Request for Proposals ISSUE DATE: July 23, 2026

City of Fort Walton Beach, Florida PROPOSAL NO: RFP 26-005 Purchasing Division 105 Miracle Strip Pkwy SW RESPONSES DUE: August 17, 2026 Fort Walton Beach, Florida 32548 Telephone: (850) 833-9523 OPENING TIME: 2:00 PM CST Website: http://www.fwb.org

DISCLAIMER – ALL FORMAL SOLICITATION DOCUMENTS ARE POSTED ONLY

AT www.BidnetDirect.com

NO OTHER THIRD-PARTY WEBSITES ARE AUTHORIZED TO REPRESENT CITY

BIDS/PROPOSALS/QUOTES.

THE LANDING GATEWAY ENTRANCE IMPROVEMENTS

Design, Fabrication, and Installation of Archway and Bollard Feature

(Vandergriff Park, 146 Miracle Strip SE, Fort Walton Beach, Florida 32548)

The City of Fort Walton Beach, FL invites interested vendors to submit electronic proposals for RFP 26-005: The Landing Gateway Entrance Improvements. Proposals will be opened and publicly read aloud at City Hall Annex, Training Room, City of Fort Walton Beach, 105 Miracle Strip Parkway SW, Fort Walton Beach, Florida at 2:00 PM (local Central time) on August 17, 2026.

Proposals must be SUBMITTED ON THE FORMS FURNISHED BY THE CITY and in accordance with specifications and the list of quantities desired.

Respondents are advised that from the date of release of this solicitation until award of the contract, no contact with City personnel related to this solicitation is permitted. All communications are to be directed to the Purchasing Representative and sole contact listed below.

It is the intent and purpose of the City of Fort Walton Beach that this Request for Proposals promotes competitive solicitation. It shall be the vendor's responsibility to advise the Purchasing Division at the address noted in the General Conditions, if any language, requirements, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in this Request for Proposal to a single source.

Such notification must be submitted in writing and must be received by the Purchasing Division no later than ten (10) days prior to the proposal opening date.

