26-56_Juvenile_Justice_Courthouse_Roof.pdf

BAY COUNTY BOARD OF COUNTY COMMISSIONERS

PURCHASING DEPARTMENT

840 WEST 11th STREET

SUITE 2500

PANAMA CITY, FLORIDA 32401

REQUEST FOR PROPOSALS (RFP)

JUVENILE JUSTICE COURTHOUSE ROOF

PROPOSALS MAY BE SUBMITTED ELECTRONICALLY THROUGH OPENGOV

THOSE VENDORS WISHING TO SUBMIT A PAPER PROPOSAL MAY CONTACT

THE PURCHASING DEPARTMENT

RFP No. 26-56

ITB 26-55 Juvenile Justice Courthouse Roof 1 of 147 https://procurement.opengov.com/portal/baycountyfl mailto:PURCHASING@BAYCOUNTYFL.GOV

TABLE OF CONTENTS

RESPONDENT INSTRUCTIONS

INTRODUCTION

QUALIFICATIONS

MANDATORY PRE-SUBMITTAL MEETING

PROPOSAL DEADLINE/DELIVERY

SOLICITATION DOCUMENTS

POINT OF CONTACT

QUESTIONS

ADDENDA

PROPOSAL FORM

BONDS

COMPLETE PRICE PROPOSAL; EXAMINATIONS OF SPECIFICATIONS; WORK

SITES

WITHDRAWAL OF PROPOSALS

CANCELLATION

BASIS OF AWARD

TIE PROPOSALS

RIGHT TO REJECT

EXECUTION OF AGREEMENT

LICENSING

GENERAL TERMS

PUBLIC RECORDS

EXEMPTION OF MEETINGS/PRESENTATIONS

REPRESENTATIONS

SUBCONTRACTORS

SCRUTINIZED COMPANIES

DIRECT PURCHASE

PROTEST

PROPOSAL REQUIREMENTS

ANTICIPATED SCHEDULE

EVALUATION PROCESS AND CRITERIA

ATTACHMENT 1 REQUIRED ADDITIONAL FORMS

ATTACHMENT 2 SAMPLE CONTRACT 26-56

EXHIBIT 1 CIP TERMS AND CONDITIONS

EXHIBIT 2 NOVA MOISTURE INTRUSION REPORT

EXHIBIT 3 PHOTO OF EXISTING ROOF

EXHIBIT 4 ROOF DRAWINGS

EXHIBIT 5 FLORIDA METAL ROOF PRODUCT INFORMATION AND WARRANTY

EXHIBIT 6 VENDORS RESPONSE

EXHIBIT 7 BAY COUNTY INSURANCE REQUIREMENTS

EXHIBIT 8 PUBLIC CONSTRUCTION BOND

EXHIBIT 9 OWNER DIRECT PURCHASE PURCHASE INSTRUCTIONS

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RESPONDENT INSTRUCTIONS

Some of the instructions below may not apply to all projects.

The Nova Moisture Intrusion Assessment Report shall control any conflicting provisions.

INTRODUCTION

The Bay County Board of County Commissioners (County) is soliciting proposals from licensed commercial roofing contractors to provide professional roofing services for the old Juvenile Justice Courthouse. The old Juvenile Justice Courthouse is located at 533 East 11th Street, Panama City, FL 32401, (Parcel No. 17622-000-000).

The selected proposer/contractor shall review the Nova roof Moisture Intrusion Assessment Report and submit a comprehensive proposal to provide a watertight roofing system. Upon completion of roofing project, the County requires a minimum ten (10) year watertight roof warranty.

The proposal shall include a detailed approach describing how the contractor will address all deficiencies identified in the Nova Roof Moisture Intrusion Assessment Report. The contractor shall provide all engineering and design services necessary to obtain required permits and complete construction of a roofing solution that fully restores the roof system and provides a watertight building envelope for the entire Old Juvenile Justice Courthouse.

The Existing Roof metal roofing panels where replacement work started at the end of 2019 and completed in 2020. Roof panel material was PVDF (Kynar 500 or Hylar 5000 with 30 year limited paint finish warranty

The intent of this Request for Proposals (RFP) is to provide a complete, turnkey roofing solution. The successful proposer shall furnish all labor, materials, equipment, engineering, design, permitting, permit fees, inspections, and construction services necessary to implement the recommendations of the Nova Roof Moisture Intrusion Assessment Report and deliver a fully functional, watertight roofing system. The proposal shall include all work required to secure applicable permits, pay all associated fees, and complete the project in accordance with all applicable codes and regulations. All costs necessary to provide a complete roofing system with the required ten (10) year watertight warranty shall be included in the proposer's proposal. The awarded proposer must properly staff project to complete project, when it’s time to execute construction services.

