Architectural_and_Engineering_Services_-_New_Escambia_County_Animal_Welfare_Facility_(Addendum_#2_Revision).pdf

RFQ

PD 25-26.009

ARCHITECTURAL AND ENGINEERING SERVICES - NEW ESCAMBIA

COUNTY ANIMAL WELFARE FACILITY

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: October 27, 2025

DEADLINE FOR QUESTIONS: November 14, 2025

RESPONSE DEADLINE: December 2, 2025, 10:30 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

RFQ

Architectural and Engineering Services - New Escambia County Animal

Welfare Facility

1. Introduction

2. Scope of Work

3. Solicitation Terms & Conditions

4. General Terms and Conditions

5. Standard Insurance Requirements and Certificates

6. Insurance for Professional Services

7. Evidence/Certificates of Insurance

8. Evaluation Criteria & Process

9. Vendor Submissions

Attachments:

A - 03 SCHEMATIC SITE PLAN-FINAL

B - 02 SITE MAP-TOPO-FINAL

C - 01 SITE MAP-EXISTING FACILITY-FINAL

D - Scrutinized_Companies

E - Sworn_Statement

F - REFERENCES_FORM

G - E-Verify

H - Certification_Human_Trafficking

I - Conflict_of_Interest

J - Drug_free_workplace

K - Information_Sheet

RFQ #PD 25-26.009

Title: Architectural and Engineering Services - New Escambia County Animal Welfare Facility

1. Introduction

1.1. Summary

The Escambia County Board of County Commissioners (County) is soliciting Requests for Qualifications

(RFQ) from qualified Architectural and Engineering (A/E) firms to provide professional design and construction administration services for the new Escambia County Animal Welfare Facility. The proposed facility will be an approximately 50,000 square-foot, state-of-the-art complex to serve the needs of the Escambia County Department of Animal Welfare, including animal intake, new programs, adoption, veterinary services, administrative offices, and public interaction areas.

The new animal shelter will provide a significantly larger and more suitable environment for the care and housing of animals. This modern facility will accommodate more animals, ensuring they live in better conditions and receive the care they need. Furthermore, an improved and accessible shelter has the potential to boost adoption rates, positively impacting both the animals and the community. This project reflects the Escambia County's commitment to animal welfare and the betterment of our

County’s public services.

1.2. Background

The construction of a new animal welfare facility in Escambia County Florida is a critical and timely initiative driven by the increasing demand for animal services in our community. The Escambia County

Department of Animal Welfare currently operates within a facility that is functionally outdated and no longer capable of meeting the operational requirements of the Department or the needs and expectations of the community it serves. Constructed in 1997, the existing building was originally designed as a temporary holding facility for stray animals and does not align with current best practices or industry standards in modern animal welfare operations.

The County intends to procure professional Architectural and Engineering services for the design of a new, state-of-the-art Animal Welfare Facility that will adequately support the Department’s mission.

The new facility shall provide appropriate, durable, and humane housing for canines, felines, and other small animals as necessary. The design shall include specialized areas for veterinary services and medical treatment, indoor and outdoor exercise and play yards, adoption and meet-and-greet rooms, and dedicated evaluation and training spaces. Additionally, the facility shall incorporate sufficient administrative and operational areas, including staff offices, conference and meeting rooms, employee break areas, and adequate storage accommodations to ensure safe, efficient, and sustainable operations.

1.3. Contact Information

Alexie Mills

Purchasing Coordinator

213 Palafox Place, 2nd Floor`

Pensacola, FL 32502

Email: abmills@myescambia.com

Phone: (850) 595-4944 mailto:abmills@myescambia.com tel:(850)595-4944

Department:

Purchasing

1.4. Timeline

Release Project Date October 27, 2025

Pre-Solicitation Meeting (Mandatory) November 7, 2025, 11:00am

Office of Purchasing

213 Palafox Place, 2nd Floor

Pensacola, FL 32502

MS Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00Nz hiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0