Sincerely, Diana Reimer Purchasing Agent II City of Fort Walton Beach, FL

Table of Contents

1.0 INTENT AND BACKGROUND

2.0 PERFORMANCE TIME

2.2 PRE-PROJECT CONFERENCE

3.0 SCOPE OF WORK

3.1 GENERAL INFORMATION

3.2 DESIGN AND ENGINEERING

3.3 SITE VISIT AND INFORMATION

3.4 QUALITY CONTROL AND INSPECTION

3.5 PROPOSAL REQUIREMENTS

3.6 SCHEDULE AND COORDINATION

4.0 PRICING

5.0 SELECTION AND AWARD

6.0 VENDOR PROTESTS

7.0 SUBMISSION OF PROPOSALS

8.0 PROPRIETARY INFORMATION

9.0 STANDARD FORMS

10.0 GENERAL CONDITIONS

10.1 EXECUTION OF PROPOSAL

10.2 SUBMITTAL OF PROPOSALS

10.3 AMENDMENT OF THE RFP

10.4 VENDOR’S CERTIFICATION FORM

10.5 DRUG FREE WORKPLACE PREFERENCE FORM

10.6 PUBLIC ENTITY CRIMES FORM

10.7 SPECIFICATIONS REQUIRED

10.8 ALTERNATIVES/SUBSTITUTIONS TO SPECIFICATIONS

10.9 PRICES, TERMS, AND PAYMENT

10.10 DISCOUNTS

10.11 EFFECTIVE PERIOD

10.12 CONE OF SILENCE / QUESTIONS REGARDING SPECIFICATIONS OR RFP ... 12

PROCESS

10.13 ELECTRONIC PROPOSAL SUBMISSION

10.14 RECEIPT OF PROPOSALS / DUE DATE

10.15 WITHDRAWAL OF PROPOSALS

10.16 PROPOSAL OPENING

10.17 AWARD OR REJECTION OF PROPOSALS

10.18 SELECTION / REJECTION OF OPTIONS/ALTERNATIVES

10.19 TAX EXEMPT

10.20 POLITICAL SUBDIVISIONS CONTRACTS

10.21 MISTAKES

10.22 CONDITION AND PACKAGING

10.23 SAFETY STANDARDS

10.24 INVOICING AND PAYMENT

10.25 CONFLICT OF INTEREST

10.26 INSPECTION, ACCEPTANCE, AND TITLE

10.27 DISPUTES

10.28 LEGAL REQUIREMENTS

10.29 INDEPENDENT CONTRACTOR STATUS; INDEMNITY

10.30 TIME IS OF THE ESSENCE

10.31 ASSIGNMENT

10.32 TERMINATION FOR CONVENIENCE

10.33 TERMINATION FOR DEFAULT

10.34 LIABILITY

10.35 LOCAL MERCHANT PREFERENCE

10.36 PROHIBITION OF CERTAIN DOCUMENTS

11.0 PUBLIC RECORDS

12.0 SPECIAL CONDITIONS

12.1 PRE-PROPOSAL MEETING

12.2 PERFORMANCE TIME

12.3 FAMILIARITY WITH SITE CONDITIONS

12.4 RIGHT TO AUDIT RECORDS

12.5 VALUE ENGINEERING

12.6 PROPOSER QUALIFICATION

12.7 INSPECTION

12.8 FISCAL YEAR FUNDING APPROPRIATION

12.9 CANCELLATION DUE TO UNAVAILABILITY OF FUNDS

12.10 EXECUTION OF CONTRACT

12.11 FAILURE TO EXECUTE CONTRACT

12.12 FLORIDA PROMPT PAYMENT ACT

12.13 DISPUTE RESOLUTION

12.14 LIQUIDATED DAMAGES

12.15 INSURANCE

12.16 SUBCONTRACTOR(S)

12.17 CONSTRUCTION OF SPECIAL CONDITIONS

13.0 ADDITIONAL CONTRACT TERMS:

13.1 INDEPENDENT CONTRACTOR

13.2 CHANGES IN SCOPE OF WORK

13.3 NOTICE TO PROCEED

13.4 TIME OF COMPLETION

13.5 PAYMENTS

13.6 PAYMENTS WITHHELD

13.7 TEMPORARY SUSPENSION OF WORK

13.8 LIENS

13.9 DELAYS/TIME EXTENSIONS

13.10 HOURS OF OPERATION

13.11 PERSONNEL

13.12 DEFECTIVE WORK

13.13 FINAL INSPECTION

13.14 SITE VISIT

13.15 OTHER CONSIDERATIONS FOR SCOPE OF WORK

14.0 NOTICE TO VENDOR

1.0 INTENT AND BACKGROUND

As part of ongoing efforts to enhance beautification, walkability, and safety within public spaces, the City of Fort Walton Beach Community Redevelopment Agency (CRA) seeks to install a decorative archway and bollard/s located at 146 Miracle Strip Parkway SE. This feature will guide pedestrians from Miracle Strip Parkway toward The Landing Park, serving as a welcoming gateway and distinctive visual landmark that reflects the community’s spirit, culture, and identity.

Through this Request for Proposals (RFP), the CRA invites qualified artists, designers, fabricators, and contractors to submit comprehensive proposals encompassing design, fabrication, and installation services.

The CRA encourages a range of artistic, material, and structural approaches, provided that the final installation is visually engaging, structurally sound, and safe for public use.

The City is intentionally not providing a sample sign or reference drawing. This approach is intended to preserve design flexibility and encourage original concepts from responding vendors.

The selected vendor will work in close coordination with the CRA Administrator and City staff throughout all project phases – from initial design development and material selection through fabrication, delivery, and final installation – to ensure alignment with the City’s vision, standards, and site context.

2.0 PERFORMANCE TIME

The Awarded vendor shall commence work as stated on the Notice to Proceed (NTP) and City-Signed Purchase Order (PO).

2.1 Awarded vendor shall complete the Project within one hundred twenty (120) calendar days of issuance of NTP and Purchase Order.

2.2 PRE-PROJECT CONFERENCE

Within fourteen (14) calendar days of issuance of the City's Notice to Proceed, the Awarded vendor and/or its project superintendent shall meet with the CRA Administrator and representatives of the City for a pre-project conference. The awarded vendor shall submit the final design, fabrication details, and delivery schedule at this meeting. Procedures for administering the contract will be discussed. The meeting shall be held at a location designated by the City.

3.0 SCOPE OF WORK

3.1 GENERAL INFORMATION

The awarded vendor will be solely responsible for job safety, production methods, installation of completed work, and required insurance.

All work shall comply with all applicable federal, state, and local codes, ADA requirements, FDOT requirements for work adjacent to Miracle Strip Parkway (US Highway 98), and City of Fort Walton Beach standards.

All activities shall be coordinated with the CRA Administrator and designated City staff, including site access, work hours, temporary traffic control, and utility locates.

3.2 DESIGN AND ENGINEERING

The vendor shall develop conceptual and final designs for a decorative gateway archway and bollard that reflect the identity and character of The Landing Park and FWB downtown area.

Deliverables shall include:

Concept drawings and final engineered design plans.

Signed structural and electrical drawings by a Florida-licensed professional engineer, suitable for building and/or right-of-way permit submittal.

Structural calculations demonstrating conformance with the wind load and coastal design standards for coastal Northwest Florida.

Renderings, color palettes, materials/finishes schedules, and product data for all proposed components, coatings, lighting, anchors, and bollard systems.

All design submittals are subject to City review and written approval prior to fabrication.

3.2.1 DESIGN CONTEXT

The primary design requirement is that “The Landing” be displayed across the top of the archway going towards the Landing. Coming from the Landing the requirement is for “Fort Walton Beach” be displayed across the top of the archway.

The installation shall function as a gateway directing pedestrian traffic toward The Landing entrance, located between the adjacent buildings.

A sketch is included as Exhibit E to illustrate the approximate site constraints, including a vertical height range of 10 to 15 feet. The distance between the buildings is approximately 24 feet, which represents the maximum available span for the installation. This dimension establishes site limitations only and does not prescribe configuration, or architectural form of the archway.

The archway shall be installed flush with the adjacent building facades, with minimal to no gap between the structure and the buildings.

The proposed arch installation is approximately 14 feet from the front face of the Foxy Boutique building, positioned at the brick offset behind the mural and extending across to the adjacent building.

