, dispatch and scheduling capabilities, customer service operations, and sufficient operational resources to ensure continuity of existing services (i.e. roughly 400 trips (one-way) per month). The Contractor shall maintain an adequate fleet inventory and operational capacity, including both ADA-accessible and non-ADA-accessible vehicles, sufficient to meet anticipated passenger demand and service requirements. At all times during the term of an ensuing Agreement, the Contractor shall maintain no fewer than three (3) ADA-accessible vehicles in active operational service capacity at all times.

1.3.3. The Contractor shall provide adequate client support services for the scheduling and booking of transportation requests, including the ability for passengers to request, schedule, confirm, or cancel transportation services via telephone, email, digital scheduling software, mobile applications, client portals, or other technology-based customer service platforms utilized by the Contractor.

1.3.4. The Contractor shall possess the demonstrated financial, operational, managerial, and technical capacity necessary to perform the services contemplated herein and shall maintain a satisfactory safety and compliance record. The Contractor shall further demonstrate the https://91a3c7ed-0c84-4260-ac5f-2061ce55b249.filesusr.com/ugd/5ab63d_6278087173014e30813a3c1eb62302b4.pdf https://91a3c7ed-0c84-4260-ac5f-2061ce55b249.filesusr.com/ugd/5ab63d_6278087173014e30813a3c1eb62302b4.pdf ability to satisfy all County insurance requirements and maintain all required insurance coverage throughout the term of an ensuing Agreement.

1.3.5. The Contractor shall comply with all applicable reporting, operational, maintenance, safety, and service requirements applicable to the designated Monroe County Community Transportation Coordinator (CTC), including, but not limited to, the requirements set forth under Chapter 427, Florida Statutes, Rule Chapter 41-2, Florida Administrative Code, and all applicable directives, standards, policies, and reporting requirements established by the Florida Commission for the Transportation Disadvantaged, the State of Florida, and the County, as well as federal agency partners, as may be applicable.

1.3.6. The Contractor shall comply with all reporting requirements identified within the Scope of Services, including the submission of monthly operational, performance, financial, and service delivery reports in the form, frequency, and manner prescribed by the County and applicable state regulatory agencies.

1.4. Scope of Services

1.4.1. Qualifications

Providers interested in performing this service must meet all minimum qualifications. Providers must retain proper licensure and authority to operate passenger transportation services in Florida.

Provider must have a minimum of fifteen (15) years of continuous experience providing paratransit, ADA complementary paratransit, or demand-response transportation services.

Provider must possess the ability to meet County’s insurance requirements and demonstrate a satisfactory safety record as well as demonstrated operational capacity to meet the County’s needs.

The County places a strong preference on proposers with demonstrated experience within Florida’s Transportation Disadvantaged (TD) system, including service as a Community Transportation Coordinator (CTC) and/or as a subcontractor or lead operator under a CTC contract. Proposers shall describe their familiarity with FDOT Commission for the Transportation Disadvantaged (CTD) requirements, reporting, audits, and coordination with Local Coordinating Boards (LCBs).

The provider shall ensure that all drivers and related personnel receive training that complies with Florida law and applicable administrative rules governing paratransit transportation. Training shall include defensive driving, securement and handling of mobility devices, passenger assistance techniques, and ADA compliance. The Contractor shall also comply with Rule Chapter 14-90, Florida Administrative Code, regarding operator hours of service, duty limitations, and fatigue management.

