Architectural Design for Replacement of Courthouse Roof

RFP 2026-08

REQUEST FOR PROPOSALS

ARCHITECTURAL DESIGN SERVICES

BAKER COUNTY COURTHOUSE ROOF REPLACEMENT

RFP #2026-08

Issued By:

Baker County Board of County Commissioners

55 N. 3rd Street

Macclenny, FL 32063

(904) 259-3613

Website: http://www.bakercountyfl.org

Date of Issue: May 28, 2026

Proposal Due Date/Time: July 30, 2026, at 4:00 PM EST website:%20http://www.bakercountyfl.org

Baker County

Request for Proposal for Architectural Design for Replacement of Courthouse Roof

Baker County hereby gives notice of its intent to seek proposals from qualified architectural and/or engineering firms in response to this Request for Proposals (RFP) for professional design services related to the Baker County Courthouse Roof Replacement Project.

The County is requesting proposals from firms experienced in roof evaluation, architectural and engineering design, preparation of construction documents, permitting coordination, bidding assistance, and construction administration services for public facilities.

Copies of the proposal packages are on file in the County Administration Office and are available for inspection by prospective proposers. Prospective proposers may request a copy of the proposal package by contacting sara.little@bakercountyfl.org or kayla.riggs@bakerfl.gov RFP documents are also available on the website at www.bakercountyfl.org/purchasing.php

Interested contractors are to submit seven (7) sets/copies of the Proposal; one (1) set/copy being marked “original”. Proposals must be received on or before 4:00 p.m. Local Time, Thursday, July 30, 2026, and shall be plainly marked on the outside of a sealed envelope/container with:

Proposer’s name and address, and in the bottom left corner, “RFP # 2026-08, Architectural

Design for Replacement of Courthouse Roof.”. Proposals are to be submitted to Baker County

Administration Office, 55 North Third Street, Macclenny, Florida 32063. Proposals will be opened at 4:01 p.m. on Thursday, July 30, 2026, and distributed to the Selection Committee for review. Proposals received after the specified date and time will not be accepted. Faxed

Proposals will not be accepted.

Baker County reserves the right to reject any and all Proposals, to award all or segments of the project and to waive any informality in Proposals received, as may be in the best interest of the

County.

There will be a Mandatory Pre-Bid conference on June 22, 2026, at 11:00 a.m. at the Baker

County Administration Office, Commission Chambers located at 55 North Third Street, Macclenny, FL 32063.

Specification questions during the proposal period shall be submitted in writing to Sara Little at sara.little@bakercountyfl.org. No later than July 6, 2026, at 5:00 p.m.

Contractors are hereby put on notice that no contact shall be made with any of the staff members, that may be involved in the selection process to discuss this request or to influence the outcome of the selection.

mailto:sara.little@bakercountyfl.org mailto:kayla.riggs@bakerfl.gov http://www.bakercountyfl.org/purchasing.php

I. INTRODUCTION

The Baker County Board of County Commissioners is soliciting sealed proposals from qualified architectural and/or engineering firms to provide professional services for the evaluation, design, permitting, bidding assistance, and construction administration associated with the replacement of the roof system at the Baker County Courthouse.

The selected consultant shall provide all professional services necessary to deliver complete construction documents and assist the County through project completion.

The County reserves the right to accept or reject any or all proposals and to negotiate terms with the selected proposer. The County will receive sealed proposals at 55 North 3rd Street, Macclenny, Florida 32063, on July 30, 2026, at 4:00 p.m.

Any submittal received after the above stated time and date will not be considered. It shall be the sole responsibility of the Engineer to have its proposal delivered to the Baker County Board of

County Commissioners, by U.S. Mail, hand delivery or any other method available to him/her;

however, facsimile or electronic submittals will not be accepted. Delay in delivery shall be the sole responsibility of the Contractor. Submittals received after the deadline will not be considered.

The original bid submittal (1 original with 4 copies) must be delivered to the Administration

Office in a sealed package, clearly marked on the outside, RFP 2026-08 and addressed to:

BAKER COUNTY BOARD OF COUNTY COMMISSIONERS

RFP 2026-08 Request for Proposal for Architectural Design for Replacement of Courthouse Roof

55 North 3rd Street

Macclenny, Florida 32063

Hand delivered Submittal is to be taken to the Administration office at the above address.

The proposal shall be submitted on the specified “Attachment A”, Design for Roof

Replacement, processing and disposal; Equipment rates; Labor and material rates. The person signing the proposal forms shall have the authority to bind the proposer to the proposal. All information on the proposal forms shall be provided, or the proposal may not be accepted.

