SUWANNEE RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS

NO. 26/27-002

LAND ACQUISITION AND MANAGEMENT SOFTWARE SOLUTION

Table of Contents

Section Title Page

1 Introduction 2

2 Proposed Schedule 2

3 Instructions to Respondents 3

4 Key Points 3-6

5 Scope of Work 6-8

6 Response Forms 9-12

Suwannee River Water Management District

9225 CR 49

Live Oak, FL 32060

386.362.1001

386.362.1056 (Fax)

800.226.1066 (Florida only) www.mysuwanneeriver.com

SECTION 1 - INTRODUCTION

Purpose and Project Overview

The Suwanee River Water Management District (District) is soliciting proposals for a software solution to modernize and automate the end-to-end lifecycle of land assets, from initial acquisition applications to long-term stewardship to disposition. This project aims to replace manual processes with a centralized system capable of handling electronic submissions, complex workflow approvals, personnel task assignment tracking, and data-driven land management planning, management of ownership, lease agreements, and reporting. The solution must integrate with ESRI GIS technologies. Reduce manual task time by 40% and enable real-time geospatial visualization.

Background

The District has an Access database for land acquisition transactions. Applications are received through CivicPlus software solutions. Workflows are routed and completed by manually routing documents through Windows network folders. District documents are retained in PaperVision Enterprise.

The District utilizes GIS for reviewing acquisitions, planning and tracking completion of land management work for prescribed burning, site preparation, reforestation, road maintenance, mowing, daylighting, recreation maintenance, field services, rare species, invasive species, natural community mapping, and facility improvement programs.

District documents, including but not limited to online forms, contracts, letters, and reports are done manually. The current system relies on spreadsheets and PDFs, leading to inefficient reporting, data inaccuracies, and risks of missing compliance deadlines.

SECTION 2 – PROPOSED SCHEDULE

July 23, 2026 Release of Request for Proposals.

July 31, 2026 Deadline for submittal of questions no later than 5:00 p.m.

August 3, 2026 District response to questions posted to website.

August 19, 2026 Proposals must be submitted on DemandStar no later than 3:00 p.m. and will be opened at that time. *

September 4, 2026 Selection of Proposals for Presentation.

September 21-25, 2026 Selected Proposals Presented to District in person or via Teams.

October 1, 2026 Selection Committee Meeting at District Headquarters in Live Oak at 9:00 a.m. *

November 10, 2026 Governing Board consideration of Recommended Proposal at District Headquarters in Live Oak. *

January 1, 2027 Commencement of work.

* Denotes a public meeting. All times are Eastern Time (ET).

SECTION 3 - INSTRUCTION TO RESPONDENTS

Delivery of Proposal: Proposals shall be submitted electronically through DemandStar.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement

For articles and videos to assist you through the DemandStar registry and uploading of documents visit the DemandStar business support page at – https://network.demandstar.com/business-support/

Proposal Deadline: Proposal packages are to be uploaded to the platform no later than 3:00 p.m. August 19, 2026. Proposals received after this time, for any reason, will be rejected.

Questions: To provide equal opportunity and ensure the same information is provided to all proposers, any questions should be submitted by email to Tyler.Winburn@srwmd.org July 31, 2026, on or before 5:00 PM Questions cannot be answered via telephone or other verbal communication.

RESPONDENTS TO THIS SOLICITATION OR PERSONS ACTING ON THEIR BEHALF MAY

NOT CONTACT, BETWEEN THE RELEASE OF THE SOLICITATION AND THE END OF THE

72-BUSINESS HOUR PERIOD FOLLOWING THE AGENCY POSTING THE NOTICE OF

INTENDED AWARD, ANY EMPLOYEE OR OFFICER OF THE DISTRICT CONCERNING ANY

ASPECT OF THIS SOLICITATION, EXCEPT IN WRITING AS INDICATED ABOVE. VIOLATION

OF THIS PROVISION MAY BE GROUNDS FOR REJECTING A RESPONSE.