1.4.2. Itemized Scope of Services

Monroe County is seeking a qualified provider to provide comprehensive paratransit services throughout Monroe County including, but not limited to:

1.4.2.1. Door-to-door or curb-to-curb transportation services;

1.4.2.2. ADA-compliant accessible vehicle service;

1.4.2.3. ADA complementary paratransit and Transportation Disadvantaged (TD/SSTDP) services;

1.4.2.4. Driver assistance rendered to passengers and passenger support for elderly, disabled, and special needs passengers;

1.4.2.5. Scheduling, dispatch, routing, and real-time trip management;

1.4.2.6. Technology-based scheduling, dispatch, rider/client communications, and customer service platforms;

1.4.2.7. Client registration, eligibility verification, and rider records management (including requested rides, provided rides, and declined rides, etc.);

1.4.2.8. Customer service, rider support, and operational reporting;

1.4.2.9. County monthly operational, performance, and ridership reporting;

1.4.2.10. Vehicle maintenance, preventive maintenance, and safety inspections;

1.4.2.11. Compliance with the CTC’s System Safety Program Plan (SSPP) requirements and applicable drug and alcohol testing requirements;

1.4.2.12. Declared State-of-Emergency evacuation transportation and Special Needs Shelter

(SpNS) transportation and support services;

1.4.2.13. Compliance with ADA, FDOT, FTA (if applicable), Title VI, and state/local requirements; and

1.4.2.14. Compliance with Chapter 427, Florida Statutes, Rule Chapter 41-2, Florida

Administrative Code, Transportation Disadvantaged Service Plan requirements, and all applicable federal, state, and local laws, regulations, and requirements.

1.4.3. Minimum Service Delivery Requirements

1.4.3.1. The Contractor must provide SSTDP transportation services on a shared-ride, non-emergency basis. Pick-up windows, routing, and trip scheduling shall be established at the discretion of the Contractor, subject to operational requirements, service efficiency standards, passenger demand, and all applicable requirements, policies, and performance standards established by the County within its Social Services Transportation Operating Procedures, or as otherwise updated or directed. Services shall be provided Monday through Friday during the County’s normal business hours of 8:00 a.m. through 5:00 p.m. Any provision of services outside of these hours, including weekends, County holidays, or special events, shall require the prior written approval of the Director of Community Services or their designee.

1.4.3.2. Transportation service requests must be accepted and scheduled in real time at the time of request via telephone, email, or approved digital platform software. The Contractor shall advise the requesting passenger of service availability at the time the request is made, subject to operational capacity, routing efficiency, and scheduling constraints. The Contractor must provide confirmation of scheduled pick-up times no later than the business day preceding the requested transportation service date. The Contractor shall provide notice of any transportation service cancellation no less than twenty-four (24) hours prior to the scheduled appointment or pick-up time, whichever yields the earliest notice to the client. The twenty-four (24) hour cancellation notification requirement may be waived in the event of a vehicle breakdown, emergency, force majeure event, or other exigent circumstance beyond the reasonable control of the Contractor that materially impacts the Contractor’s ability to provide the scheduled transportation service, and leaves no reasonable alternatives.

1.4.3.3. All services performed under an ensuing Agreement shall be limited to locations within the geographic boundaries of Monroe County unless State-of-Emergency Evacuation Transportation Provisions, as described herein, have been activated in writing by the County. Upon such activation, the Contractor shall provide any approved emergency or out-of-county transportation services strictly in accordance with the applicable terms, conditions, limitations, and operational requirements set forth herein.

1.4.3.4. Contractor must comply with all Safety Requirements imposed by the County and applicable laws and regulations. Contract must comply with Section 341.061, Fla. Stat., and Rule 14-90, F.A.C., concerning System Safety, as each of the aforementioned by be amended or updated from time to time. Contractor must assure compliance with local, state, and federal laws, and CTD latest policies relating to drug testing, and comply with CTC's System Safety Program Plan (SSPP) for designated service area (Monroe County, Florida).

1.4.3.5. Contractor must comply with all standards and performance requirements established by the: 1) The Commission for the Transportation Disadvantaged; and 2) The local Coordinating Board approved Transportation Disadvantaged Service Plan.

1.4.4. Minimum Eligibility Requirements and Registration Services

1.4.4.1. The Contractor must ensure that all passengers utilizing SSTDP services are Monroe County residents who meet County-established eligibility criteria, to wit:

eligible riders shall include: 1) seniors aged sixty (60) and older; 2) persons with disabilities who are unable to drive themselves as verified by a qualified medical professional and has no other means of transportation; and 3) Any person whose income is less than one and half (1/2) times the Federal Poverty Level. Eligible passengers requiring transportation are eligible to receive transportation to essential destinations in the following County-designated priority order:

Priority 1: Medical and health-related appointments, including but not limited to Department of Health services and pharmacy.