The competitive sealed proposal shall be accompanied by a “Contact Sheet”, herein provided as “Exhibit A”, a “Public Entity Crimes Statement” herein provided as “Exhibit B”, a

”Drug Free Workplace Certification”, herein provided as “Exhibit C”, and an “E-Verify

Statement”, here in provided as ”Exhibit D”, “Proposer Acknowledgements and

Agreements”, herein provided as “Exhibit E”, “Conflict of Interest”, herein provided as

“Exhibit F”, “Non-Collusion Affidavit”, herein provided as “Exhibit G” and “Disputes

Disclosure”, herein provided as “Exhibit H”, “SWMBE”, here in provided as “Exhibit I”, “Byrd Anti-Lobbying Clause and Certification”, herein provided as “Exhibit “J”. FEMA

Contract Provisions guide “Exhibit K” provided as a separate document.

ADDENDA

A written response to Contractor questions will be issued via Addendum and posted on the

County’s website at https://www.bakercountyfl.org/purchasing.php Bids and Purchasing web page. It is the Contractor’s responsibility to check the County’s website for Addenda prior to submitting their proposal. The deadline for questions is 5 days before submittal opening.

CONTRACTOR SHALL SIGNIFY RECEIPT OF ADDENDA (IF ANY). Failure to

Acknowledge Receipt of any Addendum may result in rejection of the proposal.

CONTRACT TERM

The term of the contract will be for five (5) years with two one-year extensions if mutually agreed upon by both parties.

RFP SCHEDULE

The following schedule is the PROPOSED schedule for evaluations. The County reserves the right to alter dates as needed.

Advertising…………………………………. May 28, 2026 & June 4, 2026

Deadline for Proposal Questions…………… July 6, 2026

Mandatory Pre-Bid Conference……………. June 22, 2026, at 11:00 a.m.

Proposal Due Date…………………………. July 30, 2026

EVALUATION CRITERIA

The proposals received will be evaluated based on the following criteria:

CRITERIA WEIGHT

Experience on Similar Projects (20 points)

Qualifications and Abilities of Professional Personnel and

Company/Firm/Key Principal Qualifications and Capabilities (20 points)

Client References for Similar Projects (25 points)

Cost/Fee Proposal (35 points)

TOTAL 100 points

SELECTION PROCEDURE

The proposals received will be evaluated by qualified personnel of the County. The Evaluation

Committee shall be responsible for evaluating the qualifications and capabilities of proposers who have submitted proposals in response to the request for proposals. Committee evaluations shall be conducted in accordance with applicable Florida Public Records Laws, including F.S. 119.

Evaluation may include such activity as is deemed appropriate by the Committee to verify the qualifications and capabilities of the proposers and their ability to furnish the required goods or services.

https://www.bakercountyfl.org/purchasing.php

The Evaluation Committee shall review the Proposals and prepare by consensus a recommendation of award to the firm or firms it deems to be most qualified and capable to perform the required services.

The Evaluation Committee, at its discretion, may request oral, written or visual presentations from;

conduct interviews with; or conduct visits to the office, facilities or projects of the Proposers it selects from among those submitting Proposals.

If the Evaluation Committee decides to entertain presentations or conduct interviews at a subsequent meeting, it shall set the date, place and time for that meeting, then establish the order of presentations or interview before adjourning. County staff shall be responsible for notifying all firms of the meeting and order of presentations or interviews.

If no oral presentations or interviews are requested, the Evaluation Committee selection shall be based on its review and evaluation of qualified firms at its initial Committee meeting.

The evaluation of Proposer qualifications and capabilities shall include but not be limited to such factors as: experience; capabilities; past record; past performance; adequacy of personnel; ability of professional personnel; willingness and ability to meet time and budget requirements; recent, current and projected workload; location; approach to the project; ability to furnish the required services; volume of work previously awarded to each firm submitting qualifications; and such other factors as may be determined by the evaluation Committee to be applicable to the particular requirements of the project for which the professional services have been requested.

At the conclusion of its evaluation, the Evaluation Committee shall report its recommendations and order of preference (final ranking) to the Board of Commissioners.

PROPOSAL EVALUATION

The Baker County Board of County Commissioners shall be the judge of its own best interest, the proposals and the resulting Contract(s). An award may be made to the most responsive and responsible firm whose proposal is determined to be the most advantageous to the County.

The governmental entities will consider as an important factor in the award, in addition to price, a demonstrated history of reliable and dependable service to similar users or demonstration of a long history of reliability and dependability for users with critical municipal needs similar to the governmental entities.

The County reserves the right to consider historic information and fact, whether gained from the

Proposer’s proposal, question and answer conferences, references, and/or other sources in the evaluation process.

The County reserves the right to conduct investigations as deemed necessary by the County to assist in the evaluation of any proposal and to establish the responsibility, qualifications and financial ability of Proposers, subcontractors, suppliers and other person and organizations to preform an furnish the work in accordance with the Proposal documents.

It is the proposer’s sole responsibility to submit information related to the evaluation categories.

The County is under no obligation to solicit such information if the proposer fails to include it within their proposal submittal. Failure to provide requested information may result in the rejection of the proposal, or deduction in evaluation points at the sole discretion of the Evaluation

Committee.