The archway will be ground-mounted only. It will be not attached to either building but should be installed as close to the building walls as possible.

As general background only, the park includes Camelia Gardens and the City is known as the “Camelia City”; however, the use of this theme is optional and not a mandatory design element.

Proposers may also consider existing downtown features such as the Downtown Paddleboard sign and The Library mural, as the CRA Board has expressed an interest in long term visual cohesion among downtown elements. These references are provided for awareness and context only and are not intended to prescribe or limit design approaches.

3.2.2 ARCHWAY FABRICATION AND MATERIALS

Fabricate the archway using durable, corrosion-resistant materials suitable for a coastal environment (e.g., galvanized and powder-coated steel, aluminum, or approved equivalent).

Incorporate a clean, simplistic design that reflects the character and aesthetic of The Landing and the Fort Walton Beach Downtown area.

Integrate City-approved branding elements, including “The Landing,” the City logo, CRA logo, and decorative features consistent with the City’s brand identity.

Apply a high-performance coating system with UV and salt spray resistance.

Submit coating specifications and color samples for review and approval.

Provide integrated lighting as a required component of the design. Lighting shall utilize LED fixtures rated for exterior use, with concealed or neatly integrated drivers, wiring, and junction boxes designed for accessibility and ease of maintenance.

3.2.3 DECORATIVE BOLLARD FABRICATION AND MATERIALS

Provide one or more decorative bollards or a statue at the archway entrance, designed to complement and enhance the overall archway design. This is a required component of the project. Bollards installed must meet the ASTM F3016 standard with a minimal level of P1-M30/K4 rating.

The design should reflect a cohesive and visually appealing aesthetic that aligns with the character of the archway and surrounding area.

The bollard(s) shall be designed to prevent vehicular access through the archway while supporting a safe, open, and inviting pedestrian experience.

Fabricate all elements from impact-resistant materials suitable for coastal environments.

Mounting may be fixed, removable, or sleeve-mounted as directed by the City, with appropriate foundations and hardware.

Use corrosion-resistant anchoring systems and finishes consistent with the archway material palette to ensure durability and visual cohesion.

3.3 SITE VISIT AND INFORMATION

The archway and bollard or statue will be installed at the primary entrance to Vandergriff Park, located at 146 Miracle Strip Parkway SE, Fort Walton Beach, FL 32548. Vendors are encouraged to visit the site to assess existing conditions, access points, and special relationships.

The contractor shall:

Verify all site conditions and dimensions prior to fabrication and report any conflicts to the City.

Provide maintenance of traffic (MOT), signage, and pedestrian protection during construction, per FDOT and City requirements. Highway 98 can’t be closed down.

Excavate and construct foundations according to approved engineering drawings, including reinforcement, anchor bolts, and concrete meeting specified strength and cover requirements.

Install all components plumb, level, and aligned with park entrance features, restoring disturbed pavement, pavers, turf, irrigation, and landscaping to equal or better condition.

Coordinate with the City and utility providers for any required electrical connections, conduit runs, and panel tie-ins associated with lighting.

The electrical access box is located behind the building, approximately 70 feet away from the proposed archway installation. Existing pavers will need to be removed and replaced to provide access to electrical service connections. Brazilian Pavers is the company that originally installed the pavers.

3.4 QUALITY CONTROL AND INSPECTION

The Contractor shall:

Coordinate and schedule all required inspections with the City (e.g., foundations, structural connections, electrical).

Correct, at no additional cost to the City, any deficiencies in materials or workmanship discovered during inspections or within the warranty period.

Provide as-built documentation including foundation dimensions, anchor locations, electrical layouts, and manufacturer data sheets with maintenance recommendations.

3.5 PROPOSAL REQUIREMENTS

Each submitted proposal shall include:

A cover letter summarizing the vendor’s qualifications and concept.

Company profile and relevant project experience – provide photographic images of completed projects.

Project approach and preliminary concept design (including sketches, renderings, and color/finish samples). (Renderings shall not be AI enhanced.)

Proposed materials and construction methods.

Project schedule identifying major milestones.

Detailed Cost Proposal itemizing design, fabrication and installation costs.

The cost proposal should be fully itemized and reflect a complete, turnkey project within the budget parameters established in this RFP. (See 4.0)

Proof of licensure (See 13.15.4) Insurance (See 12.15) Construction sequencing and proposed timeline.

References for comparable completed projects (if available).

3.6 SCHEDULE AND COORDINATION

Vendors shall provide a comprehensive project schedule identifying design development, approval periods, fabrication timelines, delivery, and installation milestones.

Installation shall be coordinated with the CRA Administrator to:

Avoid scheduled events at The Landing Park.

Minimize public access impacts and traffic disruptions on Miracle Strip Parkway.

RFP SCHEDULE

RFP PROCESS DATE/TIME

Request for Proposals Issued 23-July-2026 Proposals Due (Proposal Opening) 17-August-2026, 2:00PM CST CRA Board Award TBD Project Completion Target TBD

4.0 PRICING

Vendors will be responsible for providing a detailed cost proposal, which should be firm, fixed and inclusive of all costs necessary to complete the scope of work including design, materials, equipment, labor, permits, installation, overhead, and any other associated expenses. No additional compensation shall be paid unless approved in writing by the City. The total estimated project budget for this RFP is anticipated to be in the range of $50,000 to $99,999, and proposals should be structured accordingly.