QUALIFICATIONS

The Proposer's team may be led by a State of Florida licensed commercial roofing contractor, roofing manufacturer, design firm, or a joint venture, provided the entity is properly established and registered in accordance with applicable Florida Statutes.

Contractor-led teams may include firms that perform design services in-house.

If the proposal is submitted by a joint venture, the executed joint venture agreement and all supporting organizational documents shall be included with the proposal submission.

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The lead commercial roofing contractor and the lead design firm may participate on only one proposing team. Subcontractors and subconsultants may participate on multiple proposing teams.

Proposals may be deemed nonresponsive if not accompanied by proof of State of Florida Contractor’s License.

MANDATORY PRE-SUBMITTAL MEETING

A MANDATORY Pre-Bid Meeting will be held at 10:00 am (Central Time) on Wednesday, August 12, 2026 in the Purchasing Conference room located at 840 W.

11th Street, second floor suite 2500, Panama City, FL 32401. An optional site visit will be made available immediately following the mandatory pre-submittal meeting.

Note: Respondents shall attend the pre-bid meeting. Any respondent who fails to attend will be deemed non-responsive and automatically disqualified from further consideration.

The purpose of this meeting is to familiarize respondents with the project and answer questions. All respondents must be present and signed in prior to the start of the Mandatory Pre-Bid Meeting. The convener of the meeting will collect the sign in sheet(s) and the meeting will “Officially” start. Anyone not signed in at the “Official” start of the meeting will be considered late and will not be allowed to propose on the project. Please allow 10 to 15 minutes to sign in prior to the start of the Mandatory Pre-Bid Meeting.

In the event that any discussions or questions at the pre-bid meeting or afterward require additional clarification the COUNTY will issue a written summary of questions and answers as an addendum to this Request for Proposals.

PROPOSAL DEADLINE/DELIVERY

SEALED PROPOSALS for RFP NO: 26-56 Juvenile Justice Courthouse Roof will be received by the BOARD OF COUNTY COMMISSIONERS OF BAY COUNTY, FLORIDA up until 2:00 PM (central time) on Wednesday, September 2, 2026. Proposals will be publicly opened immediately following the deadline. ANY PROPOSAL RECEIVED

AFTER THE SPECIFIED TIME WILL NOT BE CONSIDERED.

Proposals for this solicitation may be submitted either electronically via OPENGOV PROCUREMENT or by paper, sealed and delivered to the Board of County Commissioners Purchasing Department, at 840 W. 11th Street, Suite 2500, Panama City, Florida 32401.

Special Accommodation: Any person requiring a special accommodation at a Pre- Proposal Conference or Proposal opening because of a disability should call the Purchasing Department at (850) 248-8270 at least five (5) workdays prior to the Submittal opening. For Hearing Impaired, Dial 1-800-955-8771 (TOO), and 1-800-955-8770 (Voice).

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SOLICITATION DOCUMENTS

Electronic versions of the solicitation documents are available via OpenGov Procurement https://procurement.opengov.com/portal/baycountyfl

Proposal documents, plans, blueprints, or other materials may also be obtained by contacting the Bay County Purchasing Department, purchasing@baycountyfl.gov, 840 West 11th Street, Suite 2500, Panama City, FL 32401, (850) 248-8270.

For those projects with separate plans, blueprints, or other materials that cannot be accessed through the internet, the Purchasing Department will make a good faith effort to ensure that all registered respondents (those who have been registered as receiving a proposal package) receive the documents.

POINT OF CONTACT

The County Purchasing Department will be the only point of contact for this RFP. Under no circumstances may a Respondent contact any County Commissioner, County Administrator, or County employee concerning this RFP until after award. Any such contact may result in disqualification as per Bay County Code Section 2-124.

QUESTIONS

Respondents shall submit all questions, in writing, to the Purchasing Department at Purchasing@baycountyfl.gov or through OPENGOV. All questions shall be submitted no later than 5:00 pm (central time) on Friday, August 21, 2026.

ADDENDA

If any addenda are issued after the initial specifications are released, the County will post the addenda on the Bay County website: http://co.bay.fl.us/169/Purchasing and

OPENGOV.

