8-RFP-26-00328 Real Estate Title Services.pdf

Request for Proposals Real Estate Title Services

RFP-26-00328

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IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING PROPOSAL

SOLICITATION TYPE: Competitive Sealed Proposals

SOLICITATION NUMBER: RFP-26-00328

SOLICITATION TITLE: Real Estate Title Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and well-qualified Contractors to provide ongoing and as-needed real estate title services for various real estate within Hillsborough County for a five (5)-year period.

DUE DATE & TIME: August 12, 2026, 2:00 P.M. Eastern Time as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

The Director of Procurement is considered the issuing department director for the purpose of Section 2-567(c) of the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

PROPOSAL SUBMISSION: The County will only accept proposals submitted through its electronic bidding system (Euna Procurement). Proposals that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed proposal process, proposals submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your proposal, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your proposal, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

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QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire@eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to Procurement Services using the “messages” section in Euna Procurement for this particular procurement.

● To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-proposal conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no proposer, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a proposer from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the proposer from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see RFP-26-00328 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Proposal, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

DIGITAL ACCESSIBILITY COMPLIANCE:

Any and all information and communications technology developed, provided, procured, maintained, or otherwise made available under this

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Contract and intended for public access or use, shall comply with various accessibility standards. Please see General Terms and Conditions for complete details and requirements.

INSTRUCTIONS TO PROPOSERS:

Please see Sections 1.7, 1.8, and 4. for various instructions for Proposers.

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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and well-qualified Contractors to provide ongoing and as-needed real estate title services for various real estate transactions within Hillsborough County for the Facilities Management & Real Estate Services Department (FMRES) for a five (5)-year period.

1.2. Objectives

1.2.1 The objective of this RFP is to award multiple Contracts, establishing a list of Contractors, deemed by the County to be the top ranked, experienced and well-qualified, to provide the services described in these specifications. The number of Contracts awarded will be at the sole discretion of the County and based on the evaluation of submissions.

1.2.2 Awarded Contractor(s) will be invited to submit quotes for specific assignments, on an ongoing and as-needed basis, throughout the term of the contract. No work shall commence until a formal Purchase Order (PO) has been issued by the County for each specific assignment and received by the selected Contractor. The County reserves the right to issue multiple POs to different awarded Contractors based on availability, pricing, expertise, and performance.

1.2.3 Services include, but are not limited to, search reports, 50-year ownership reports, title commitments, closings, and escrow services.

1.3. Applicable Publications and Terminology

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.3.1 Marketable Record Titles To Real Property - Chapter 712, F.S.

Statutes & Constitution :View Statutes : Online Sunshine

1.3.2 Trustees of the Internal Improvement Trust Fund (TIITF) Deeds.

BTLDS

1.3.3 Title of State or Private Owners to Murphy Act Lands.

Statutes & Constitution :View Statutes : Online Sunshine

1.3.4 Florida Statute 626.841 – Definitions – The Term.

Statutes & Constitution :View Statutes : Online Sunshine

1.3.5 Official Records Public Search.

Hillsborough County Clerk of Circuit Courts - Official Records Public Search

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1.3.6 American Land Title Association.

https://www.alta.org

The following terminology forms a part of this specification:

1.3.7 “Title Search” shall mean a search and examination of the public records for recorded instruments which create, or purport to create, an interest in, a lien against, or an encumbrance on the title to the parcel of land under search.

1.3.8 “Contiguous” shall mean any property that may be utilized by a property owner that would constitute a common parent tract.

1.3.9 “Title Insurance Agent” shall mean a person appointed in writing by a title insurer to issue and countersign commitments or policies of title insurance in its behalf.

1.3.10 “Title Insurance Agency” shall mean an insurance agency under which the title insurance agents and other employees determine insurability in accordance with underwriting rules and standards prescribed by the title insurer represented by the agency, and issue and countersign commitments, endorsements, or policies of title insurance, on behalf of the appointing title insurer. The term does not include a title insurer.

1.3.11 “Abut” shall mean properties that share a common border, or boundary, with no other land in between. This direct connection means that owners of abutting properties may have specific legal rights, responsibilities, and obligations regarding shared property lines, public roads, and adjacent land.