Be advised that the COUNTY is prepared to make multiple awards if deemed appropriate considering anticipated workload or other factors. Proposers are advised that any award under this solicitation will be by separate bilateral contract and that such contracts will be non-exclusive.

SHORTLISTS

Scores of short listed firms will be available the next business day following the Evaluation

Committee meeting. The recommended short list of firms, in alphabetical order, will be posted prior to submission through the appropriate approval process.

II. PROJECT DESCRIPTION

The Baker County Courthouse currently has an aging roof system that requires replacement. The

County intends to retain a qualified architectural and/or engineering firm to:

* Evaluate existing roof conditions

* Develop recommendations for roof replacement

* Prepare complete plans and specifications

* Coordinate permitting and code compliance

* Assist the County during bidding and contractor selection

* Provide construction administration services during construction

The County intends for the selected firm to design a durable, code-compliant roofing system suitable for long-term public facility use.

III. SCOPE OF SERVICES

The selected consultant shall provide professional architectural and engineering services including, but not limited to, the following:

# 1. Existing Conditions Assessment

The consultant shall:

* Conduct field investigations of the existing courthouse roof system

* Evaluate existing roof assemblies, drainage, flashing, penetrations, insulation, and structural conditions as necessary

* Identify visible deficiencies and potential moisture intrusion issues

* Review available existing drawings and prior reports

* Verify field measurements and existing conditions

* Prepare recommendations regarding replacement options

# 2. Design Development

The consultant shall:

* Develop conceptual and final design recommendations

* Coordinate architectural, structural, and roofing system requirements

* Ensure compliance with current Florida Building Code requirements

* Evaluate wind uplift and roofing performance requirements

* Coordinate drainage improvements if required

* Prepare cost estimates at appropriate design phases

# 3. Construction Documents

The consultant shall prepare:

* Signed and sealed drawings

* Technical specifications

* Bid documents

* Permit-ready construction documents

* Product approval requirements

* Roofing details and flashing details

* Any structural modifications required for the roofing system

# 4. Permitting and Regulatory Coordination

The consultant shall:

* Coordinate with applicable permitting authorities

* Respond to plan review comments

* Revise plans as necessary for permit approval

* Assist the County in obtaining required permits

# 5. Bidding Assistance

The consultant shall:

* Assist with contractor questions during bidding

* Prepare addenda as necessary

* Attend pre-bid meetings if requested

* Assist the County in evaluating bids and contractor responsiveness

# 6. Construction Administration Services

The consultant shall:

* Attend pre-construction meetings

* Review contractor submittals and shop drawings

* Conduct periodic site visits during construction

* Review pay applications if requested

* Respond to Requests for Information (RFIs)

* Prepare punch list items

* Provide final project closeout documentation

IV. PROPOSAL REQUIREMENTS

Proposals shall include the following information:

1. Cover Letter

2. Firm background and history

3. Qualifications of key personnel assigned to the project

4. Relevant experience with courthouse, government, or roofing projects

5. Description of proposed project approach

6. Proposed project schedule

7. References for similar completed projects

8. Proof of professional licensure in the State of Florida

9. Proof of required insurance coverage

10. Fee proposal

11. Completed required exhibits and forms

Failure to provide all requested information may result in rejection of the proposal.

GENERAL CONDITIONS OF RQUEST FOR PROPOSALS

1. PREPERATION OF PROPOSAL

a. REQUEST FOR PROPOSALS shall be prepared in accordance with the follow:

b. The enclosed Proposal Form, attached hereto as “Attachment A”, shall be sued when submitting your REQUEST FOR PROPOSAL.

c. All information required by the Proposal Form shall be furnished. The Proposer shall print or type their name and manually sign the Form and any continuation sheet on which an entry is made.

d. Unit prices shall be shown and where there is an error in extension of price, the unit price shall govern.

e. Alternate Proposals will not be considered unless authorized by the Request for

Proposal.

f. Proposers will not include federal taxes nor State of Florida sales, excise, and use taxes in prices, as the COUNTY is exempt from payment of such taxes. An exemption certificate will be signed where applicable upon request.

g. Proposers shall make all investigations necessary to thoroughly inform themselves about any and all conditions related to the performance of the contract. Plea of ignorance by the Proposer of conditions that exists or may hereafter exist as a result of failure or omission on the part of the Proposer to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements provided for in the Purchasing Policy, Purchasing

Ordinance and/or State and Federal Statutes. The County’s Purchasing

Ordinance is set forth in Chapter 2-420,et seq.

h. Prices quoted must be FOB County of Baker, Florida with all transportation charges prepaid unless otherwise specified in the Request for Proposal. BAKER

COUNTY BOARD OF COUNTY COMMISSIONERS

i. Deliveries are to be FOB Destination unless otherwise specified in the Request for Proposal

j. Deliveries are to be made during regular business hours.

k. Proposals and Proposer prices shall be valid for a minimum of ninety (90) days, unless otherwise stated on the REQUEST FOR PROPOSAL.