It is the responsibility of the Respondent prior to submission of any Submittal to check the above website or contact the Purchasing Department to verify any addenda issued. The receipt of all addenda must be acknowledged on the addenda response sheet.

PROPOSAL FORM

To receive consideration, all Proposals shall be made on the forms provided, properly executed and with all items filled out. Do not change the wording of the Proposal Form.

No conditions, limitations or provisions will be attached or added to the Proposal Form by the Respondent. Alterations by erasure or interlineations must be explained or noted in the Proposal over the signature of the Respondent.

BONDS

A Bid Bond, in the amount of 5% of the proposed base bid contract amount, shall accompany each bid. A scanned copy may be submitted with the e-bid. The successful bidder’s security will be retained until the contract has been signed and the bidder has furnished the required Public Construction Bond. The County reserves the right to retain the security of the next bidder until the selected bidder enters into contract or until 90 days

ITB 26-55 Juvenile Justice Courthouse Roof 5 of 147 https://www.baycountyfl.gov/Bids.aspx https://procurement.opengov.com/portal/baycountyfl mailto:purchasing@baycountyfl.gov mailto:Purchasing@baycountyfl.gov https://procurement.opengov.com/signup http://co.bay.fl.us/169/Purchasing after bid opening, whichever is shorter. All other bid security will be returned as soon as practicable.

COMPLETE PRICE PROPOSAL; EXAMINATIONS OF SPECIFICATIONS; WORK

SITES

Price proposals shall be compensation in full for the complete work. The price shall include all charges for completing the work and include layout, insurance, taxes, field office and supervision, overhead and profit, permits, impact fees, bonds, and miscellaneous items needed to complete the bid. All prospective firms may visit the site and become familiar with the existing conditions. No allowance will be made to any bidder because of a claimed lack of examination or knowledge. The submission of a bid shall be construed as conclusive evidence that the bidder has made such examination.

WITHDRAWAL OF PROPOSALS

Any Respondent may withdraw its Proposal, either personally or by written request, at any time prior to the scheduled time for opening Proposals. No Respondent may withdraw its Proposal for a period of 180 days after the date for opening and all Proposals shall be subject to acceptance by the County during this period.

CANCELLATION

The County may cancel this RFP, or reject in whole or in part, when it is in the best interests of the County, as determined by the Board of County Commissioners. Notice of cancellation shall be posted on OpenGov and the County website. The notice shall identify the solicitation, and, where appropriate, explain that an opportunity will be given to compete on any re-solicitation or any future procurement of similar items.

BASIS OF AWARD

The contract will be awarded to the responsive, responsible Respondent who ranks highest in the evaluation process based on the criteria specified in the Request for Proposals Respondent Instructions.

TIE PROPOSALS

Should a tie occur, an alternate committee member will be asked to evaluate the firms based on the submitted proposals this alternate score will be the tie-breaker.

RIGHT TO REJECT

In accordance with section 2-113 of the Bay County Code, the County reserves the right to:

a. reject any or all Proposals received;

b. select and award any portion of any or all Proposal items;

c. waive minor informalities and irregularities in the Respondent’s Proposal.

A Proposal may be rejected if it is non-responsive or does not conform to the requirements and instructions in this RFP. A Proposal may be non-responsive by reasons, including, but not limited to, failure to utilize or complete prescribed forms, conditional Proposals, incomplete Proposals, indefinite or ambiguous Proposals, failure to meet deadlines and improper and/or undated signatures. Other conditions which may cause rejection of

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Proposals include evidence of collusion, obvious lack of experience or expertise to perform the required work, submission of more than one Proposal for the same work from an individual, Respondent or corporation under the same or a different name, failure to perform or meet financial obligations on previous contracts. Proposals may be rejected if not delivered on or before the date and time specified as the due date for submission of the Proposal.

EXECUTION OF AGREEMENT

The successful firm shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the County Chief Procurement Officer all required contract documents. The awarded firm shall also deliver any required bonds and all certificates of insurance as required. All certificates of insurance shall be approved by the Bay County Risk Management Office before the successful firm may proceed with the work.

Neither the Notice of Award nor the execution of the required contract documents by the Vendor create any rights in the proposer. The proposer has no rights with respect to the award of the contract until a fully executed contract is signed by all required parties and all certificates of insurance and other required deliverables are provided and approved by the County.

The execution of the contract shall be contingent upon the securing of all applicable permits from the City of Panama City https://www.panamacity.gov/455/Building-Permits.