Delivery of Proposal: It is the obligation of the proposer to ensure that they have reviewed all amendments, addenda, and all questions and answers to this RFP as posted on the District website to ensure that the proposal responds to the most current information before uploading to DemandStar.

SECTION 4 – KEY POINTS

Challenge of Solicitation Process: If a potential respondent protests any provisions of this RFP, a notice of intent to protest shall be filed with the District in writing within 72 hours after the posting of the request for proposal on the District’s website. “Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes.”

Challenge of District’s Intent to Award Contract: Ifa respondent intends to protest District’s intent to award contract, the notice of intent to protest must be filed in writing within 72 hours after posting of a notice of intent to award contract and the respondent shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any respondent who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), Florida Statutes (2020).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, “Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes.”

Americans With Disabilities Act: The District does not discriminate upon the basis of any individual’s disability status. This nondiscrimination policy involves every aspect of the District’s functions including one’s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact April Olive, Records, Contracts and Land Acquisition Manager at

386.362.1001 or 800.226.1066 (Florida only).

Minority Business Enterprises: The District recognizes fair and open competition as a basic tenet of public procurement. Respondents doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, or sex. The District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process.

Veteran’s Preference: In the absence of minority business enterprise, whenever two or more service providers are ranked equally by the Selection Committee, a veteran-owned business enterprise shall be given preference in the award process.

ADA Compliance: For all electronic deliverables due under the contract resulting from this Contract, Vendor must ensure that those deliverables and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF).

Drug Free Workplace Act: The selected PROPOSER shall certify that it has established a drug free workplace.

Public Entity Crime: Section 287.133(2)(a), Florida Statutes, states “A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

Scrutinized Company: Section 287.135, Florida Statutes, states “A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:

1) Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or

2) One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company:

a. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to 215.473; Florida Statutes or

b. Is engaged in business operations in Cuba or Syria.”

Insurance Requirements: If awarded, PROPOSER shall represent and guarantee that all employees, agents, servants or representatives of the respondent, and all employees, agents, servants, or representatives of subcontractors are covered by workers' compensation insurance.

Prior to entering into contract with the District, respondent agrees to furnish the District certificates of insurance on all insurance, naming District as additional insured for items 2 and 3 below, providing evidence that respondent has in full force and effect the following minimum insurance with insurers authorized to do business in the State of Florida:

1) Workers' compensation insurance as required above;

2) Motor vehicular liability insurance with limits of not less than $1,000,000 combined single limit which insurance shall be applicable to any and all vehicles utilized by respondent to provide the services requested by District;

3) General liability insurance for all services rendered by respondent for the requested services with a minimum of $1,000,000 personal and advertising injury and $1,000,000 general aggregate.

The certificate of insurance shall also provide that District shall be notified in writing by the carrier at least 30 days prior to any cancellation of said insurance.

Human Trafficking Affidavit: Human Trafficking Affidavit must be submitted by each proposer or the bid will be considered non-responsive. In compliance with Section 787.06(13), Florida Statutes, this affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the Suwannee River Water Management District (the “Governmental Entity”).

Rejection of Responses: The District reserves the right to reject any and all bids or other proposals submitted in response to District invitation. District also reserves the right to waive any minor deviations in an otherwise valid proposal.

Evaluation and Award: Proposals will be evaluated based on a scoring system based upon completion of the Response Forms.

Proposals :

• Work Plan & Approach (50 Points): Technical depth in managing land acquisition, land management and disposition software solutions. Evaluation criteria will focus on major risk areas for software implementations and include, but not be limited to the following:

o Understanding of the District’s needs o Ability to meet District’s project goals o Software functionality, interface, network and any hardware requirements o Identified risks and constraints with mitigation recommendations o Define any use of AI in the creation of a proposal, software solution, or continuous improvement plan.

• Time and Cost Proposal (20 Points): Time-focused tasks and total not-to-exceed costs for implementation of solutions. Financial consequences including failure to meet deadlines. Cite your company’s planned and accomplished historical timeframes for similar projects.