Priority 2: County-designated Social Service Department meal sites.

Priority 3: Welfare or public assistance appointments and grocery shopping.

Priority 4: Place of employment.

Priority 5: Other community service programs and/or those enumerated activities within the definition of “Transportation Disadvantaged” pursuant to Section 427.011(1), Fla. Stat., as may be amended from time to time.

Priority 1 riders shall be given precedence over all other categories in the event of scheduling conflicts or capacity limitations. The Contractor shall collect and maintain registration records, including name, address, phone number, date of birth, Social Security number, and information on special assistance or mobility needs. Records shall be maintained in compliance with applicable confidentiality laws requirements. The County reserves the right to suspend, modify, or reprioritize transportation categories at its sole discretion, including during declared states-of-emergency, funding changes, or as otherwise necessary to meet SSTDP and community needs.

1.4.5. Minimum Monthly Service Delivery Reporting Requirements

The Contractor shall provide monthly operational reports to Monroe County, where applicable within the Scope of Services, including accounting and reporting of requested rides, provided rides, and turned away rides, and any other operational data as required by the County.

1.4.6. Minimum Reporting, Audit, and Compliance Requirements

1.4.6.1. The Contractor must comply with all applicable reporting, audit, record retention, safety, operational, and performance requirements established under Chapter 427, Florida Statutes, Rule Chapter 41-2, Florida Administrative Code, the Florida Commission for the Transportation Disadvantaged, and the applicable Transportation Disadvantaged Service Plan. This includes the Contractor entering into a contract with the CTC to administer services in Monroe County.

1.4.6.2. Every three (3) months, submit to the County and CTC a Quarterly Year to Date Operating Report (from the Annual Operating Report) detailing demographic, operational and financial data regarding coordination activities in Monroe County.

Additionally, the reported data will include information regarding all transportation provided by the Contractor and transmitted to CTC. The reports shall be prepared on forms provided by the Commission for the Transportation Disadvantaged, hereinafter CTD, and according to the instructions for the forms.

1.4.6.3. Contractor must comply with audit and record keeping requirements by utilizing the CTD recognized Chart of Accounts defined in the Transportation Accounting Consortium Model Uniform Accounting System for Rural and Specialized Transportation Providers (uniform accounting system) for all transportation disadvantaged accounting and reporting purposes. Contractor with existing and equivalent accounting systems are not required to adopt the Chart of Accounts in lieu of their existing Chart of Accounts but shall prepare all reports, invoices, and fiscal documents relating to the transportation disadvantaged functions and activities using the chart of accounts and accounting definitions as outlined in the above referenced manual.

1.4.6.4. Contractor must maintain and file with the CTC all such progress, fiscal, inventory, and other reports as the CTC may require during the period of an ensuing contract. The County reserves all rights to conduct financial and compliance audits at any time upon reasonable notice.

1.4.6.5. Contractor must retain all financial records, supporting documents, statistical records, and any other documents pertinent to an ensuing Agreement for a period of five

(5) years after termination of an ensuing Agreement. If an audit has been initiated and audit findings have not been resolved at the end of the five (5) years, the records shall be retained until resolution of the audit findings. The Contractor shall assure that these records shall be subject to inspection, review, or audit at all reasonable times by persons duly authorized by the CTC or CTD or an ensuing Agreement. The CTD and the CTC shall have full access to and the right to examine any of the records and documents during the retention period.

1.4.7. Minimum Declared State-of-Emergency Transportation Service Delivery Requirements

1.4.7.1. Upon activation as described herein, Contractor must provide evacuation transportation services for special needs clients who are registered pursuant to Section 252.355, Fla. Stat., as same may be amended from time to time. General information regarding the registry may be found at this link: https://www.monroecounty-fl.gov/148/Special-Needs-Registry. Upon a Declaration of Local State of Emergency, issued in a manner consistent with the Monroe County Code of Ordinances, and upon activation and request by the County, the Contractor shall ensure the coordinated and timely transport of eligible SpNS Clients, their caregiver, household pets, and service animals to designated staging locations and/or in-county or out-of-county shelters, as further described herein.