LICENSING

Firm shall be properly licensed for the appropriate work specified in this Request for Proposals. All Respondents are requested to submit any required license(s) with their qualifications. License(s) must be effective as of the opening date and must be maintained throughout the Contract Period. Failure to be properly licensed as stated above will result in the rejection of the Proposal as nonresponsive.

GENERAL TERMS

Companies that are required to register with the State of Florida Division of Corporations as a domestic or foreign business entity should provide evidence of their registration.

PUBLIC RECORDS

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

Pursuant to Fla. Stat. §119.071(1)(b), proposals received as a result of this RFP will not become public record until such time as the County provides notice of an intended decision or until 30 days after opening the bids, whichever is earlier.

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EXEMPTION OF MEETINGS/PRESENTATIONS

Pursuant to Florida Statute section 286.0113(2), any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation as part of a competitive solicitation, or at which a vendor answers questions as part of a competitive solicitation is exempt from public meeting requirements. However, the County must make a complete recording of any portion of an exempt meeting and no portion of the exempt meeting may be held off the record. The recording of, and any records presented at, the exempt meeting are exempt from the public records law of section 119.07(1), Fla. Stat. (2011) and section 24(a), Art.

I of the State Constitution, until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, submittals, or final replies, whichever occurs earlier. If the County rejects all bids, submittals, or replies and concurrently provides notice of its intent to reissue a competitive solicitation, the recording and any records presented at the exempt meeting remain exempt from section 119.07(1), Fla.

Stat. (2011) and section 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation or until the agency withdraws the reissued competitive solicitation. A recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial agency notice rejecting all bids, submittals, or replies.

REPRESENTATIONS

The contract documents contain the provisions required for the project. Information obtained from an officer, agent, or employee of the County or any other person shall not affect the risks or obligations assumed by the Contractor or relieve the Contractor from fulfilling any of the conditions of the contract.

WARRANTY

All goods and services furnished by respondent, relating to and pursuant to this RFP, will be warranted to meet or exceed the specifications contained herein. In the event of breach, the respondent will take all necessary action, at respondent’s expense, to correct such breach in the most expeditious manner possible.

SUBCONTRACTORS

The Consultant will be the prime service provider and shall be responsible for all work performed and contract deliverables. Proposed use of subcontracts should be included in the Proposer’s Response. Requests for use of subconsultants received subsequent to the solicitation process are subject to review and approval by the County.

The County reserves the right to request and review information in conjunction with its determination regarding a subcontract request. All subconsultants are subject to the same requirements of this solicitation as the awarded contractor.

SCRUTINIZED COMPANIES

Respondent must certify that the company is not participating in a boycott of Israel.

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Respondent must also certify that Contractor is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has been engaged in business operations in Cuba or Syria. Subject to limited exceptions provided in state law, the County will not contract for the provision of goods or services with any scrutinized company referred to above.

Respondent must submit the certification that is attached to this solicitation. Submitting a false certification shall be deemed a material breach of contract. The County shall provide notice, in writing, to the Contractor of the County's determination concerning the false certification. The Contractor shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, the Contractor shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If the Contractor does not demonstrate that the County's determination of false certification was made in error then the County shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time.

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTEREST IN GOVERNMENT CONTRACTING

Respondents are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the County will not request documentation of or consider a Respondent’s social, political, or ideological interests when determining if the Respondent is a responsible Respondent. Respondents are further notified that the County’s governing body may not give preference to a Respondent based on the Bidder's social, political, or ideological interests.

DIRECT PURCHASE

The County has determined that this project may be subject to certain sales tax exemptions pursuant to section 212.08(6), Fla. Stat. (2010). The Direct Purchase Instructions (EXHIBIT 9) sheet is intended to inform the Contractor of the requirements of the statute and the County’s procedures. The Contractor will compile a list of all purchases for this project that have an estimated cost over $10,000.00.

PROTEST

A notice of protest must be submitted in accordance with section 2-114 of the Bay County Code, as amended from time to time. If a party intends to initiate such an action, it must electronically notify the Chief Procurement Officer and the County Attorney no later than one business day after notice of the awarding authority’s decision.

PROPOSAL REQUIREMENTS

Each Firm’s submittal shall include sufficient information to enable the County to evaluate the capability of the Firm to provide the desired services. The data shall be significant to the project and discussions of past performances on other projects shall be minimized except as they relate to the proposed work.

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Submittals shall be prepared simply and economically, providing a straightforward, concise delineation of Respondent’s capabilities to satisfy the requirement of the RFQ.