• Staff Qualifications (15 Points): Assigned Project Manager and staff. Include their knowledge, skills, certifications, and experience with similar land applications. Number of similar projects staff have worked together on as a team and status (ex: 4 projects completed on time and within budget, 2 projects over time and over budget).

• Outcomes and Performance Measurements (15 Points): Demonstrated ability to improve data reliability, migrate data with efficiency and accuracy, provide automated solutions, testing success, and training deployment. Cite company’s historical ability to seek continuous improvement with software solutions throughout software lifecycle.

Selection Committee members will:

• STEP ONE – Individual Selection Committee members will develop a score for each criteria above and then total the proposal score for each submitted proposal.

• STEP THREE – Based on the final scores, the proposals/firms that have the highest final scores may be contacted for demos/presentations, if necessary.

• STEP FOUR – The selected proposal/firm will be contacted for contract negotiations.

SECTION 5 – SCOPE OF WORK

The successful bidder will provide a proposal that addresses three functional modules/domains:

Land Acquisition, Land Management, and Disposition. The bidder/solution should seek continuous improvement while providing a customized off the shelf software solution.

Implementation & Project Management

The vendor shall provide comprehensive project management services, including:

• Project Manager: Project manager assigned and committed to providing a teamwork atmosphere, transparent communications, timeliness, responsiveness, and integrity.

• Methodology: Define project management method while utilizing not-to-exceed time and cost amounts for work tasks, solutions, and/or modules. Respondent should define recommended financial consequences for the respondent not meeting deadlines.

A. Shared Database Capabilities:

• Integration: Pull data from multiple database systems (Land Acquisition & Surplus Access Database, AccuFund, ArcGIS, CivicPlus, Papervision, and PERCH) into a single web-based interface to automate data pull and reduce manual data entry. Mobile-compatibility needed.

• Automation: Functionality to create memos, contracts, bids, and letters.

• Data Storage: Storing backend data tables in an on-premises Microsoft SQL Server instance is highly preferred.

• User Authentication and Authorization: Implement secure user authentication and authorization mechanisms to ensure data security and access control. Integration with Microsoft 365/Entra ID Single Sign-On (SSO) is preferred.

• Data Editing Functionality: Provide users with the ability to edit project data efficiently within the web application.

• Reports: Capable of automating monthly and annual reports by program criteria and GIS data collection to support land acquisition and land management. Capable of creating ad hoc reports.

• Dashboard: Capable of key statistics by timeframes, financial records, programs, regions, counties, tracts, and/or other dynamic combinations that data is collected.

B. Land Acquisition Module

• Workflow Automation: File number assignment, and triage map creation based on GIS data or application programming interface.

• Resource Planning: Tools to develop Land Management Prospectuses (site inspection and program planning document with financial estimates) prior to land acquisition.

• Approval Management: Systemic support for the Land Acquisition and Support (LAS) Team ranking process, including score sheet generation and memorandum preparation for Committee and Board meetings.

• Due Diligence Tracking: Prompt/task management and storage of critical path items such as appraisals, Environmental Site Assessments (ESA), contracts, memos and closing document preparation.

• Transitioning Modules: Capable of transitioning applicable data to Land Management Module.

C. Land Management Module

• Resource Planning: Tools to integrate the Land Management Prospectus into 3-year plans within GIS attribute tables based on program area. Capable of GIS bi-directional communication for 3-year planning by program and association with tracts, counties and regions.

• Operational Task Management: Scheduling, assigning staff and contractor, and tracking for routine tasks to support the land management programs with various tasks including boundary maintenance, vegetative management (prescribed fire, chemical, and mechanical), road maintenance, road mowing, ditch/daylight mowing, exotic plant management, rare species monitoring, archaeological monitoring, facility improvements, and recreational maintenance. Linked associations for tracts, regions, contracts and purchase orders.

• Natural Resource Oversight: Specialized tracking for timber management including pre-harvest meeting documentation, sale records, financial activity, inspections, load tracking, inventory updates, closeouts with ratings, site preparation planning cycle, and reforestation planning cycle.