1.4. Minimum Qualifications

1.4.1 The Proposer or principal thereof shall have, at the time of submission, at least three (3) years of demonstrated experience in providing real estate title services substantially similar in scope and size to Hillsborough County.

1.4.1.1 The County prefers five (5) consecutive years of experience with other governmental agencies, including two (2) consecutive years within the State of Florida.

1.4.2 The County prefers Proposers with an on-staff Attorney or licensed Title Agent.

1.5. Minimum Requirements

1.5.1 Title Search: The Contractor shall perform title searches at the County’s discretion, or as directed by the County’s point of contact in accordance with one of the options below, unless otherwise specified:

1.5.1.1 Marketable Record Title Act (MRTA) Title Search - A minimum 30-year title search conducted in accordance with the Marketable Record Title Act (MRTA), Chapter 712, F.S., RFP-26-00328 Page 6 beginning with the root of title and including all records affecting the parcel of land through the date of certification of the Title Search Report. The search shall extend far enough to capture any existing Trustees of the Internal Improvement Trust Fund (TIITF) Deeds as well as any TIITF reservations and all easement interests, traced to the earliest public record, including all partial releases or releases of easements referenced herein.

1.5.1.2 Earliest Public Record Search – The Earliest Public Record Search shall include all records dated prior to June 9, 1937, the effective date of the Murphy Act Reservation, and shall continue through the date of certification of the Title Search Report.

1.5.2 Title Search Reports: The Contractor shall provide a typewritten report of findings resulting from a title search. Title Search Reports shall be prepared in accordance with the specifications outlined in Exhibit A Format for Each Parcel of Title Search Report and shall include a dated and signed certification by the Contractor, specifying the date through which the title was traced, along with all required attachments.

1.5.2.1 Report Format:

1.5.2.1.1 Report(s) shall be legible 8-1/2"x 11" pages. Copies of all documents reported shall be included, or a transcription if legible copies are unavailable. Legible copies of all plats and maps reported shall also be provided. In addition, electronic files in a legible portable document format (PDF) are required.

1.5.2.1.2 Referenced Documents: Include copies of all instruments referenced in the deeds in the Title Search Report.

1.5.2.1.3 Each report shall set forth the complete legal description of the subject parcel.

1.5.2.1.4 Each title search report and each updated title search report shall include all documents associated with the search.

1.5.2.1.5 The deliverables shall consist of one (1) complete electronic PDF copy and all associated documents.

1.5.2.2 The Title Search Report shall contain, at a minimum, the following:

1.5.2.2.1 Record Owner: The full name and address of the current record title holder.

1.5.2.2.2 Tax Summary: A tax summary for property being searched which shall include:

1.5.2.2.2.1 The tax identification (folio) number.

1.5.2.2.2.2 The name and address of the owner; if taxpayer is different, also include name and address.

1.5.2.2.2.3 Status of current year real estate taxes and intangible taxes.

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1.5.2.2.2.4 Delinquent taxes, if any, and tax year.

1.5.2.2.2.5 A list of all outstanding tax certificates, showing for each purchaser's name, certificate number, tax year and amount of certificate.

1.5.2.2.2.6 Status of homestead exemption, if none, state “no Homestead Exemption.”

1.5.2.2.2.7 The assessed value of the property.

1.5.2.2.2.8 In lieu of showing tax information on the Title Search Report, a printout available from the tax collector's website providing the same information above may be attached and referenced for each respective parcel in the Title Search Report.

1.5.2.2.3 Documentary Stamps: State Documentary Stamps (where applicable) shall be shown on all typewritten reports for all conveyances listed in the search.

1.5.2.2.4 Description: The legal description of the subject parcel.

1.5.2.2.5 Subdivision Plats: When a parcel(s) falls within a recorded plat, or when a legal description references a plat, a legible copy of the plat shall be included as part of the complete project package. If a platted parcel is contained within an illegible recorded plat, the report shall include both a copy of the plat and a certification stating that “the record plat is illegible.”

1.5.2.2.6 Condominiums: The Declaration of Condominium, along with the name and address of the Condominium Association, shall be included. When a condominium is encountered within the limits of a project, the Contractor shall:

1.5.2.2.6.1 Notify the County that a condominium lies within the project limits.

1.5.2.2.6.2 Obtain approval from the County regarding the necessity of a title search report on the common area of the condominium.