?context=%7b%22Tid%22%3a%222c937adb-d946-

4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b2

6-f7b8-4755-a254-bfa07774eb30%22%7d

Meeting ID: 248 907 589 008 3

Passcode: T9BG6pZ2

Dial in by phone

+1 863-333-5817,,162425911# United States, Lakeland

Find a local number

Phone conference ID: 162 425 911#

Question Submission Deadline November 14, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzUyNThlOWQtZTE0MC00NzhiLTgzYzYtNDgwOWZmNTBhNTM4%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d

Submission Deadline December 2, 2025, 10:30am

Office of Purchasing

213 Palafox Place, 2nd Floor

Pensacola, FL 32502

MS Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N

2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/

0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b2

6-f7b8-4755-a254-bfa07774eb30%22%7d

Meeting ID: 219 421 126 009 6

Passcode: u6bE6ht2

Dial in by phone

+1 863-333-5817,,925040496# United States, Lakeland

Find a local number

Phone conference ID: 925 040 496#

2. Scope of Work

2.1. Project Overview

The selected Architectural and Engineering (A/E) firm shall provide comprehensive professional design and construction administration services necessary for the successful delivery of a new Animal Welfare

Facility for the Escambia County Department of Animal Welfare. Services shall include, but are not limited to, programming, schematic design, design development, construction documents, bidding and negotiation assistance, and construction phase services through project closeout.

The A/E firm shall coordinate with County staff and all applicable regulatory agencies to ensure compliance with local, state, and federal requirements governing animal welfare facilities, building codes, accessibility standards, environmental regulations, and permitting processes. The design shall incorporate best practices in animal care, operational efficiency, sustainability, and energy performance, while maintaining cost control and schedule adherence.

Deliverables shall include a complete set of plans, specifications, cost estimates, and permitting documents suitable for competitive bidding and construction. The A/E firm shall also provide construction administration services, including review of submittals, responses to requests for information (RFIs), site observations, and participation in project meetings to verify conformance with https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmMwMDk2MmEtYzJmYi00N2Q1LTliNTMtZWYyZWE4MmEzNzJm%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d design intent and contract documents. At project completion, the firm shall provide record drawings and all required closeout documentation in both digital and hardcopy format.

2.2. Scope of Services

The new Animal Welfare Facility will be located on approximately 4-5 acres of County-owned property at 3910 N. Palafox Street, Pensacola, Florida 32505. This facility will be a new, ground-up, one-to-two story, Category 5 hurricane-resistant structure, designed to accommodate the operational needs of a full-time staff, including animal intake, adoption, veterinary services, administrative offices, and public interaction areas.

The new Animal Welfare Facility will replace the existing shelter and serve as a model for humane, efficient, and community-centered animal care. The facility is envisioned to include the following major components:

• Animal intake and quarantine areas

• Adoption and housing kennels for dogs and cats

• Veterinary clinic with surgery and recovery suites

• Administrative offices and staff support areas

• Public lobby and education spaces

• Laundry, food preparation, and storage areas

• Outdoor exercise and interaction yards

• Parking and service access areas

• Sustainable, energy-efficient, and durable design features

The selected A/E firm will provide comprehensive professional design and construction-phase services, including but not limited to:

• Programming and Master Planning o Conduct needs assessment and confirm operational requirements o Develop programmatic space relationships and adjacencies

• Schematic Design through Construction Documents o Prepare design concepts, schematic layouts, and design development documents o Prepare final construction documents suitable for competitive bidding

• Permitting and Regulatory Coordination o Coordinate with all applicable local, state, and federal agencies o Ensure compliance with Florida Building Code, ADA standards, and animal welfare facility guidelines

• Bidding and Construction Administration o Assist with bidding and contractor selection o Provide construction phase services, including submittal review, site observation, punch list, substantial completion, and project closeout

• Deliverables o Complete set of signed and sealed construction documents (AutoCAD and PDF formats) o Cost estimates and value-engineering studies o Record drawings and post-construction documentation

2.3. Design Considerations

Examples of new facility needs include, but are not limited to:

• Separate animal intake areas for dogs and cats.

• Appropriate flow for animals as they are moved throughout the facility.

• General population canine housing.

• General population feline housing.

• Isolation areas for sick, quarantine, injured, judicial, etc.