• Association: Capability of connecting work performed in program plans to contracts, purchase orders, tracts, facilities and regions.

• Automation: Functionality to create memos, contracts, bids, and letters.

D. Land Disposition Module

• Workflow Automation: Evaluation and assessment including triage map creation based on GIS data or application programming interface.

• Approval Management: Systemic support for the Land Acquisition and Support (LAS) Team approval for disposal, including memorandum preparation for Lands Committee and Board meetings.

• Due Diligence Tracking: Prompt/task management and storage of critical path items such as appraisals, contracts, memos and closing document preparation.

• Transitioning Modules: Capable of transitioning applicable data from Land Management Module to Disposition Module.

E. Technical & Security Requirements

• Collaborative Use: The software solution must be capable of simultaneous use by multiple user accounts.

• GIS Centrality: Native integration with ESRI ArcGIS software is required for mapping, managing parcel boundaries, and updating natural community layers.

• Security Standards: The solution must meet security requirements, including role-based security.

• Technical Support: Company’s technical support and/or help desk solutions.

F. Data Migration: Systemic data conversion and import from legacy applications, GIS data, PDFs, and Excel-based documents with a zero-error rate.

G. Program Testing: Vendor will provide initial user testing during program development.

Vendor will correct any issues identified during development review period. Vendor will include support user testing by District staff and collect user feedback for further system corrections. Additional testing to ensure corrections were properly made will be included.

H. Training: Development: Written and online materials to support District staff. Production of “Quick Steps” guides for identified key priority tasks.

SECTION 6 – RESPONSE FORMS

FORM A

PROPOSAL RESPONSE FORM RFP 26/27-002

Proposer’s Name: _______________________________________________

Company Name: _______________________________________________

Company Address: _______________________________________________

Company Phone Number: __________________________________________

Length of time company has been in business: ________________________

Primary Contact Person: __________________________________________

Primary Contact Email: __________________________________________

Primary Contact Phone: __________________________________________

Primary Contact Cellular: __________________________________________

Federal UIN/UEI: ________________________________________________

Service/Product: Cost:_$ Written proposal should include breakdown of costs by requirement and timeframes.

Have you previously done work for the District? Yes____ No____

If Yes, explain. _________________________________________________________

Are you currently under contract with or have been selected on a services shortlist for the District? Yes No . If yes, explain:_____________________________

Have you previously done work for, or do you currently represent any clients who may cause a potential conflict of interest if you are selected? Yes_____ No______ If Yes, list clients and nature of conflict: __________________________________________________________

Is your company eligible for veteran's preference? Yes______ No______If yes, include supporting documentation.

Are you a minority Business or Enterprise? Yes_____ No_______

Please include supporting documentation.

FORM B

PROJECT REFERENCES

Name of Project: _

Agency/Company: _

Contact: _

Telephone: Email: _

Project Description: _

Web Link: ________________________________________________________

Name of Project: _

Agency/Company: _

Contact: _

Telephone: Email: _

Project Description: _

Name of Project: _

Agency/Company: _

Contact: _

Telephone: Email: _

Project Description: _

HUMAN TRAFFICKING AFFIDAVIT

CONTRACT NUMBER: ___________________________________________

CONTRACT TITLE: ______________________________________________

In compliance with Section 787.06(13), Florida Statutes, this affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the Suwannee River Water Management District (the “Governmental Entity”).

The undersigned, on behalf of the entity listed below (the “Nongovernmental Entity”), hereby attests under penalty of perjury as follows:

1. My name is ______________________and I am over eighteen years of age.

The following information is given from my own personal knowledge.

2. I am an officer or representative with_________________________, a non-governmental entity. I am authorized to provide this affidavit on behalf of

3. The non-governmental entity, _______________________________, does not use coercion for labor or services as defined in s.787.06, Florida Statutes.

Company: ____________________________________

Authorized Signature: ___________________________ Date: _____________

Printed Name: _________________________________

Title: ________________________________________

Form #002-00277