1.5.2.2.6.3 Include within the report a copy of the Declaration of Condominium and the Articles of Condominium and a legible copy of the condominium plat.

1.5.2.2.6.4 Prepare no title search reports on individual units within the condominium unless specifically requested by County in writing.

1.5.2.2.6.5 State the notation “No Search Made as to Individual Units” on the title search report.

1.5.2.2.7 Liens and Judgments: All releases, unsatisfied liens, and judgments affecting the property, including but not limited to the following:

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1.5.2.2.7.1 Construction Liens.

1.5.2.2.7.2 Judgment Liens, each title search shall include a copy of all outstanding judgments (certified and uncertified) and liens on every record owner of the subject property for the past 20 years. This requirement shall include judgments and liens recorded against property owners prior to their taking the title.

1.5.2.2.7.3 Mortgages (together with any assumptions and/or assignments).

1.5.2.2.7.4 State and Federal tax liens and warrants.

1.5.2.2.7.5 Improvement liens.

1.5.2.2.7.6 The Uniform Commercial Code (UCC) Financing Statements and Liens affecting leasehold property and personal property interests that are treated as real property interests shall be included in the Liens and Judgements.

1.5.2.2.8 Easements: A complete copy of all recorded easements affecting the property, traced to the earliest public record, shall be included in the title search, including any releases or partial releases or easements pertaining thereto, recorded in the Public Records of Hillsborough County Florida (PRHCF).

1.5.2.2.9 Leases: Leases affecting the property.

1.5.2.2.10 Trustees of the Internal Improvement Trust Fund (TIITF) Reservations:

Reservations in favor of the TIITF (Murphy Act Reservations), if any, together with any release or partial release of such reservation.

1.5.2.2.11 Oil, Gas, and Mineral Rights: All leases, deeds and/or royalty transfers shall be reported.

1.5.2.2.12 General Reservations: Reservations for life estates, reversionary interests, etc., if any.

1.5.2.2.13 Contiguous Lands: A listing, by recording data, of any contiguous land(s) owned by the record title holder of the parcel under search shall be included.

Documentation of the search for contiguous properties shall be provided under “Contiguous Lands” by Tax Identification Number (Tax ID). In addition, the Contractor shall provide a copy of the tax printout and the last deed of record for each contiguous property identified. An example of such contiguous ownership would include a church with a separate parking lot, youth building, parsonage, or similar related parcels.

1.5.2.2.14 Bankruptcies: Bankruptcy proceedings, if applicable.

1.5.2.2.15 Public Rights of Way (on or adjacent to the subject parcel): The Title Search Report shall include public rights-of-way unless otherwise specifically directed in writing

RFP-26-00328 Page 9 by the County. If the legal description in the document conveying title to the subject property is inaccurate due to additional rights-of-way deeded after the recording of the last deed, the document conveying the additional rights-of-way shall be included in the Title Search Report as an exception to the legal description. Each Title Search Report shall also include complete copies of all applicable public conveyances.

1.5.2.2.16 Fiduciary Documentation: Any document creating or affecting a fiduciary relationship, such as guardianship or trust, shall be included. When title to real property is vested in a minor or an individual deemed incompetent, the report shall either identify the appointed Guardian or include a statement that no such appointment has been made.

1.5.2.2.17 Dissolution of Marriage: Dissolution of Marriage, if any, shall include:

1.5.2.2.17.1 Final Judgment.

1.5.2.2.17.2 Property Settlement Agreement.

1.5.2.2.17.3 Any order of the court which may affect title to the parcel.

1.5.2.2.18 Death Certificates: Death certificates, if applicable.

1.5.2.2.19 Probate: The title report shall include applicable probate proceedings including but not limited to Wills and Codicils, Petition for Administration, Letters of Administration, Inventory, claims by creditors (outstanding), Receipt for Federal and State estate taxes or non-taxable certificate, Order of Distribution, Order Determining Homestead, and Order of Discharge or Order of Summary Administration.

1.5.2.2.20 Contractor Comments: In each report the Contractor shall include any comments based on personal knowledge of local matters that are not of record but may affect the title to the property.