5.0 SELECTION AND AWARD

This solicitation is issued as a Request for Proposals.

Proposals shall first be reviewed by City staff for compliance with the requirements of this solicitation.

Only proposals determined to be responsive and submitted by responsible vendors shall be considered by the Community Redevelopment Agency ("CRA") Board.

Because this project involves the procurement of artistic design services and aesthetic improvements, the CRA Board shall serve as the evaluation committee for this solicitation. The CRA Board shall evaluate all responsive proposals using the criteria set forth below in this Request for Proposals and shall have final authority to award the contract. Award shall be made to the responsive and responsible vendor whose proposal is determined to be most advantageous to the City and the Community Redevelopment Agency.

In making that determination, the CRA Board may consider any factors reasonably related to determining which proposal is most advantageous to the City and the Community Redevelopment Agency, including, but not limited to:

(a). Overall artistic merit;

(b). Responsiveness to the City's vision and design objectives;

(c). Structural feasibility and constructability;

(d). Long-term durability and lifecycle maintenance requirements;

(e). Vendor qualifications and relevant experience;

(f). Proposed price;

(g). Project schedule and ability to meet the required completion date; and (h). Compliance with the requirements of this solicitation (i). Public Opinion

The foregoing factors are not listed in order of importance. The CRA Board, acting as the evaluation committee, shall evaluate the proposals based upon the foregoing criteria and exercise its reasonable judgment in determining which responsive and responsible proposal is most advantageous to the City and the Community Redevelopment Agency.

6.0 VENDOR PROTESTS

Any vendor wishing to protest the CRA Board's award shall file a written protest with the Purchasing Division within three (3) business days after the CRA Board's award. Failure to timely file a written protest shall constitute a waiver of any protest rights under the City's procurement policies.

7.0 SUBMISSION OF PROPOSALS

Proposals should be prepared simply and economically, providing a straightforward, concise description of the vendor’s ability to fulfill the requirements of the RFP. Proposals must be received by the City no later than the date and time stated in this RFP. Vendors are responsible for ensuring timely delivery of their submission. See 10.13 also.

8.0 PROPRIETARY INFORMATION

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 vendors should be aware that RFP’s and the responses thereto are public records and subject to public inspection. If a vendor believes that any information contained in a proposal is confidential or proprietary and exempt from public disclosure, the vendor shall identify specifically any such information contained in their proposals and cite specifically the applicable exempting law.

9.0 STANDARD FORMS

DO NOT SUBSTITUTE FOR OTHER FORMATS; USE THESE FORMS ONLY.

PROPOSAL CHECKLIST: Remember to include all required forms including:

XX Request for Proposals Cover Sheet with Total Amount of Proposal Stated on it XX Standard Forms found on BidNet; completed and signed N/A Contractor Questionnaire XX Price Schedule – Provide detailed payment milestones with total costs.

N/A Proposal Bond

SPECIAL ITEMS (APPLICABLE TO THIS PROPOSAL ONLY):

XX Insurance (See Special Conditions) N/A Exceptions to Specifications on company letterhead, if any N/A Product Specifications (See General Conditions)

NOTE: PLEASE ENSURE THAT ALL DOCUMENTS ARE COMPLETED AND SUBMITTED

WITH YOUR PROPOSAL IN ACCORDANCE WITH THIS INSTRUCTION SHEET.

FAILURE TO DO SO MAY RESULT IN YOUR PROPOSAL NOT BEING CONSIDERED FOR

AWARD.

This area left intentionally blank.

10.0 GENERAL CONDITIONS

10.1 EXECUTION OF PROPOSAL

Proposal must contain a manual signature of an authorized representative in the space provided. Florida law requires that when a municipality enters into a contractual agreement with a corporation licensed to do business in the State of Florida, such agreement shall be signed by two (2) Corporate Officials (i.e., President, Vice President, Secretary, Treasurer) with the corporate seal affixed. It also requires that such execution be acknowledged before a Notary Public with Notary Seal affixed. If neither the aforementioned corporate officers nor the corporate seal are readily available, a letter of authorization can be submitted in lieu of these requirements. Such letter of authorization must be on the corporate stationery, must clearly state that the person who signed the referenced agreement is duly authorized to enter into such agreement on behalf of the corporation and must be signed by the corporate officials designated above. Failure to submit letter of authorization within two (2) weeks after notification of award may result in award to another responsive and responsible proposer whose proposal is determined to be most advantageous to the City.

10.1.1 In the case of a partnership, the agreement must be signed by a general or managing partner and notarized as outlined above.

10.1.2 In the case of a sole proprietorship, the owner must sign the agreement and have such execution notarized.

10.1.3 If you have any questions regarding the execution of the signature page, please feel free to contact the Purchasing Division at (850) 833-9523 for further clarification.

10.2 SUBMITTAL OF PROPOSALS

Proposals shall be submitted utilizing the Proposal form(s) provided by the City. All proposals shall be properly executed with all blank spaces filled in. The signatures of all persons signing shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the Proposal. If the unit price and the total amount named by a Proposer for any item are not in agreement, the unit price alone shall be considered as representing the vendor’s intention, and the totals shall be corrected.