Colored displays and promotional material are not desired; however, technical literature may be included as attachments to the Submittal.

Respondents submitting paper submittals should submit one (1) original clearly labeled “Original” and one (1) electronic version of the package. The electronic version should be in pdf format on usb drive.

Respondents submitting an electronic submittal should submit one (1) electronic version of the package in pdf format through the OpenGov web portal.

Electronic versions submitted via e-mail will not be accepted. If the submittal contains confidential information, such information shall be in a separate pdf document marked confidential. Submittals shall be valid to BAY COUNTY for a period of 180 days after the opening.

Emphasis in each Submittal must be on completeness and clarity of content.

In order to expedite the evaluation of Proposals, it is essential that Respondents follow the format and instructions contained in the RFP.

The following information is the minimum content required for the Proposal and will be used to compare and evaluate the firms:

(Please number and title tabs for each section as indicated).

1) Table of Contents (Tab 1)

a) Clearly identify all sections referenced in RFP.

b) Sections shall be separately tabbed for ease of reference.

2) General Information (Tab 2) – 15 points

a) Firm name(s), contact name, address, phone number, and email address.

b) The “Subcontractor Form” shall be for each sub-consultant or subcontractor that is to work on the job.

c) Completion of Similar Projects – Show three or more similar projects that the roofing contractor team has accomplished.

d) Provide Roofing Materials/manufacturer or brand of materials

e) Provide design consultant/design team for project

f) Other sub-consultants and subcontractors necessary to complete project

g) Proposer’s shall summarize overall capabilities for accomplishing the services specified herein.

h) Organization and Staffing Plan:

i. Provide an Organizational Chart for all key personnel, including sub-consultants and subcontractors. This will include the Engineer of

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Record, Construction Project Manager, Construction Superintendent, and other management, technical, and support staff.

ii. Point of Contact for project and contact information of person(s) managing project

iii. Provide resumes for all personnel listed on organizational chart including, but not limited to, the following information:

1. Name and title

a. How many years with this firm

b. How many years with other firms

c. Experience

2. Types of projects

a. Size of projects

b. Role in projects

3. Education

4. Other experience, certifications, and qualifications that are relevant to this project.

Warranty Period (Tab 3) - 10 Points

a) Location of Office and during the warranty period provide a description of your company process and the location the contractor/subcontractor will be traveling to address any warranty issues.

b) Provide a description of warranty policy and the time frame your company/organization commit to responding to warranty issues.

c) Provide 10-year water tight roofing warranty for entire building

4) Technical Proposal (Tab 4) - 40 Points The intend of this technical proposal is for all proposer’s to read the Nova Roof Moisture Intrusion Assessment Report and properly offer solutions to Bay County to address items that were identified in the report. All Proposers shall visit the site and provide a complete proposal on roof including items that may not be included in report.

a) The Approach and Understanding narrative of the Technical Proposal shall be in accordance with the Approach and Understanding Section Nova Roof Moisture Intrusion Assessment Report

b) The Technical Proposal shall show the project will be designed and built in compliance with the Nova Roof Moisture Intrusion Assessment Report

c) Other Appropriate Data: Other data demonstrating the ability of the Roofing team to provide the desired services may be included in the written technical proposal.

5) Proposed Schedule and Price Control (Tab 5) - 15 Points This section shall state proposed schedule to perform work, the approach to scheduling, and the approach for managing cost. The proposed schedule shall be done providing anticipated major milestones and their associated phasing as follows:

a) Anticipated Award Date - The schedule should assume a Notice to Proceed date

b) Design Schedule if necessary

c) Design Reviews by Bay County

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d) Design Review / Acceptance Milestones

e) Permitting

f) Start and Completion of Roof Construction/Substantial Completion.

g) Construction Milestones

h) Construction Phasing as necessary

i) Additional Milestones as determined

j) Punch list completion and project closeout.

k) Notice of Completion, which starts the Warranty

6) Safety Plan (Tab 6) - 5 Points

Proposers shall submit a project-specific Safety Plan that will be implemented during the construction and installation of the roofing system. The Safety Plan shall demonstrate the proposer's approach to protecting workers, County staff, the public, and adjacent property throughout the duration of the project.

At a minimum, the Safety Plan shall address the following:

a) Site security and access control, including methods for securing the work area around the building.

b) Fall protection measures in accordance with applicable OSHA regulations.

c) Personal protective equipment (PPE) requirements for all personnel.

d) Ladder safety, including setup, inspection, and use procedures.

e) Material handling, storage, and housekeeping practices.

f) Protection of visitors, and surrounding property from construction activities.

g) Emergency response procedures and incident reporting.

h) Identification of the individual responsible for on-site safety oversight.

i) Compliance with all applicable federal, state, and local safety regulations.