1.5.2.2.21 Date and Name: The “searched through” or certified date and the completion date of the Title Search Report, along with the typed name and signature of the title researcher, shall be included within the appropriate certification.

1.5.3 Recertification and Updates: A typewritten report that sets forth all changes which have occurred in the record ownership and indicates all the instruments, including encumbrances, affecting the subject parcel since the original search or most recent update.

1.5.4 Title Search Report Corrections: In the event an error is found in the Title Search Report, Contractor shall issue a corrected report, at no extra charge to the County.

1.5.5 Title Certificates, Insurance Commitments, Policies, and Closing Services:

1.5.5.1 All title commitments shall be prepared in accordance with the specifications outlined in Exhibit B Commitment for Title Insurance, Schedule B – Section 2.

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1.5.5.2 The Contractor shall maintain, throughout the term of the Contract, the resources necessary to manage a real estate closing from start to finish, including resolution of any issues that may arise. The Contractor shall submit original title certificates or Title Insurance Commitments (American Land Title Association (ALTA) Form B with Florida revisions or equivalent), in PDF form, with the proposed insured being the Board of County Commissioners of Hillsborough County. All submitted documents shall be neat, organized, and complete. Title certificates or title insurance commitments shall include a statement regarding the status of legal access to the subject property and shall document access from the subject property to the nearest public right-of-way. The statement shall address the following:

1.5.5.2.1 Verify whether the property is connected to a public street or highway through a recorded document. A copy of the recorded document which establishes the public street, road or highway shall be provided in the report. Verification can be established by:

1.5.5.2.1.1 A deeded right-of-way: A legal conveyance recorded in the public records.

1.5.5.2.1.2 A dedicated right-of-way: Typically shown on a record subdivision plat.

1.5.5.2.1.3 A right-of-way by maintenance: Established through consistent public maintenance.

1.5.5.2.1.4 A right of way by maintenance map: Official maps maintained by the Florida Department Of Transportation (FDOT) or local governments.

1.5.5.2.2 Is there a document in the public records which connects the parcel to a public street, road or highway?

Example: Document Recorded in: ________Book _________Page and/or Instrument # .

1.5.5.2.2.1 Original and copies shall be distributed according to a distribution list furnished along with the task assignment.

1.5.5.3 The proposed amount of insurance shall be in accordance with the purchase or option agreement supplied. The purchase price of the insurance shall be determined by the Rules and Statutes of the Department of Insurance.

1.5.5.4 A copy of the deed(s) wherein the present owner obtained title (the vesting deed) shall be attached to the title certificate or commitment (and to all copies).

1.5.5.5 A report of any sales of the subject property during the preceding five (5) years shall be attached to the title certificate or commitment, as well as to all copies. The sales history report shall include all parties to the transaction(s) and the consideration involved. If there have been no sales of the property during the preceding five (5) years, the report shall state

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so. However, if the subject property is part of a project subject to federal guidelines, a report of any sales of the subject property for the preceding 10 years shall be attached to the title certificate or commitment, as well as to all copies. This report shall also include all parties to the transaction(s) and the consideration involved. The report shall state if there have been no sales during the preceding 10 years. If a third party owns oil, gas, or mineral interests, the report shall include documentation of such interests, to include the following:

1.5.5.5.1 identify who owns the interest(s); and

1.5.5.5.2 state whether or not the right of entry is barred.

1.5.5.6 All exceptions listed under Schedule B – Section 2 of the Commitment for Title Insurance (Exhibit B) shall be clearly written to indicate the nature, holder, and extent of the encumbrance.

1.5.5.6.1 For example, if the subject property is affected by an easement, it shall not be sufficient for the exception to read: "Easement as recorded in Official Records Book 1212, Page 311 of the Public Records of Hillsborough County, Florida", Hillsborough County Clerk of Circuit Courts - Official Records Public Search. The exception shall also specify the nature, holder, and extent of the encumbrance, for example: “Easement for ingress and egress in favor of ABC, Inc., over the south 30 feet of the insured parcel, as recorded in Official Records Book 1212, Page 311 of the Public Records of Hillsborough County, Florida”.

1.5.5.6.2 Legible copies of all documents referred to as exceptions in Schedule B - Section 2 shall attached to the title certificate or commitment (and to all copies).