2. SUBMISSION OF RFP

a. Proposals and changes thereto shall be enclosed in sealed envelopes & addressed as instructed on the Proposal Form. The name and address of the Proposer, the date and hour of the Request for Proposal opening and the material or service shall be placed on the outside of the envelope.

b. REQUEST FOR PROPOSAL must be submitted on the forms furnished. Electronic

Proposals will not be considered.

3. REJECTION OF RFP

a. The COUNTY reserves the right to accept or reject any or all Proposals, to waive irregularities and technicalities, and to request resubmission or to re-advertise for the services. The COUNTY shall be the sole judge of the submittals. The COUNTY’s decision shall be final.

4. WITHDRAWAL OF RFP

a. RFP may not be withdrawn after the time set for the opening for a period of time as specified.

b. RFP may be withdrawn prior to the time set for the opening. Such request must be in writing.

5. LATE RFP

a. RFP and modifications received after the time set for the opening will not be considered.

b. Modifications in writing received prior to the time set for the opening will be accepted.

6. LOCAL, STATE, AND FEDERAL COMPLIANCE

a. RFP shall comply with all local, state, and federal directives, orders and laws as applicable to the REQEST FOR PROPOSAL and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Minority

Business Enterprise (MBE), Women’s Business Enterprise (WBE) and

Occupational Safety and Health Administration (OSHA) as applicable to this contract.

b. A “Public Entity Crimes Statement”, in accordance with Florida Statutes, Section287.133 (3) (a), on Public Entity Crimes, attached hereto as Exhibit “B”, must be received at the time of the submittal.

c. A “Drug Free Workplace Certification” attached hereto as Exhibit “C”, must be received at the time of the submittal.

d. The County of Baker requires that the Proposer selected will not discriminate under the contract against any person, in accordance with federal, state and local government regulations. BAKER COUNTY BOARD OF COUNTY

COMMISSIONERS

e. An “E-Verify Statement” attached hereto as Exhibit “D” must be received at the time of the submittal.

f. An “SWMBE” response form is attached hereto as Exhibit “I” must be received at the time of the bid.

g. A “Byrd Anti-Lobbying Clause and Certification” form attached hereto as

Exhibit “J” must be received at the time of the bid.

h. A “FEMA Contract Provisions Guide”, hereto attached as Exhibit “K” must be received at the time of the bid.

7. AWARD OF RFP

a. The RFP will be awarded to the most responsive and responsible Respondent(s) offering the best value to the BAKER COUNTY BOARD OF COUNTY

COMMISSIONERS.

b. The County reserves the right to accept and award item by item, and/or by group, or in the aggregate.

c. A written award of acceptance (Purchase Order) mailed or otherwise furnished to the successful Respondent shall result in a binding contract without further action by either party.

d. Unless otherwise noted in the specifications, the length of the agreement shall be five years, with two, one-year renewals possible based on the mutual consent of the parties.

e. Upon award, for construction projects, the Contractor will be required to complete/execute the County’s Contract and General Conditions for

Construction Services.

f. An example of the contract can be found on the County’s website at bakercountyfl.org/purchasing and DemandStar.

g. Agreement may be cancelled with 60-day notice unless otherwise stated in signed contract documents.

h. The selected Responder(s) shall not assign, transfer, convey, sublet, or otherwise dispose of any award or any or all of its rights, title, or interest therein, or delegate the duties here under without the prior written consent of the

County.

8. NOT RESPONSIBLE FOR COSTS

a. The County shall not be responsible for any cost incurred by a prospective

Proposer in responding to this REQUEST FOR PROPOSAL.

9. BONDS

• If the Bid is less than $100,000 no Bid Bond or Payment and Performance

Bond is required.

• If the Bid is greater than $100,000 and is for material only, a Bid Bond is required but no Payment and Performance Bond is required.

• If the Bid is $100,000-$200,000, and is for services, a Bid Bond is required but no Payment and Performance Bond is required.

• If the Bid is greater than $200,000, and is for services, Bid Bond and

Payment and Performance Bond is required.

BID BOND:

a. If the Base Bid or the Base Bid plus the sum of any alternates fall into the criteria above requiring a Bid Bond, the bidder shall enclose a Certified Check or Bid Bond with each bid. A Certified Check or Bid Bond shall be for an amount not less than five percent (5%) of the Bid price and shall be made payable to the COUNTY OF Baker as a guaranteed BAKER COUNTY

BOARD OF COUNTY COMMISSIONERS withdraw its bid for a period of ninety (90) calendar days after Bid closing time. Bid Bonds or Certified Checks will be returned to unsuccessful bidders within 10 days of bid award. Successful bidders will receive their Certified Check or Bid Bond after the

Contract/agreement has been signed and a Performance and Payment Bond is received.