1.4.7.2. Pursuant to the Americans with Disabilities Act of 1990, as amended (ADA), the Pets Evacuation and Transportation Standards Act of 2006 (PETS Act), and the most recent version of Florida Department of Emergency Management (FDEM) Statewide Emergency Shelter Plan, this provision governs the transportation of eligible Special Needs Clients (SpNS), their caregiver, household pets, and service animals during a declared state-of-emergency. The PETS Act requires state and local emergency plans to account for household pets and service animals before, during, and after a disaster.

Specifically, Section 252.356(3) & (5), Fla. Stat., states that in accordance with proper disaster preparedness planning, the County, as an entity under contract with the state to https://www.monroecounty-fl.gov/148/Special-Needs-Registry https://www.monroecounty-fl.gov/148/Special-Needs-Registry provide care of persons with disabilities or limitations, shall establish “[a] procedure to help persons who would need assistance and sheltering during evacuations because of physical, mental, or sensory disabilities register with the local emergency management agency as provided in Section 252.355, Fla. Stat.,” and “[a] procedure for providing the essential services the organization currently provides to special needs clients in preparation for, during, and following a disaster, including, but not limited to, a public health emergency.” As such, this provision establishes the minimum requirements for providing transportation services to eligible SpNS clients during and immediately after a declared state-of-emergency. These services may only be activated upon a Declaration of Local State of Emergency in Monroe County, Florida issued in a manner consistent with the Monroe County Code of Ordinances, and the specific services of the Contractor are requested by Monroe County Emergency Management (MCEM) in accordance with the following procedure.

1.4.7.3. General Timeline

1.4.7.3.1. Out-of-county evacuations may be initiated ninety-six (96) hours prior to the onset of sustained tropical storm force winds; however, due to the unpredictability of storm development, this timeline may be adjusted as circumstances require.

1.4.7.3.2. In-county evacuations must be completed within twenty-four and a half (24 1/2) hours of sustained tropical storm force winds.

1.4.7.3.3. Accordingly, this provision may be activated at any time between ninety-six (96) hours prior to the anticipated onset of tropical storm force winds and thirty-six (36) hours before such winds are expected.

1.4.8. In-County Shelters: Declared State-of-Emergency Transportation

1.4.8.1. Upon activation and request, the Contractor shall ensure the coordinated and timely transport of SpNS Clients, their caregiver, household pets, and service animals from their point of origin (i.e. Monroe County residence) to local staging area(s) and/or to the designated in-county shelters upon request by MCEM as further described herein.

1.4.8.2. The activation of Contractor services for In-County Shelter Transport shall include:

1.4.8.2.1. In the event of In-County sheltering, MCEM shall coordinate with the

Contractor to transport eligible SpNS Clients, their caregiver, and service animals from point of origin to local staging area(s) and/or to the designated In-County Special Needs Shelter. Household pets shall be transported to the in-county general population shelter designated pet area, if needed/requested by MCEM.

1.4.8.2.2. Upon demobilization of the shelter, MCEM will request return transport services for eligible SpNS Clients, their caregiver, service animals, and household pets from the In-County shelter(s) or staging area(s) to their point of origin (i.e.

residence) in Monroe County.

1.4.9. Out-of-County Shelters: Declared State-of-Emergency Transportation

1.4.9.1. The activation of Contractor services for Outside-County Shelter Transport shall include:

1.4.9.1.1. In the event of Outside-County sheltering, MCEM shall coordinate with the

Contractor to transport eligible SpNS Clients, caregiver, and service animals from their points of origin to local staging area(s) to the designated Outside-County Special Needs Shelter. Household pets shall be transported to the designated staging area(s) or the Outside-County general population shelter designated pet area, as needed and requested by MCEM.