1.5.5.7 Closing Services shall include:

1.5.5.7.1 Preparation of deeds, affidavits, closing statements, and other documents necessary to complete closing.

1.5.5.7.2 Coordinating mortgage payoffs, tax escrows, and other matters required to convey clear title.

1.5.5.7.3 Transfer of documents to sellers for execution.

1.5.5.7.4 Closing real estate transactions and disbursing settlement or closing funds.

1.5.5.7.5 Recording warranty deeds and other instruments required to perfect title.

1.5.5.7.6 Preparing and recording corrective documents.

1.5.5.7.7 Delivery of recorded documents and other related documents to the County within 45 days of the date of closing.

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1.5.5.7.8 Preparing and filing 1099 forms for each closing, including eminent domain actions.

1.5.5.7.9 Adhering to closing dates and all timeframes and due dates specified in each real estate contract.

1.5.5.7.10 Providing other related services as needed.

1.5.5.8 Resolution of Closing Issues shall include resolving title questions (clarifying ownership rights such as determining authorized signatory for properties subject to trusts or bankruptcy proceedings), addressing survey matters, verifying Homeowners Associations (HOAs) and rights of other parties, and other closing issues as needed.

1.5.5.9 Post-Closing:

1.5.5.9.1 Owner’s Title Insurance Policy: The Contractor shall submit in PDF format and in hard copy all original final closing documents including the recorded conveyance document(s), closing statement, and final Owner’s Title Policy with jacket with the proposed insured being the Board of County Commissioners of Hillsborough County.

1.5.5.9.2 Post-Closing Title Insurance Endorsements shall refer to endorsements requested by the County after the closing of a real estate transaction to conform the title insurance policy to changes in circumstances affecting the title as originally insured. Such endorsements may be included, but are not limited to:

1.5.5.9.2.1 Easements recorded subsequent to closing.

1.5.5.9.2.2 Deletion of survey exceptions based on the receipt of a final survey after closing.

1.5.5.9.2.3 Deletion of exceptions that no longer affect title to the land.

1.5.5.10 Title insurance endorsements issued solely to conform the title insurance policy to the title commitment or to correct an error in the title insurance commitment are considered part of Closing Services. In instances where a post-closing title endorsement is necessary due to an error by the Contractor, no charge shall be assessed to the County.

1.6. Preparation for Delivery

Delivery of the goods and/or performance of the Services and/or Work will vary depending upon the County’s need for each specific assignment. The estimated number of days shall be determined at the time of the County’s request for quotes from the awarded Contractors and will be effective upon the Contractor's receipt of a Purchase Order from the County. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

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1.7. Instructions to Proposers

The Proposer shall submit a comprehensive Proposal that meets or exceeds the minimum qualifications and requirements of these specifications. The Proposer’s response shall include the following:

1.7.1 An Executive Summary as an attachment, using no less than a 10-point font size which shall include:

1.7.1.1 Cover Page with the following:

1.7.1.1.1 Contact Representative’s name, title, address, direct phone number and email address

1.7.1.1.2 Proposer’s address

1.7.1.1.3 Proposer’s phone number

1.7.1.1.4 Proposer’s website link

1.7.1.2 Proposer’s history, date established, overview, and organizational profile, to include number of years in the title business and other services (if any) the Proposer provides.

1.7.1.3 Experience: A list of at least three (3) references, documenting a minimum of three

(3) years of experience providing real estate title services substantially similar in scope and size to Hillsborough County. The County prefers a minimum of five (5) consecutive years of experience with other governmental agencies, including two (2) consecutive years within the State of Florida. If no government references are available, private references shall be provided.

1.7.1.3.1 Client Name and Address

1.7.1.3.2 Contact Name and Title

1.7.1.3.3 Contact Email

1.7.1.3.4 Contact phone number

1.7.1.3.5 Brief description of real estate title services provided for references

1.7.1.4 Qualifications: A written summary of Proposer’s organization and staff qualifications that demonstrate the Proposer’s quality of services (general information, license(s), certifications, etc.).