PERFORMANCE AND PAYMENT BONDS:

a. In the event the Contract is awarded to the Bidder, Bidder will thereafter enter into a written contract with the COUNTY OF BAKER and furnish a Payment and Performance Bond in an amount equal to the contract price. They will be in accordance with Section 255.05 of

Florida Statutes. Failing to do so, Bidder shall forfeit its bid security. Payment and

Performance Bond shall be secured from or counter signed by an agency or surety company recognized in good standing and authorized to do business in the State of Florida. The following exceptions to bidder providing Performance and Payment Bonds are as follows:

In lieu of the Performance and Payment Bonds, a contractor may file with the County an alternative form of security in the form of cash, a money order, a certified check, a cashier's check, an irrevocable letter of credit, or a security of a type listed in part II of chapter 625, Florida Statutes. Any such alternative form of security shall be for the same purpose and be subject to the same conditions as those applicable to the bonds. The value of an alternative form of security shall be in the amount of the bid.

10. FAILURE TO DELIVER

In the event of failure of the Responder to deliver the services in accordance with the contract terms and conditions agreed upon, the BAKER COUNTY BOARD OF COUNTY

COMMISSIONERS may procure the services from other sources and hold the Respondent responsible for any resulting additional costs. A failure to deliver shall result in immediate termination of a resulting contract, and immediate disqualification and debarment from submitting bids or proposals to the BAKER COUNTY BOARD OF COUNTY COMMISSIONERS for a maximum of three years. These remedies shall be in addition to any other remedies that the

BAKER COUNTY BOARD OF COUNTY COMMISSIONERS may have available.

11. PUBLIC INFORMATION

All information contained in this proposal is public information, and as such will be handled in accordance with the Florida Statutes.

12. ADDITIONAL INFORMATION

a. The County reserves the right to require Proposer to provide references and information on previous similar experience prior to award of the contract.

13. QUESTIONS

a. Any questions about the REQUEST FOR PROPOSAL should be communicated per instructions in the REQUEST FOR PROPOSAL.

• Questions should be submitted in writing no later than July 6,2026 to sara.little@bakercountyfl.org

14. INDEMNIFICATION AND INSURANCE INDEMNIFICATION

The parties recognize that CONTRACTOR/VENDOR is an independent Contractor.

CONTRACTOR/VENDOR agrees to assume liability for and indemnify, hold harmless, and defend the COUNTY, its commissioners, mayor, officers, employees, agents, and attorneys of, from, and against all liability and expense, including reasonable attorney’s fees, in connection with any and all claims, demands, damages, actions, causes of action, and suits in equity of whatever kind or nature, including claims for personal injury, property damage, equitable relief, or loss of use, arising directly or indirectly out of or in connection with any Negligent and/or deliberate act or omission of CONTRACTOR/VENDOR, its officers, employees, agents, and representatives.

CONTRACTOR/VENDOR's liability here under shall include all attorney fees and costs incurred by the COUNTY in the enforcement of this indemnification provision. This includes claims made by the employees of CONTRACTOR/VENDOR against the COUNTY and

CONTRACTOR/VENDOR here by waives its entitlement, if any, to immunity under

Section440.11, Florida Statutes. The obligations contained in this provision shall survive termination of this Agreement and shall not be limited by the amount of any insurance required to be obtained or maintained under this Agreement. Nothing contained in the foregoing indemnification shall be construed to be a waiver of any immunity or limitation of liability the

COUNTY may have under the doctrine of sovereign immunity or Section 768.28, Florida Statutes.

INSURANCE

Prior to commencement of any work under this Contract and until completion and final acceptance of the work, the CONTRACTOR/VENDOR shall, at its sole expense, maintain the mailto:sara.little@bakercountyfl.org

Following insurance on its own behalf, and furnish to the COUNTY certificates of insurance evidencing same and reflecting the effective date of such coverage as follows:

The term "Contractor" as used in the insurance rider, shall mean and include Subcontractors of every tier.

A. Worker's Compensation and Occupational Disease Insurance in accordance with the applicable law or laws; Employer's Liability Insurance with limit of at least One Million ($1,000,000) dollars. This includes sole proprietorships and officers of corporations who will be performing work on the job.

B. Commercial General Liability with a combined Bodily Injury and Property Damage limit of not less than ONE Million ($1,000,000.00) dollars per occurrence and TWO Million

($2,000,000) Dollars in the aggregate. The aggregate must be applicable on a per project basis.

Coverage must include the following perils:

1. Broad Form Blanket Contractual Liability for liability assumed under this

Contract and all other Contracts relative to the project.

2. Completed Operations/Products Liability.

3. Broad Form Property Damage

4. Personal and Advertising Injury Liability

5. Independent Contractors

6. Endorsements must be furnished reflecting the inclusion of the interests of

Owner, Construction Manager, General Contractor, Contractor, (your company), their officers, directors, partners, representatives, agents and employees, and naming each as an Additional Insured on a primary and non-contributing basis.