1.4.9.1.2. In the event of out-of-county sheltering, MCEM shall coordinate with the

County’s contracted commercial bus service to transport SpNS Clients, their caregiver, and service animals from local staging area(s) to the designated Special Needs Shelter. In the event that the contracted commercial bus service is unavailable, MCEM shall issue a Resource Request to FDEM for SpNS transportation needs. If circumstances deem necessary, MCEM may activate this provision and place the Contractor on standby no earlier than ninety-six (96) hours and no later than twenty-four and a half (24 1/2) hours prior to transportation.

1.4.9.1.3. Upon demobilization of the shelter or upon Monroe County deeming it safe for the public to return to the County after impact from the disaster, MCEM will notify the Contractor if its services are needed.

1.4.9.1.4. If both the contracted commercial bus services are unavailable and a Resource Request to FDEM cannot be fulfilled, MCEM will request the Contractor provide return transportation for SpNS Clients, their caregiver, service animals, and household pets from the out-of-county shelter location, and to the designated in-county staging area and/or to the individuals’ point of origin in Monroe County.

1.4.10. Locations: Declared State-of-Emergency Transportation Staging Areas Sheltering and staging area(s) are subject to modification based on current operations, with alternative locations determined by MCEM, as necessary. The current triage/staging area(s) tentatively include: 1) For the Lower Keys: The Gato Building located at 1100 Simonton St, Key West, FL 33040; and 2) For the Upper Keys: The Murray Nelson Government Center located at 102050 Overseas Hwy, Key Largo, FL 33037.

PART TWO – General Terms and Conditions

THESE INSTRUCTIONS ARE STANDARD. MONROE COUNTY RESERVES THE RIGHT TO DELETE,

SUPERSEDE, OR MODIFY ANY OF THESE STANDARD INSTRUCTIONS FOR A PARTICULAR

CONTRACT BY INDICATING SUCH CHANGE IN SPECIAL INSTRUCTIONS TO BIDDERS. ANY AND

ALL SPECIAL TERMS AND CONDITIONS THAT MAY VARY FROM THE GENERAL TERMS AND

CONDITIONS SHALL HAVE PRECEDENCE. BIDDER/PROPOSER AGREES THAT THE PROVISIONS

INCLUDED WITHIN THIS INVITATION FOR BIDS/REQUEST FOR PROPOSALS SHALL PREVAIL OVER

ANY CONFLICTING PROVISION WITHIN ANY STANDARD FORM CONTRACT OF THE

BIDDER/PROPOSER REGARDLESS OF ANY LANGUAGE IN BIDDER’S/PROPOSER’S CONTRACT TO

THE CONTRARY.

2.1. Defined Terms

Terms used in this contract document are defined and have the meaning assigned to them. The County will use the following definitions in its general terms and conditions, special terms and conditions, technical specifications, instructions to respondents, addenda, and any other documents used in the solicitation process.

The terms may be used interchangeably by the County: IFB , RFP or RFQ, Bid or Proposal. The terms may be used interchangeably by the County: Bidder, Proposer, Vendor, Seller, Consultant, or Respondent. The terms may be used interchangeably by the County: Contract, Award, Agreement, or Purchase Order, unless the context dictates otherwise.

Bid: A price and terms proposal/quote received in response to an IFB or RFP or RFQ; this will be treated as an offer to enter into a contract.

Bidder: Person or firm submitting a bid directly to the County as distinct from a sub-contractor, who submits a bid to the Bidder. This term may be used interchangeably with Provider, Proposer, or Respondent unless the context dictates otherwise.

Contractor: Any person or firm having a contract with the county.

County: Refers to Monroe County, Florida, a political subdivision of the State of Florida, or any of its authorized representatives pursuant to ordinance, resolution, or administrative code.

Change Order: A written signed and approved document by the Board of County Commissioner, County Administrator, or other designee ordering a change in the contract price or contract time or a material change in work.