1.7.1.4.1 Business license

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1.7.1.4.2 Resident Title Agency License issued by the State of Florida or Proof of membership in good standing with the Florida Bar to practice real estate law

1.7.1.4.3 Proof of authorization from title insurance underwriters.

1.7.1.5 Technical Approach: A written summary of Proposer’s understanding of the scope and objectives, and Proposer’s technical approach, methods and process in performing title searches (name searches, geographical searches, etc.), title commitments, and closings.

1.8. Proposal Response (Attachments)

The Proposer shall submit as their proposal the following required attachments. Note: Euna Procurement has a file size limitation of 1GB.

1.8.1 Submit with Proposal

1.8.1.1 Proposer Requirements/Acknowledgements Questionnaire

1.8.1.2 Deviation(s) Questionnaire (Optional)

1.8.1.3 Proposer Acknowledgement(s) of Addenda (if applicable)

1.8.1.4 Declaration of Documents Exempt from Public Disclosure (Optional, if applicable)

1.8.1.5 Executive Summary

1.8.1.6 Recent example of a Title Search Report.

1.8.1.7 Recent example of a Title Commitment, including Schedule B.

1.8.2 Complete upon County’s Request

1.8.2.1 Insurance Certificate

1.8.2.2 W-9 or Substitute W-9

2. SPECIAL TERMS AND CONDITIONS

2.1. Evaluation/Selection Process

2.1.1 The County will review and evaluate all Proposals submitted in response to this Solicitation Document. The evaluation process is designed to award the Contract to the Proposer with the best combination of attributes as demonstrated in the Proposal scores. Scores are based on the evaluation of the information contained in Proposer's Proposal which include, but is not limited to, Proposer's responses to the questions set forth in the Requirements Section of this Solicitation

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Document and any corresponding attachments including a brief description of methodology, qualifications, experience, and the cost of the Services/Work.

2.1.2 Evaluation Procedures

The evaluators will consider how well the Proposer's Proposal meets the needs of the County as described in the Proposer's response to each question in this Solicitation Document. It is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the response. Please follow all instructions carefully. The Proposal should be submitted according to the instructions/outline specified in this Solicitation Document.

A Proposal that fails to follow these instructions may be considered non-responsive and may be eliminated from further consideration.

2.1.2.1 Based on information acquired through the Proposer's responses and the responses of references (if applicable), the County will award a preliminary score to each Proposal.

2.1.2.2 Based on the preliminary scores, the County may request that the top scoring Proposers conduct an oral presentation and/or submit a Best and Final Offer that may include revisions to Technical Approach, Integration, and/or Cost. Be advised that the evaluators may revise the preliminary scores based on the oral presentations (if applicable), reference inquiries, other information obtained through the County's investigations of past performance and/or submissions of Best and Final Offers (if applicable).

2.1.3 Scoring/Weighting of Questions

The scoring/weighting of Proposals will be accomplished utilizing the evaluation criteria identified in the following table:

Award Criteria Point Value Experience: Proposer’s ability to demonstrate its experience and ability to achieve the County's objectives meeting minimum requirements.

Prior Government experience is preferred.

Prior Hillsborough County experience is preferred.

Technical Approach: Proposer’s understanding of the scope and objectives, technical approach and work plan presented. 25

Qualifications: Proposer’s Organization and Staff Qualifications, that demonstrate the Proposer’s quality of services (general information, license(s), certifications, etc.).

An On-Staff Attorney or Licensed Title Agent is preferred.

Total: 100

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2.2. Insurance, Contractor

See RFP-26-00328 Insurance Requirements Attachment

2.2.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.2.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.2.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.2.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

2.2.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.3. Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

2.4. Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County

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Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

2.5. Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a five (5)-year period (ending on the last Business Day of the final month) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement

(CPA).

2.6. Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase.

Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

2.7. Hillsborough County Governmental Purchasing Council: Reference Laws of Florida 69-1112 and 69-1119

All Offers received by the County in response to this Solicitation Document shall be considered as Offers to members of the Hillsborough County Governmental Purchasing Council. Members, at their discretion, may utilize the Contract that results from this Solicitation Document. Members may purchase the goods, Services and/or Work under the same terms and conditions as the Contract between the Contractor and the County. Members will issue their own purchase orders, issue payments, and coordinate the service locations with the Contractor, as applicable. The Hillsborough County Governmental Purchasing Council consists of the following agencies:

Children’s Board of Hillsborough County City of Plant City City of Tampa City of Tampa Housing Authority City of Temple Terrace Clerk of the Circuit Court Expressway Authority Hillsborough Area Regional Transit Authority Hillsborough County Aviation Authority Hillsborough County Board of County Commissioners Hillsborough Community College Hillsborough County School Board Hillsborough County Sheriff Property Appraiser State Attorney’s Office Supervisor of Elections

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Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

2.8. Ordering

The County shall issue a Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA) to cover any goods, Services and/or Work to be furnished under this Contract. The County user departments will then issue Standard Purchase Orders against the BPA/CPA on an as-needed basis.