7. Coverage is to be endorsed to reflect that insurance is to be primary and non-contributory with respect to any other collectable insurance, for the

Owner, General Contractor, Contractor, (your company) and all other parties required to be named as additional insureds.

8. Coverage is to be provided on an “occurrence” basis with carriers licensed and admitted to do business in the State of Florida or otherwise acceptable to the Contractor.

9. A copy of policy and/or endorsement(s) and any other documents required to verify such insurance are to be submitted with the appropriate certificate(s), or upon the request of Contractor. Failure to provide these documents is not to be construed as a waiver of the requirements to provide such insurance.

C. Commercial Automobile Liability Insurance covering the use of all Owned, Non-Owned, and

Hired Vehicles with combined Bodily Injury and Property Damage Limit of at least One

Million ($1,000,000.00) Dollars.

D. Umbrella I Excess Liability Insurance with a limit of no less than One Million ($1, 000,000) minimum per occurrence.

E. During the term of this agreement, (if applicable) the Contractor/Vendor will carry

Professional Liability Insurance which will cover liability for any damage or non-performance on account of any error, omission, or other provable negligence caused by the

Contractor/Vendor. The amount of insurance shall not be less than ONE Million ($1,000,000) per occurrence and aggregate.

F. Loss Deductible–If the insurance of any CONTRACTOR/VENDOR contains deductible(s), penalty(s) or self-insured retention(s), the CONTRACTOR/VENDOR whose insurance contains such provision(s) shall be solely responsible for payment of such deductible(s), penalty(s) or self-insured retention(s).

G. Where an Off Project Site Property exposure exists, the Contractor at its sole expense

Shall furnish to the Owner and Contractor (your company) Certificates of Insurance and other required documentation evidencing the following coverage which shall provide for the interests of [Name of Owner], [Name of General Contractor] and (your company) to be named as Loss Payees and shall contain a provision requiring the insurance carriers to waive their rights of subrogation against all indemnities’ named in the contract. "All Risk" Property

Insurance on all materials, equipment and supplies intended to become a permanent part of the construction stored on premises away from the project site and while in transit, until actually delivered to the project site. Coverage is to be provided on a replacement cost basis.

H. Insurances shall each contain the following wording verbatim: "[Name of Owner], [Name of

General Contractor], and (your company) are interested in the maintenance of this insurance and it is agreed that this insurance will not be canceled, materially changed or not renewed without at least a thirty (30) day advance written notice to [Name and address of Owner], [Name and address of General Contractor] and [Name and address of your company] by certified mail-return receipt requested ."

I. The amount of insurance contained in the aforementioned insurance coverages shall not be construed to be a limitation of the liability on the part of the Subcontractor or any of its

Subcontractors.

J. The Contractor shall file certificates of insurance prior to the commencement of work with the

Owner and the General Contractor which shall be subject to the Owner, General Contractor and (your company) approval of adequacy of protection and the satisfactory character of the

Insurer.

K. Any type of insurance or any increase of limits of liability not described above which the

Subcontractor requires for its own protection or on account of statute shall be its own responsibility and at its own expense.

L. The carrying of the insurance described shall in no way be interpreted as relieving the

Contractor or Subcontractor of any responsibility of liability under this Contract.

M. Any policies affected by the Contractor on its Owned and/or Rented Equipment and Materials shall contain a provision requiring the insurance carriers to waive their rights of subrogation against the [Name of Owner], [Name of General Contractor], [Name of Contractor (your company)] and all other indemnities’ named in the Contract.

N. Should the Contractor engage a Subcontractor, the same conditions will apply under this contract to each Subcontractor, however, the retained Subcontractor shall be required to maintain limits of liability of not less than One Million ($1,000,000.00) Dollars per occurrence and Two Million ($2,000,000) Dollars in the aggregate, with said limits applicable on a per project basis, or such greater limits as may be required by the retaining Subcontractor.

15. PAYMENT

Payment due here under shall be made by the County to CONTRACTOR/VENDOR in accordance with the Florida Prompt Payment Act.

16. BID PROTESTS

Bid protest conditions and procedures are in accordance with City Ordinances–Part 2, Chapter 2, Article VII, Division 2, Section 2-244.

17. FEDERAL GRANT MONEY

In the event this project is funded with federal grant monies, CONTRACTOR/VENDOR may not participate in the bid if CONTRACTOR/VENDOR is listed in the Excluded Parties List

System (EPLS) a federal suspension and debarment listing. https://www.epls.gov/epls/search.do.

CONTRACTOR/VENDOR shall include copy of Search results with bid or proposal.

18. AUDIT COOPERATION REQUIREMENTS FOR STATE FUNDED

PROJECTS

In those instances where state funding is involved, the selected Bidder, and its sub-contractors(s) shall agree to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant Section 20.055 (5), Florida Statute. By submitting a bid or response to this solicitation, the Bidder certifies that they understand and shall comply with this subsection.