Contract: A written agreement between two or more competent parties to perform or not perform a specific act or acts. Any type of agreement regardless of what it is called for the procurement or disposal of supplies, services or construction.

Contract Manager: The County will designate a Contract Manager whose principle duties shall be liaison with awarded Proposer, coordinate all work under the contract, assure consistency and quality of awarded Proposer’s performance, and schedule and conduct performance evaluations, and review and route for approval all invoices for work performed or items delivered.

Highest Ranked Proposer: That Proposer, responding to a County RFP or RFQ, whose proposal is deemed by the County, the most advantageous to the County after applying the evaluation criteria contained in the RFP or RFQ. Interchangeable with Successful Bidder.

Proposer: Person or firm submitting a proposal. This term may be used interchangeably with Provider, Respondent, or Bidder, unless the context dictates otherwise.

Proposal: An executed formal document submitted to the county stating the goods and/or services offered to satisfy the need as requested in the request for proposal.

Request for Proposals (RFP): A solicitation of the responses for prices and terms for procurement of goods and/or services for which the scope of work, specifications or contractual terms and conditions cannot reasonably be closely defined by the County. Evaluation of a proposal is based on prior established criteria which may include but may or may not be totally limited to price.

Responsible bidder: An individual or business which has submitted a bid, offer, proposal, quotation, or response which, as determined by the County, has the capability in all respects to perform fully the contract requirements and the experience, integrity, reliability and capacity, facilities, equipment and credit which give reasonable assurance of good faith and performance. The County may also consider and give weight to the bidder's previous conduct and performance under previous contracts with the County and other agencies (including but not limited to delinquency), and determine the quality of the bidder's previous work.

Responsive bidder: An individual or business which had submitted a bid, offer, proposal, quotation or response which, as determined by the County, conforms in all material respects to the solicitation which may include but is not limited to pricing, surety, insurance, specifications of the goods or services requested or any other matter unequivocally stated in the invitation for bids as a determinant of responsiveness. A lack of conformity in these matters which is nonsubstantive in nature may be considered a technicality or irregularity which may be waived by the County Commission.

Successful Bidder: means the best, qualified, responsible and responsive Bidder to whom the County (on the basis of County's evaluation as hereinafter provided) makes an award. Interchangeable with Highest Ranked Proposer.

2.2. Bid/Proposal Forms

2.2.1. Solicitations downloaded from Bonfire, the County’s electronic bidding system, shall not contain any alteration to the document posted other than entering data in spaces provided or including attachments as necessary. By submission of a response, Bidder affirms that no alteration of any kind has been made to this solicitation.

2.2.2. To the extent the Bidder has provided any variance or exceptions, the Bidder must indicate any variance or exceptions to the bid documents no matter how slight. Deviations should be explained in detail.

Absence of variations and/or corrections will be interpreted to mean that the Bidder meets all the Specifications in every respect.

2.2.3. The bid forms must be used by the Bidder. Failure to do so may cause the bid to be rejected. The forms shall be submitted in good order and all blanks must be completed, as applicable.

2.2.4. The bid forms shall be signed by one duly authorized to do so and in cases where the bid is signed by a deputy or subordinate, the principal’s proper written authority to such deputy or subordinate must accompany the bid.

2.2.5. Bids by corporations must be executed in the corporate name by the President or other corporate officers accompanied by evidence of authority to sign.

2.2.6. Bids by partnerships must be executed in the partnership name and signed by a general partner whose title must appear under the signature.

2.3. Sub-Contractors

2.3.1. Sub-Contractors Terms

The Respondent agrees to bind specifically every sub-contractor to the applicable terms and conditions of the contract documents for the benefit of the County.

2.3.2. Sub-Contractors Agreement

All work performed for the Respondent by a sub-contractor shall be pursuant to an appropriate agreement between the Respondent and the sub-contractor.