10.3 AMENDMENT OF THE RFP

It is the vendor’s responsibility to contact the Purchasing Division prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and return executed addenda with the Proposal (or complete and sign addenda acknowledgement form.) The failure of a vendor to submit acknowledgment of any addenda that affects the proposed price(s), is considered a major irregularity and will be cause for rejection of the proposal.

10.4 VENDOR’S CERTIFICATION FORM

Each vendor shall complete the "vendor’s certification" form included with this Request for Proposal and submit the form with the proposal. The failure of a vendor to submit this document will be cause for rejection of the proposal.

10.5 DRUG FREE WORKPLACE PREFERENCE FORM

Pursuant to § 287.087, Fla. Stat., the City must give preference to businesses that have implemented drug-free workplace programs whenever two or more proposals, or replies are equal in price, quality, and service. If your business has implemented a drug free workplace program, you must provide a copy of all documents, rules, policies, and procedures adopted by your business that satisfy the requirements of § 287.087.

10.6 PUBLIC ENTITY CRIMES FORM

A person or affiliate, as defined in § 287.133, Fla. Stat., who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in § 287.01, Fla. Stat., for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list. By submitting a Proposal, you are certifying your company is in compliance with § 287.133, Fla. Stat.

10.7 SPECIFICATIONS REQUIRED

All items proposed must be in compliance with the specifications. If you are taking exception, indicate those exceptions on company letterhead and attach to this Request for Proposals.

10.8 ALTERNATIVES/SUBSTITUTIONS TO SPECIFICATIONS

Any alternatives or substitutions to the attached specifications must be clearly delineated, set out and submitted with the Proposal (use separate sheets of paper and make them part of the Proposal).

10.9 PRICES, TERMS, AND PAYMENT

All prices must be firm for the delivery schedule proposed in the specifications.

Proposals stipulating "Price in effect at time of shipment" or other similar conditions will be considered not responsive to the Request for Proposal and will not be accepted. All prices shall be Proposed F.O.B. delivered to any City of Fort Walton Beach Department unless otherwise stipulated in the Request for Proposal. Proposer is requested to offer cash discount for prompt invoice payment. It is the policy of the City of Fort Walton Beach to make payments of invoices in time to earn any offered cash discounts. Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the Finance Department office, whichever is later.

10.10 DISCOUNTS

Vendor may offer a cash discount for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for Proposal evaluation purposes. Discount will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later.

10.11 EFFECTIVE PERIOD

Prices Proposed in the Proposal must remain open for a period of ninety (90) days from the date of Request for Proposal opening.

10.12 CONE OF SILENCE / QUESTIONS REGARDING SPECIFICATIONS OR RFP

PROCESS

10.12.1 Cone of Silence/Communication Restrictions

To ensure fair consideration for all Proposers, the City prohibits any communication, whether written, electronic, or oral, regarding this solicitation with any City employee, City official, elected official, or member of the evaluation committee, except as expressly permitted herein.

This restriction shall be in effect beginning with the issuance of the solicitation and shall remain in effect until the Cone of Silence is terminated.

The Cone of Silence shall terminate upon the CRA Board's award of the contract or cancellation of the solicitation.

Any communication initiated by a Proposer, proposer, or their representative outside of the established process, or any attempt to influence a member of the City Council, City Staff, or evaluation committee may result in immediate disqualification from further consideration.

This restriction does not apply to:

o Communications with the City’s Purchasing Division for clarification of solicitation requirements.

o Attendance at duly noticed pre-Proposal or pre-proposal conferences or public meetings.

o Public presentations before the City Council or evaluation committee meetings.

o Public meeting for input for CRA consideration.

10.12.2 Questions Regarding Specifications or Proposal Process All questions regarding the interpretation of specifications or the proposal process must be submitted in writing through BidNet Direct to the Purchasing Representative identified in Section 10.12.4, allowing sufficient time for a response prior to Proposal opening.

No inquiries received after August 7, 2026 will be considered or addressed.

Responses to questions and any changes to the solicitation will be issued in the form of a written addendum, which will be made available to all prospective proposers (on BidNet Direct) no later than seven (7) calendar days prior to the Proposal opening. Oral responses shall not be considered authoritative.

10.12.3 Addenda and Proposer Responsibility

It will be the responsibility of the Proposer to contact the Purchasing Division or go to www.BidNetDirect.com prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to submit the executed addenda with their Proposal.

10.12.4 Direct all inquiries to:

Website: www.BidNetDirect.com

Diana Reimer, Purchasing Agent II Purchasing Division, City of Fort Walton Beach 105 Miracle Parkway SW

Fort Walton Beach, Florida 32548

Telephone: (850) 833-9925 Email: dreimer@FWB.org

10.13 ELECTRONIC PROPOSAL SUBMISSION

All proposals must be submitted through www.BidNetDirect.com and are subject to the conditions specified therein and on any attached sheets, specifications, special conditions, or vendor notes. Paper, faxed, mailed, or emailed proposals will not be accepted.

10.13.1 Vendor are responsible for ensuring their electronic submission is complete and successfully uploaded prior to the due date and time specified. Late submissions, regardless of cause (including technical issues), will not be accepted.