19. LOBBYING

Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and/or all other groups who seek to influence the governmental decision of a Board Member, the City Manager, and/or any City Personnel during the solicitation process. The lobbying black-out period commences upon the issuance of this solicitation and concluded upon the signing of the agreement. CONTRACTORS shall not contact any Commission Member and/or any requesting or evaluating Department/Office personnel during said black-out period. All questions and procedural matters shall be directed to the County Manager. The County Commissioners and/or the County Manager may disqualify any solicitation response where any Commissioner, the County Manager, and/or County

Personnel have been lobbied in violation of the black-out period.

20. ADDITIONAL RESOURCES

FEMA Super Circular is currently located in the Code of Federal Regulations at 2 C.F.R. Part 200.

It can be located at the following link: and included as Attachment “B” with this RFP.

You may also view the Department of Homeland Security’s Interim Final Rule adopting the Super

Circular in the Federal Register at 79 FR 75871. Here is a link to the DHS Interim Final Rule:

http://www.gpo.gov/

OMB Circular A-87 provides principles and standards for determining costs for federal awards:

http://www.whitehouse.gov/

21. FEDERAL CONTRACT PROVISIONS

A. SUSPENSION AND DEBARMENT (§200.213)

CONTRACTOR(s) with the BAKER COUNTY BOARD OF COUNTY COMMISSIONERS are subject

To the non-procurement debarment and suspension regulations implementing Executive Orders

12549 and 12689, 2 CFR part 180. These regulations restrict awards, sub awards, and https://www.epls.gov/epls/search.do http://www.gpo.gov/ contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.

B. CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S

BUSINESS ENTERPRISES, AND LABOR SURPLUS AREA FIRMS §200.321. The

BAKER COUNTY BOARD OF COUNTY COMMISSIONERS shall take all necessary affirmative steps to ensure that minority business, women's business enterprises, and labor surplus area firms are used when possible. Affirmative steps shall include:

1. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

2. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of

Commerce; and

6. Requiring the prime CONTRACTOR(s), if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

C. PROCUREMENT OF RECOVERED MATERIALS (§200.322) The BAKER COUNTY

BOARD OF COUNTY COMMISSIONERS and its CONTRACTOR(s) shall comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and

Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste managementservicesinamannerthatmaximizesenergyandresourcerecovery;andestablishingan affirmative procurement program for procurement of recovered materials identified in the

EPA guidelines.

D. EQUAL EMPLOYMENT OPPORTUNITY CLAUSE (§60-1.4)

During the performance of this contract, the CONTRACTOR(s) agrees as follows:

1. The CONTRACTOR(s) shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The CONTRACTOR(s) shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The CONTRACTOR(s) agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause.

2. The CONTRACTOR(s) shall, in all solicitations or advertisements for employees placed by or on behalf of the CONTRACTOR(s), state that all qualified applicants shall receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

3. The CONTRACTOR(s) shall not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the CONTRACTOR(s) legal duty to furnish information.

4. The CONTRACTOR(s) shall send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency contracting officer, advising the labor union or workers' representative of the CONTRACTOR(s) commitments under section 202 of Executive

Order 11246 of September 24,1965, and shall post copies of the notice inconspicuous places available to employees and applicants for employment.

5. The CONTRACTOR(s) shall comply with all provisions of Executive Order 11246 of

September24, 1965, and of the rules, regulations, and relevant orders of the Secretary of

Labor.

6. The CONTRACTOR(s) shall furnish all information and reports required by Executive

Order 11246 of September 24, 1965, and by the rules, regulations, and orders of the

Secretary of Labor, or pursuant there to, and shall permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

7. In the event of the CONTRACTOR(s)non-compliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated or suspended in whole or in part and the CONTRACTOR(s) may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of

September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

8. The CONTRACTOR(s) shall include the provisions of paragraphs (1) through (8) in every subcontractor purchase order unless exempted by rules, regulations, or orders of the

Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of

September 24, 1965, so that such provisions shall be binding upon each Sub-

CONTRACTOR(s) or bidder. The CONTRACTOR(s) shall take such action with respect to any subcontractor purchase order as may be directed by the Secretary of Labor as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that in the event the CONTRACTOR(s) becomes involved in, or is threatened with, litigation with a Sub-CONTRACTOR(s) or bidder as a result of such direction, the

CONTRACTOR(s) may request the United States to enter into such litigation to protect the interests of the United States.

E. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. 3701-

3708).

Incompliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5), and under 40 U.S.C. 3702 of the Act, each CONTRACTOR(s) shall compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40

U.S.C. 3704 are applicable to construction work and no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

F. RIGHTS TO INVENTIONS (37 CFR PART 401)

Rights to Inventions Made Under a Contractor Agreement. If the Federal award meets the definition of“ funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement, ”the recipient or subrecipient shall comply with the requirements of 37 CFR Part 401, “Rights to Inventions made by Nonprofit

Organizations and Small Business Firms Under Government Grants, Contracts and

Cooperative Agreements, ”and any implementing regulations issued by the awarding agency.