2.4. Qualifications of Bidders/Respondents

2.4.1. Bids will only be considered from firms normally engaged in providing the types of commodities/services specified herein. The County reserves the right to inspect the Bidder’s facilities, equipment, personnel, and organization at any time, or to take any other action necessary to determine Bidder’s ability to perform. The Procurement Official reserves the right to reject bids where evidence or evaluation is determined to indicate inability to perform.

2.4.2. No bid will be accepted from, nor will any contract be awarded to any person who is in arrears to the County, upon any debt or contract, or who is a defaulter, as surety or otherwise, upon any obligation to County, or who is deemed irresponsible or unreliable by the County.

2.4.3. As part of the bid evaluation process, County may conduct a background investigation including a record check by the County. Bidder’s submission of a bid constitutes acknowledgment of the process and consent to such investigation. County shall be the sole judge in determining Bidder’s qualifications and eligibility to bid.

2.4.4. As part of the bid evaluation process, the County may conduct an investigation of references, including a record check and/or consumer affairs complaints. Bidder’s submission of a bid constitutes acknowledgment of the process and consent to investigate. The County is the sole judge in determining Bidders qualifications and eligibility to bid.

2.5. Costs Incurred by Bidders

All expenses involved with the preparation/and or presentation and submission of bids to the County, or any work performed in connection therewith, shall be the sole responsibility of the Bidder(s) and shall not be reimbursed by the County.

2.6. Permits, Fees, Certificates, and Notices (If Applicable)

2.6.1. All county, state or federal fees and permits shall be applied for and paid by the Bidder as necessary.

Bidder must provide County with copy(s) of valid licensing by County or other governmental agency for this type of work.

2.6.2. It is the Bidder’s responsibility to have and maintain appropriate Certificate(s) of Competency and submit state registration (if required) for the work to be performed and valid for the jurisdiction in which the work is to be performed for all persons (including subcontractors) working on the project for whom a Certificate of Competency is required.

2.7. Penalties for Misrepresentation

Any material misrepresentation in the Respondent’s response could result in rejection of Bid, termination of the Agreement, or any other appropriate administrative sanctions and/or legal actions. Mandatory disclosure pursuant to Section 2-347(h), Monroe County Code of Ordinances: If any information furnished by a bidder/proposer is false, misleading or omits relevant facts, and same is discovered after the contract is awarded, the Board of County Commissioners may, in its discretion, terminate the contract with no liability to the County other than to pay the contract price or unit price for work that is satisfactorily completed and useful to the County up to the date of the meeting of the Board of County Commissioners terminating the contract. Additionally, Bidder agrees that if a contract is awarded in violation of Section 2-347 of the Monroe County Code, as determined by a court of competent jurisdiction, the Contractor is not entitled to, and may not receive, any payment whether based on the contract price or based on quantum merit for work performed as set forth in Section 2-347(c), Monroe County Code of Ordinances.

2.8. Restriction on Disclosure and Use of Data

All proposals received by the County will become the sole property of the County. Confidential financial information obtained by the County from a Bidder is exempt from public disclosure to the extent allowed by law.

2.9. Exceptions to the Bid

Bidders must clearly indicate any exceptions they wish to take to any of the terms in this bid, and outline what alternative is being offered. The County, at its sole and absolute discretion, may accept or reject the exceptions.

In cases in which exceptions are rejected, the County may require the Bidder to furnish the services or goods originally described, or negotiate an alternative acceptable to the County requirements.

2.10. Specifications

2.10.1. The apparent silence of the Specifications as to any detail, or the apparent omission from the Specifications of a detailed description concerning any point, shall be regarded as meaning that only material and workmanship of the finest quality are to be used. All interpretations of the Specifications shall be made on the basis of this statement.

2.10.2. For the purpose of evaluation, the Bidder must indicate any variance or exceptions to the stated Specifications no matter how slight. Deviations should be explained in detail. Absence of variations and/or corrections will be interpreted to mean that the Bidder meets all the Specifications in every respect.