10.13.2 The electronic submission file must include all required documents, forms, and attachments as listed in the solicitation. Documents should be clearly labeled and organized.

10.13.3 All documents submitted electronically shall be considered official and binding. The electronic version will serve as the original submission for this RFP.

10.14 RECEIPT OF PROPOSALS / DUE DATE

Electronic proposals must be submitted through the online portal, www.BidNetDirect.com, no later than 2:00 PM (CST) on August 17, 2026. The system will not accept submissions after the deadline.

10.14.1 Upon successful submission, vendor will receive an automatic confirmation via email from the system. Vendors are encouraged to verify receipt of confirmation to ensure their Proposal has been properly received.

10.14.2 Any modifications to a submitted proposal must be made within the portal prior to the submission deadline. Once the deadline passes, no changes, withdrawals, or resubmissions will be allowed.

10.14.3 The City will not be responsible for delays, errors, or malfunctions of the vendor’s internet service, computer equipment, or other technical difficulties that prevent timely submission.

10.15 WITHDRAWAL OF PROPOSALS

10.15.1 Vendor may withdraw or modify their electronic Proposal within the online portal at any time before the submission deadline.

10.15.2 After the deadline, proposals become locked and cannot be altered.

Withdrawal requests after the submission deadline must be submitted in writing to the Purchasing Division and may be subject to review and approval.

10.16 PROPOSAL OPENING

The Request for Proposal Opening shall be public, on the date and at the time specified on the form. Offers by telephone, email or in person for a Proposal cannot be accepted.

10.17 AWARD OR REJECTION OF PROPOSALS

10.17.1 Proposals shall first be reviewed by City staff for responsiveness, responsibility, and compliance with the requirements of this Request for Proposals. Only proposals determined to be responsive and submitted by responsible vendors shall be considered by the Community Redevelopment Agency ("CRA") Board.

Because this project involves the procurement of artistic design services and aesthetic improvements, the CRA Board shall serve as the evaluation committee for this solicitation. The CRA Board shall evaluate all responsive proposals using the criteria set forth in this Request for Proposals. Award shall be made to the responsive and responsible vendor whose proposal is determined to be most advantageous to the City and the Community Redevelopment Agency.

In making that determination, the CRA Board may consider any factors reasonably related to determining which proposal is most advantageous to the City and the Community Redevelopment Agency, including, but not limited to: Overall artistic merit; Responsiveness to the City's vision and design objectives; Structural feasibility and constructability; Long-term durability and lifecycle maintenance requirements; Vendor qualifications and relevant experience; Proposed price; Project schedule and ability to meet the required completion date; and Compliance with the requirements of this solicitation.

These factors are provided for guidance only, are not listed in order of importance, and shall not be assigned any numerical score or predetermined weighting. The CRA Board reserves the right to exercise its reasonable judgment in determining which responsive and responsible proposal is most advantageous to the City and the CRA.

10.17.2 The City reserves the right to reject any or all proposals, to waive minor informalities or technical irregularities in any proposal received, and to reject the proposal of any vendor that has previously failed to satisfactorily perform or timely complete contracts of a similar nature, or whose experience, qualifications, financial condition, or other information reasonably indicates that the vendor may be unable to successfully perform the contract.

10.17.3 Award is anticipated to be made within approximately ninety (90) days following the proposal opening. Vendors may contact the Purchasing Division at (850) 833-9925 to determine the status of the award. Any vendor wishing to protest the award shall file a written protest with the Purchasing Division within three (3) business days after the CRA Board's award. Failure to timely file a written protest shall constitute a waiver of any protest rights under the City's procurement policies.

10.17.4 The foregoing factors are not listed in order of importance. The CRA

Board, acting as the evaluation committee, shall evaluate the proposals based upon the foregoing criteria and exercise its reasonable judgment in determining which responsive and responsible proposal is most advantageous to the City and the Community Redevelopment Agency.

10.18 SELECTION / REJECTION OF OPTIONS/ALTERNATIVES

If a Request for Proposal permits options or alternatives, the City reserves the right to select or reject any or all options or alternatives that are Proposal and as deemed to be in the best interests of the City.

10.19 TAX EXEMPT

The City does not pay federal excise and state sales taxes. Our tax exemption number is 85-8012740106C-0 and is on all purchase orders.

10.20 POLITICAL SUBDIVISIONS CONTRACTS

Under Florida Law, prices contained in State Contracts shall be available to the City of Fort Walton Beach, who might wish to purchase under a State Purchase Contract.

The City reserves the right to purchase from a State Purchase Contract if in the best interest of the City.

10.21 MISTAKES

Vendors are expected to examine the specifications, delivery schedules, proposed prices, and all instructions pertaining to supplies and services. Failure to do so will be at the vendor’s risk.

10.22 CONDITION AND PACKAGING

It is understood and agreed that any item offered or shipped as a result of this Proposal shall be new and the current production model at the time of this Proposal, unless otherwise specified. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.

10.23 SAFETY STANDARDS

Unless otherwise specified in the Proposal, all manufactured items and fabricated assemblies shall comply with applicable requirements and standards of the Occupational Safety and Health Act.