The Successful Bidder/Proposer shall deliver the applicable goods, Services and/or Work only upon receipt of a Standard Purchase Order. No goods, Services and/or Work are to be provided until a Standard Purchase Order is issued. However, any Standard Purchase Order issued PRIOR to the end of the Contract Period shall be completed, invoiced, and paid after the expiration of the Contract.

Orders shall be issued only during the Contract Period. The County reserves the right to modify the delivery location(s) identified throughout the Contract Period.

2.9. Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

The following words and expressions (or pronouns) shall, wherever they appear in this Solicitation Document and the Contract Documents, be construed as follows unless a different meaning is clear from the context.

3.1. Agreement

"Agreement" shall mean the written agreement between the County and the Contractor covering the goods and/or Services to be provided and/or the Work to be performed pursuant to this Solicitation Document. The Agreement (if one is required for this particular Solicitation Document) will be attached to and made a part of the Contract Documents.

3.2. Amendment(s), Addendum, or Addenda

"Amendment(s)", "Addendum", or "Addenda" shall mean the additional information and/or requirements concerning this Solicitation Document that are issued by the County, in writing, prior to the Close Date.

3.3. Bid(s), or Bidder's Bid

"Bid(s)", "Bidder’s Bid”, "Proposal(s)", or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be

RFP-26-00328 Page 19 performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.4. Bidder

"Bidder" or "Proposer" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.5. Blanket Purchase Agreement (BPA)

“Blanket Purchase Agreement (BPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and any additional terms and conditions of the Contract, if applicable.

3.6. Board of County Commissioners

"Board of County Commissioners" shall mean the Board of County Commissioners of Hillsborough County, Florida.

3.7. Bond

"Bond" or "Earnest Money Deposit (EMD)" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer/Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.8. Business Day(s)

“Business Day(s) "shall mean Monday through Friday excluding public holidays.

3.9. Change Order

“Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County and Contractor authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

3.10. Close Date

"Close Date" shall mean the date and time set for delivery to the County of all Offers submitted in response to this Solicitation Document.

3.11. Contract or Contract Documents

"Contract" or "Contract Documents" shall mean the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Equal

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Employment Opportunity and Non-Discrimination Requirements, all Amendment(s) issued, the Offer, the Agreement (if applicable), all the attached documents identified in this Solicitation Document, all supplementary drawings issued after award of the contract, all Change Orders, all Allowance Authorization Releases, and all provisions required by law to be a part of the Contract Documents, whether actually inserted therein or not.

3.12. Contract Price

"Contract Price" shall mean the total monies payable to the Contractor under the Contract Documents.

3.13. Contract Purchase Agreement (CPA)

“Contract Purchase Agreement (CPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and additional terms and conditions of the Contract, if applicable.

3.14. Contract Time or Contract Period

"Contract Time" or “Contract Period” shall mean the number of calendar Days stated in the Contract Documents for the completion of the Work and/or the provision of the goods and/or Services specified therein.

3.15. Contractor

"Contractor" shall mean the Successful Offeror, whether a corporation, partnership, individual or any combination thereof, and its, their or his/her successors, personal representatives, executors, administrators, and permitted assignees.

3.16. County

"County" shall mean the Board of County Commissioners, Hillsborough County, Florida, for whom the Contract is being performed.

3.17. County Administrator

"County Administrator" shall mean Hillsborough County's County Administrator, or a designee identified by the County Administrator to perform certain functions on behalf of the County Administrator.

3.18. Day(s)

"Day(s)" shall mean one calendar day.

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3.19. Designee

"Designee" shall mean the person appointed by the Board of County Commissioners and/or the County Administrator to act on his/her behalf.