G. CLEAN AIR ACT (42U.S.C.7401-7671Q.) AND THE FEDERAL WATER POLLUTION

CONTROL ACT (33 U.S.C. 1251-1387)

For contracts and sub grants of amounts in excess of $150,000 the non-Federal

CONTRACTOR(s) shall agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42U.S.C. 7401-7671q) and the Federal

Water Pollution Control Act as amended (33U.S.C.1251-1387). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection

Agency (EPA).

H. COMPLIANCE WITH COPELAND “ANTI-KICKBACK”

1. CONTRACTOR(s). The CONTRACTOR(s) shall comply with 18 U.S.C. §

874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract.

2. Subcontracts. The CONTRACTOR(s) or Sub-CONTRACTOR(s) shall insert in any subcontracts the clause above and such other clauses as appropriate instructions may require, and also a clause requiring the Sub-

CONTRACTOR(s) to include these clauses in any lower tier subcontracts. The prime CONTRACTOR(s) shall be responsible for compliance by any Sub-

CONTRACTOR(s) or lower tier Sub-CONTRACTOR(s) with all of these contract clauses.

3. Breach. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a CONTRACTOR(s) and Sub-

CONTRACTOR(s)as provided in29 C.F.R. § 5.12.

I. BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C. 1352)

CONTRACTOR(s) shall file the required certification. Each tier certifies to the tier above that it shall not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C.1352. Each tier shall also disclose any lobbying with non-

Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tear up to the non-Federal award. Respondents shall complete the Certification Regarding Lobbying, attached hereto as Attachment 7.

J. TERMINATION FOR CONVENIENCE

The County may terminate any awarded contract at any time for any reason by giving at least thirty (30) days’ notice in writing to the awarded Respondent. If the contract is terminated by the County as provided herein, the awarded Respondent shall be entitled to receive payment for those services reasonably performed to the date of termination.

K. TERMINATION FOR CAUSE

If the awarded Respondent fails to comply with any of the terms and conditions of the awarded contract, the BAKER COUNTY BOARD OF COUNTY COMMISSIONERS may give notice, in writing, to the awarded Respondent of any or all deficiencies claimed.

The notice shall be sufficient for all purposes if it describes the default in general terms. If all defaults are not cured and corrected within a reasonable period as specified in the notice, the BAKER COUNTY BOARD OF COUNTY COMMISSIONERS may, with no further notice, declare the Awarded contract to be terminated. The awarded Respondent shall thereafter be entitled to receive payment for those services reasonably performed to the date of termination, less the amount of reasonable damages suffered by the BAKER

COUNTY BOARD OF COUNTYCOMMISSIONERS by reason of the awarded Respondent’s failure to comply with the awarded contract.

Notwithstanding the above, the awarded Respondent is not relieved of liability to the

County of Baker for damages sustained by the County of Baker by virtue of any breach of this Contract by the awarded Respondent and the County of Baker may withhold any payments to the awarded Respondent for the purpose of setoff until such time as the amount of damages due the County of Baker from the awarded Respondent is determined.

X. INQUIRIES

All questions concerning this RFP shall be submitted in writing to:

Sara Little at sara.little@bakercountyfl.org

Questions must be submitted no later than five (5) business days prior to the proposal due date.

XI. REQUIRED EXHIBITS

The following exhibits shall be completed and submitted with the proposal:

* Exhibit A – Contact Sheet

* Exhibit B – Public Entity Crimes Statement

* Exhibit C – Drug-Free Workplace Certification

* Exhibit D – E-Verify Statement

* Exhibit E – Proposer Acknowledgements and Agreements

* Exhibit F – Conflict of Interest Statement

* Exhibit G – Non-Collusion Affidavit

* Exhibit H – Disputes Disclosure Form mailto:sara.little@bakercountyfl.org

EXHIBIT “A”

CONTACT SHEET

Name: _____________________________________________________

Federal Taxpayer ID: ________________________________________

Mailing Address: ____________________________________________

City, State, & Zip Code: ______________________________________

Telephone: _________________________________________________

Email: _____________________________________________________

Submitted By: _______________________________________________

Title: _______________________________________________________

Accounting Contact:

Name: _______________________________ Title: __________________

Email Address: _______________________ Phone:__________________

EXHIBIT “B”

PUBLIC ENTITY CRIMES STATEMENT

BAKER COUNTY BOARD OF COUNTY COMMISSIONERS, FLORIDA SWARN

STATEMENT UNDER F.S. SECTION 287.133(3)

(A), ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR

OTHER OFFICER AUTHORIZED TO ADMININSTER OATHS.

1. This sworn statement is submitted with Bid, Proposal or Contract for

2. This sworn statement is submitted by (entity)…