10.24 INVOICING AND PAYMENT

The awarded respondent shall be paid upon submission of invoices to: Accounts Payable, City of Fort Walton Beach, 107 Miracle Strip Pkwy SW, Fort Walton Beach, Florida 32548. Invoices are to be billed at the prices stipulated on the purchase order and as outlined in this Proposal. All invoices must show the City of Fort Walton Beach Purchase Order Number.

10.25 CONFLICT OF INTEREST

Any award of contract for this Request for Proposal is subject to Chapter 112, Florida Statutes. All vendor must disclose with their Proposal the name of any officer, director, or agent who is also an employee of the City of Fort Walton Beach.

Further, all vendor must disclose the name of any City of Fort Walton Beach officer, director, or employee who owns, directly or indirectly, an interest of ten percent (10%) or more of the vendor’s firm or any of its branches or who has any contractual relationship or agreement of any kind with the Proposer. The 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.

10.26 INSPECTION, ACCEPTANCE, AND TITLE

Inspection and acceptance will be at destination unless otherwise stipulated by the City. Title and risk of loss or damage to all items shall be the responsibility of the shipper (vendor) until accepted by the using department of the City of Fort Walton

Beach, unless loss of damage results from negligence by the City of Fort Walton Beach or its Departments.

10.27 DISPUTES

In case of any doubt or differences of opinion as to the items to be furnished pursuant to the specifications of this Request for Proposals, the decision of the City of Fort Walton Beach City Manager shall be final and binding on both parties.

10.28 LEGAL REQUIREMENTS

Federal, state, county and local laws, ordinances, rules, and regulations that in any manner affect the item(s) covered in the specifications of this Request for Proposal shall apply. Lack of knowledge by the Proposer will in no way be cause for relief from such responsibility.

10.29 INDEPENDENT CONTRACTOR STATUS; INDEMNITY

At all times the contractor will be an independent contractor and shall, therefore, agree to indemnify and save harmless the City, its officers, agents, and employees, from and against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings, actions and costs of action, including attorney’s fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of the Contract whether by act or omission of the Proposer, its agents, servants, employees or others, or because of or due to the mere existence of the Contract between the parties.

10.30 TIME IS OF THE ESSENCE

A condition that time is of the essence for the proper provision of services of the Contract and that the successful Proposer will conduct all required work diligently and as specified by the City.

10.31 ASSIGNMENT

The successful Proposer may not assign, transfer, or otherwise dispose any rights or obligations of the Contract without prior written consent of the City.

10.32 TERMINATION FOR CONVENIENCE

The City may terminate for its convenience at any time, in whole, or in part, any proposal award. In the event of termination for convenience, the City’s sole obligations will be to reimburse Proposer for (1) those goods and/or services actually shipped /performed and accepted up to the date of termination, and (2) costs incurred by the Proposer for unfinished goods, which are specifically manufactured for the City and which are not standard products of the Proposer, as of the date of termination, and a reasonable profit thereon. In no event is the City responsible for loss of anticipated profit nor will reimbursement exceed the proposal value.

10.33 TERMINATION FOR DEFAULT

The City may terminate all or any part of an award resulting from this proposal, by giving notice of default to the Proposer, if the Proposer: (1) refuses or fails to deliver the goods or services within the time specified, (2) fails to comply with any of the provisions of this Proposal or so fails to make progress as to endanger performance hereunder, or, (3) becomes insolvent or subject to proceedings under any law relating to bankruptcy, insolvency, or relief of debtors. In the event of termination for default, the City’s liability will be limited to the payment for goods and/or services delivered and accepted as of the date of termination.

10.34 LIABILITY

The vendor shall hold and save the City of Fort Walton Beach, its officers, agents, and employees harmless from liability of any kind in the performance of or fulfilling the requirements of any purchase order which may result from this Proposal.

10.35 LOCAL MERCHANT PREFERENCE

Per Section 3.4 of the City’s Code of Ordinances, the City may give preference to a local vendor whenever two or more proposals, proposals, or replies are equal in price, quality and service. In the event of a tie by local vendors, the award may be split when it is in the best interests of the City.

10.36 PROHIBITION OF CERTAIN DOCUMENTS

Per Florida Statutes 287.05701, the City may not request documentation or consider a Vendor’s/Vendor’s/Respondent’s social, political or ideological interests when determining if they are a responsive vendor.

11.0 PUBLIC RECORDS

IF CONSULTANT HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO

CONSULTANT’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN

OF PUBLIC RECORDS AT:

CITY CLERK – CITY OF FORT WALTON BEACH

107 MIRACLE STRIP PARKWAY SW

FORT WALTON BEACH, FLORIDA 32548

850-833-9509 clerk@fwb.org

11.1 Awarded vendor shall keep and maintain public records required by the City to perform the services contained in this Agreement. Upon request from the City’s custodian of public records, Awarded vendor shall provide the City 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 costs provided for in Chapter 119, Florida Statutes or as otherwise provided by law.

11.2 Awarded vendor shall 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 Awarded vendor does not transfer the records to the City.

11.3 Upon completion of the contract, Awarded vendor shall transfer, at no cost, to the

City all public records in possession of the Awarded vendor or keep and maintain public records required by the City to perform the service. If Awarded vendor transfers all public records to the City upon completion of the contract, Consultant shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If Awarded vendor keeps and maintains public records upon completion of the contract, Awarded vendor shall meet all applicable requirements for retaining public records.