The submitted Safety Plan will be evaluated as part of the proposal and shall be implemented by the successful proposer throughout the project unless otherwise approved by the County.

7) Price (Tab 7) – 15 points

a. The Respondent submitting the lowest total price will receive the maximum points for the cost element of the evaluation. The other Respondents’ scores will be based on a relative percentage of the dollar amount higher than the lowest price.

b. The Price points will be determined in accordance with the following formula:

Lowest Price - A Respondent’s Price - B Total Possible Points for Price - C Points Earned by Respondent - D A x C = D B

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2. Required Additional Forms (Tab 8)

a. Proposal Form

b. Addendum Acknowledgement

c. Affidavit of Compliance with Section 287.138, Florida Statues, Contracting with

Foreign Entities of Concern

d. Affidavit of Compliance with Section 787.06, Florida Statues, Human Trafficking

Attestation

e. Anti-Collusion Clause

f. Certification Regarding Scrutinized Companies

g. Conflict of Interest

h. Drug Free Workplace

i. Bid Bond

ANTICIPATED SCHEDULE

This schedule may be altered solely at the County’s discretion:

RFP Advertisement Wednesday, July 28, 2026 Pre-Submittal Meeting Wednesday, August 12, 2026 Questions Due Date Friday, August 21, 2026 Proposal Deadline Wednesday, September 2, 2026 Evaluations September 8-18, 2026 Board Meeting for recommended award Tuesday, October 6, 2026

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EVALUATION PROCESS AND CRITERIA

Representatives from the County Purchasing Department will review the submittals for completeness. Those submittals deemed complete and responsive will be forwarded to the Evaluation Committee.

Evaluation Committee

A. Evaluation Committee may consist of 3 or 5 members or the Board of County Commissioners. Initial scoring and final ranking may be determined by separate Evaluation Committees.

B. The County Manager or designee shall determine the Evaluation Committee(s) that will best serve the needs of the County.

C. Membership of all Evaluation Committees shall be approved by the County Manager or designee.

D. The Purchasing Department will provide reasonable notice of all meetings, no less than 72 hours in advance of such scheduled meeting, excluding holidays and weekends, by posting a Notice of Evaluation Committee Meeting on the public notice bulletin board in the Purchasing Department and on the Bay County website.

E. Contact with the Evaluation Committee. Members of the Evaluation Committee are prohibited from discussing a project with any professional or professional firm that may submit a proposal during the procurement process, except in formal committee meetings.

F. Evaluation of Proposals. Only written responses of statements of qualifications, performance data, and other data received in the purchasing office by the publicized submission time and date shall be evaluated.

G. The initial ranking of proposals is based upon the points given in the scoring sheet utilizing the evaluation criteria in the RFP.

H. Shortlisting. The best-qualified respondents shall be based upon the Evaluation Committee's ability to differentiate qualifications applicable to the scope and nature of the services to be performed as indicated by the ratings on the scoring sheet.

Typically, the top three rated firms, if there are at least three responsive respondents, will be considered as the shortlisted firms, unless the County Manager, after input and discussion with the Evaluation Committee, approves adding additional firms to the shortlist.

I. Presentations/Interviews. The Evaluation Committee may choose to conduct formal presentations/interviews with shortlisted firms prior to final ranking.

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J. Final Ranking. The Evaluation Committee or the Board of County Commissioners, as appropriate, shall use the ordinal process to rank the firms. The respondents shall be listed in order of preference. The list of best-qualified persons shall be approved by the County Manager or Board, as appropriate, prior to beginning contract negotiations.

The County shall negotiate a contract with the top ranked firm for services at compensation which the County determines is fair, competitive and reasonable as further described in the Scope of Services.

The provisions of the Request for Proposals and the receipt of submittals from respondents shall not create any legal or other obligation between Bay County and respondents (except as expressly set out in this RFP).

Bay County will make the selections primarily on the basis of the response to this RFP and any further information received from respondents if interviewed. Although information additional to that requested in this RFP may be provided by respondents, any consideration of this information shall be at the discretion of Bay County. Bay County shall award this project to the respondent considered by the County to offer the best overall response with a resulting negotiated agreement that is most advantageous and in the best interest of Bay County.

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