3.20. Earnest Money Deposit (EMD)

"Earnest Money Deposit (EMD)" or "Bond" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer and/or Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.21. Electronic Bidding System

"Electronic Bidding System" shall mean the County’s Electronic Bidding System.

3.22. Minimum Specifications

"Minimum Specifications" shall mean the portion of the Specifications that address the technical requirements of the Work to be performed under this Contract including materials, equipment, and workmanship.

3.23. Modification Agreement

“Modification Agreement(s)” shall mean the written order to the Contractor authorizing an addition, deletion, or revision in the goods, Services and/or Work to be provided under the Contract Documents or an adjustment in the Contract Price issued after the award of and/or execution of the Contract/Agreement. Such written order must be approved and/or executed by the applicable authorized representatives of the County in accordance with County policy. Modification Agreements that are required to be approved by the Board of County Commissioners pursuant to County policy must be executed by the Contractor and the Chair of the Board of County Commissioners.

3.24. Notice

"Notice" shall mean a written notice for the County and the Contractor as set forth in this Solicitation Document and/or the Contract Documents.

3.25. Notice of Award

"Notice of Award" shall mean the written notice given by the County to the Successful Bidder/Proposer that said Bidder/Proposer has been selected by the County to provide the goods/Services and/or perform the Work specified in this Solicitation Document.

3.26. Notice to Proceed

"Notice to Proceed" shall mean the written notice given by the County to the Successful Bidder/Proposer and/or Contractor of the date for the Work to start and/or for the date of the

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Successful Bidder/Proposer and/or Contractor to provide the goods and/or Services specified in the Contract Documents.

3.27. Offer(s)

"Offer(s)" or "Bid(s)" or "Proposal(s)" or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Offeror submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

3.28. Offeror

"Offeror" shall mean any person, partnership, corporation or other entity or organization that has submitted an Offer, Bid, or Proposal to the County in response to a procurement solicitation issued by the County to provide equipment, supplies, materials, or Services.

3.29. Project

"Project" shall mean the entire action and/or improvement which is the subject of this Solicitation Document and/or the Contract Documents.

3.30. Project Manager

"Project Manager" shall mean the duly authorized representative of the Board of County Commissioners during the Contract Period.

3.31. Proposal(s)

"Proposal(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.32. Proposer

"Proposer" or "Bidder" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.33. Purchase Order

“Purchase Order” shall mean the County’s written document to the Contractor authorizing Work.

3.34. Quote(s)

"Quote(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Proposal(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be

RFP-26-00328 Page 23 performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.35. Request for Proposal

"Request for Proposal" shall mean the Solicitation Document issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.36. Service(s)

"Service(s)" shall mean the activity/improvement and/or the means or methods necessary for implementation and prosecution of the Project and/or Work that is the subject of the Contract Documents.

3.37. Site(s)

"Site(s)" shall mean the area(s) upon or in which the Contractor’s operations are carried on and such other areas adjacent thereto as may be designated as such by the County.

3.38. Solicitation Document

"Solicitation Document" shall mean the solicitation issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.39. Specifications

"Specifications” shall mean the detailed information set forth in the “Specifications” Section of this Solicitation Document describing and/or concerning the goods, Services and/or Work being solicited by the County via this Solicitation Document, including, but not limited to, any terms and conditions contained within the “Specifications” Section, any Amendment(s) issued related to the “Specifications” Section, and/or any drawings or maps relating to the “Specifications” Section of this Solicitation Document.

3.40. Subcontractor

"Subcontractor" shall mean any person, firm, or corporation other than employees of the Contractor who or which contracts with the Contractor to furnish, or actually furnishes labor, materials, and/or equipment for the Work and/or Project to be performed that is the subject of the Contract Documents.

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3.41. Successful Bidder/Proposer

“Successful Bidder” or "Successful Proposer" shall mean the Contractor and vice versa, whether a corporation, partnership, individual or any combination thereof, and its, their or his/her successors, personal representatives, executors, administrators, and permitted assignees.

3.42. Surety

"Surety" shall mean any corporation that executes, as surety, the Bidder’s/Proposer's Bid/Proposal bond, and/or any corporation that executed, as surety, the Contractor’s Bid/Proposal, performance, and/or payment…