11.4 All public records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

11.5 Failure of Awarded vendor to comply with the City’s request for records or any other provisions contained in this paragraph, shall be deemed a material breach of this contract and the parties agree that the City may seek immediate relief through a court of law as outlined in Section 119.11, Florida Statutes.

11.6 If Awarded vendor fails to provide the public records to the City within a reasonable time Consultant may be subject to penalties under Section 119.10, Florida Statutes.

If it is found that Awarded vendor has unlawfully refused to comply with a public records request within a reasonable time, and if the Notice requirements of Section 119.0701(4), Florida Statutes have been met, the City will be entitled to recover all reasonable costs and attorneys’ fees for such violation in accordance with Section 119.0701(4), Florida Statutes.

12.0 SPECIAL CONDITIONS

The following Special Conditions apply to this solicitation:

12.1 PRE-PROPOSAL MEETING

Not required for this solicitation.

12.2 PERFORMANCE TIME

The Contractor shall commence within fourteen (14) calendar days of issuance of Notice to Proceed (NTP) and Purchase Order. See Section 2.0 for further details.

12.3 FAMILIARITY WITH SITE CONDITIONS

The responsibility for the determination of accurate measurements, the extent of work to be performed, and the conditions surrounding the performance thereof shall be the vendor’s. Submission of a Proposal shall constitute acknowledgement by the Proposer that he is familiar with all such conditions. The failure or neglect of a Proposer to familiarize himself with the site of the proposed work shall in no way relieve him from any obligations with respect to his Proposal.

12.4 RIGHT TO AUDIT RECORDS

The City shall be entitled to audit the books and records of the Contractor or any sub-contractor to the extent that such books and records relate to the performance of the Agreement or any sub-contract to the Agreement. Such books and records shall be maintained by the Contractor for a period of three (3) years from the date of final payment under the Agreement and by the sub-contractor for a period of three (3) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.

12.5 VALUE ENGINEERING

It is the intent of the City to award a contract to the selected proposer provided the Proposal has been submitted in accordance with the requirements of the proposal documents and does not exceed the funds available. In the event the selected proposal exceeds the City’s established fixed construction cost, the City shall have the right to engage the selected proposer in value engineering in order to comply with the fixed construction cost. In no instance shall such value engineering exceed ten percent of the base Proposal or reduce the base Proposal to an amount less than the fixed construction cost in place at the time of Proposal submission.

12.6 PROPOSER QUALIFICATION

Proposals will be considered from firms who have adequate personnel and equipment and who are so situated as to perform prompt service, Monday through Friday, except for City holidays. Proposals will be considered only from firms which are regularly engaged in the business as described in this Request for Proposal; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a Contract under the terms and conditions herein stated. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

12.7 INSPECTION

The City reserves the right to conduct an inspection of the vendor’s facility and equipment prior to the award of the contract.

12.8 FISCAL YEAR FUNDING APPROPRIATION

Unless otherwise provided by law, a contract for supplies or services may be entered into for any period of time deemed to be in the best interest of the City, provided the term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the first fiscal period at the time of contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation of adequate funds by City Council.

12.9 CANCELLATION DUE TO UNAVAILABILITY OF FUNDS

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled and the contractor shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not advertised in the price of the supplies or services delivered under the contract or otherwise recoverable.

12.10 EXECUTION OF CONTRACT

The successful Proposer shall, within fifteen (15) calendar days after award, enter into a contract with the City for the performance of work awarded 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.

12.11 FAILURE TO EXECUTE CONTRACT

Failure of the successful proposer to execute the contract within the prescribed time may be grounds for cancellation of the award. In that event, the City may award the contract to another responsive and responsible proposer whose proposal is determined to be most advantageous to the City and the Community Redevelopment Agency, or the City may reject all proposals.

12.12 FLORIDA PROMPT PAYMENT ACT

For purposes of billing submission and payment procedures, a "proper invoice" by a contractor, vendor or other invoicing party shall consist of at least all of the following:

12.12.1 A description (including quantity) of the goods and/or services provided to the City (or a party on behalf of the City) reasonably sufficient to identify it (or them);

12.12.2 The amount due, applicable discount(s), and the terms thereof;

12.12.3 The full name of the vendor, contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number;

12.12.4 The Purchase Order or Contract number as supplied by the City; and

12.12.5 Identification by office or department where and to whom the goods were delivered or services provided.

12.12.6 All invoices shall be delivered to the Accounts Payable Dept., City of Fort Walton Beach, 107 Miracle Strip Parkway SW, Fort Walton Beach, Florida, 32548.

12.12.7 The invoice must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the City; the vendor, contractor or other party who is supplying the goods and/or services has otherwise complied with all of the contract's terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other "flow-down" requirements are in compliance with those requirements.

12.13 DISPUTE RESOLUTION

In the event a dispute occurs between a contractor, vendor or other invoicing party ("invoicing party") and the City concerning payment of an invoice, the City department or office which has the dispute along with a representative of the City's Purchasing Division and the invoicing party shall meet to consider the disputed issues.