2.10.3. Any manufacturers’ names, trade names, brand names, information and/or catalog numbers used herein are for the purpose of describing and establishing a general standard of quality, performance and characteristics and are not intended to limit or restrict competition. The Bidder may offer any brand which meets or exceeds the Specifications for any item(s). If bids are based on equivalent products, indicate on the Bid Form the manufacturer’s name and catalog number. Bidder shall submit with his bid complete and descriptive literature and/or specifications. The Bidder should also explain in detail the reason(s) why and submit proof that the proposed equivalent will meet the Specifications and not be considered an exception thereto. The determination of equivalency shall rest solely with the County. If Bidder fails to name a substitute, it will be assumed that Bidder is bidding on and will be required to furnish commodities identical to bid standards.

2.10.4. If the model number for the make specified in the bid document is incorrect, or no longer available and replaced with an updated model with new specifications, the Bidder shall enter the correct model number on the bid form. In the case of an updated model with new specifications, Bidder shall provide adequate information to allow the County to determine if the model provided meets the County’s requirements.

2.11. Addendum

2.11.1. If the Bidder should be in doubt as to the meaning of any of the bid documents, or is of the opinion that the plans, scope of work, and/or specifications herein contain errors, contradictions or reflect omissions, Bidder shall submit a written request submitted via Bonfire, or directed to the County’s designated Contact Person(s) designed herein, to be forwarded to the appropriate person or department for interpretations or clarification. Interpretations or clarifications deemed necessary in response to such questions will be issued on official addendum posted via Bonfire.

2.11.2. The issuance of written addendum is the only official method whereby interpretation, clarification, changes or additional information can be given in relation to the Solicitation. If any addendum is issued, the County will attempt to notify all known prospective Bidders via posting such addendum on Bonfire. It is the Bidder’s responsibility to check Bonfire, the County’s electronic bidding system, prior to the bid submittal deadline to ensure that the Bidder has a complete, up-to-date package, including all addenda.

2.11.3. No oral interpretations will be made to any Bidder as to the meaning of the these documents or contract documents. Any inquiry or request for interpretation received in writing ten (10) or more business days prior to the date fixed for opening of responses will be given consideration. All such changes or interpretation will be made in writing in the form of an addendum and, if issued, shall be posted on Bonfire no later than five (5) business days prior to the established Response opening date.

2.12. Prices Bid

2.12.1. Prices shall be shown in both unit amounts and extensions whenever applicable. In the event of discrepancies existing between unit amounts and extension or totals, unit amounts shall govern.

2.12.2. Discrepancies in the multiplication of units of work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

2.12.3. All applicable discounts shall be included in the bid price for materials and services and will be considered as determining factors in recommending an award in case of tie bids. Discounts extended to County shall include but not be limited to those discounts normally extended to governmental agencies as well as the private sector.

2.12.4. Chain discounts are not acceptable and will not be considered in determining an award. Bidders may bid only one (1) discount for each item on the bid form. Firm discounts and prices are to be quoted for the term of the contract.

2.12.5. Bidder warrants by virtue of bidding that prices, terms and conditions in the bid will be firm for acceptance for a period of ninety (90) calendar days from the date of bid opening unless otherwise stated by the County.

2.12.6. All prices quoted shall be F.O.B. destination, freight prepaid (Bidder pays and bears freight charges, Bidder own goods in transit and files any claims), unless otherwise stated in Special Conditions.

2.13. Examination of Bid Documents

2.13.1. Before submitting a bid, each Bidder must (a) examine the bid documents thoroughly; (b) consider federal, state, county, and local laws, ordinances, rules and regulations that may in any manner affect cost, progress, performance, or provision of the commodities and/or services; (c) study and carefully correlate Bidder’s observations with the bid documents, and (d) notify the County via Bonfire, or the County’s designated Contact Person(s), of all conflicts, errors, and discrepancies in the bid documents. Failure to familiarize himself/herself with applicable laws or obligations required hereunder will in no way relieve him/her from responsibility.

2.13.2. The submission of a bid will constitute an incontrovertible representation by Bidder that Bidder has complied with every requirement of the bid document, that without exception, the bid is premised upon performing the services and/or furnishing the commodities and materials and such…