• Outdoor spaces for dog enrichment, training, visitation with potential adopters, etc.

• Indoor dog play and visitation areas.

• Housing for trap, neuter, and release cats.

• Veterinary space for care of animals in the facility.

• Separate Veterinary space for public services.

• Work area for dispatchers.

• Workspace for Animal Welfare Officers.

• Multifunctional space that can be used for training, public and staff meetings, emergency operations, etc.

• Office space for Administration/Supervisory staff.

• Work areas for Coordinator positions.

• Indoor and outdoor break areas that accommodates all staff.

• Indoor and outdoor break area for inmate worker crew.

• Proper mechanical systems for disease control, noise mitigation, and pest control.

• Sally port for Animal Welfare Officer trucks with temporary holding kennels.

• Parking for the public, visitors, and volunteers.

• Secured separate parking for Animal Welfare employees and County owned vehicles.

• Considerations for space required to accommodate any organizational growth in the future.

2.4. Required Format and Content of Proposal

The County reserves the sole right to reject any proposal that does not conform to the required format.

All respondents shall address each section in the order listed below. Electronic proposals may be submitted through the Vendor Registry portal by following the prescribed instructions for uploading electronic documents. Each proposal shall be organized in a clearly defined, tabbed format, with each section corresponding to the proposal’s Table of Contents and containing all required information.

Interested and qualified firms shall submit a comprehensive Statement of Qualifications detailing their relevant experience and expertise in performing the type of work described herein. Respondents are expected to thoroughly review the information contained in the following criteria and provide complete, well-organized responses addressing each requirement. The submission shall include, at a minimum, the following materials:

Cover Letter (1-page max)

A cover letter shall be provided on the firm’s official letterhead, signed by an authorized representative with the legal capacity to contract on behalf of the firm. The cover letter shall include the following information:

• The name, title, mailing address, telephone number, and email address of the firm’s primary contact person for this proposal;

• A statement confirming that the proposer has reviewed, understands, and agrees to the Scope of Services, and accepts all other requirements, terms, and conditions set forth in this Request for Qualifications (RFQ); and

• An itemized list identifying all materials and enclosures submitted in response to the RFQ.

Table of Contents (1-page max)

Provide a detailed listing of all major topics, including their associated section numbers and corresponding starting page numbers, in the order they appear within the document.

SECTION ONE: RESPONDENT'S STATEMENT OF QUALIFICATIONS (3-page max)

• Provide an organizational overview of the firm, including key personnel, their qualifications, and specific roles in performing the required services. Include copies of applicable professional licenses, certifications, and registrations with regulatory agencies or professional organizations.

• Identify all proposed sub-consultants, describing their qualifications, areas of expertise, and anticipated roles and responsibilities in the performance of services.

SECTION TWO: RESPONDENT’S EXPERIENCE AND PERFORMANCE ON PAST PROJECTS (3-page max)

• Identify and describe the proposed firm's past experience providing Professional Architectural

Services that are identical or similar to this project within the last ten (10) years. List the projects in order of priority, with the most relevant project listed first.

• Include at least three (3) client references, providing the organization’s name and their representative who served as the day-to-day liaison during the project, including current contact information.

• Describe the firm’s record of performance with respect to meeting project schedules, budget adherence, and overall client satisfaction.

• Has your firm or organization, within the past seven (7) years, ever been terminated from a design project? If yes, please provide all pertinent details.

SECTION THREE: LITIGATION AND CLAIMS (1-page max)

• Has your firm or any of its officers been involved in, or are currently subject to, any judgments, claims, arbitration, or mediation proceedings, whether pending or outstanding? If yes, please provide detailed information regarding the nature, status, and resolution or anticipated outcome of each matter.

• Has your firm or organization, within the past seven (7) years, been involved in any lawsuits, or initiated any arbitration or mediation proceedings related to any construction projects? If yes, please provide relevant details, including the nature of the matter and the outcome(s).

SECTION FOUR: RESPONDENT’S CURRENT WORKLOAD (1-page max)

• Provide a summary of the firm’s current workload and discuss the firm’s capacity to complete this project within established timelines.

• Confirm that the firm has adequate staff and resources available to commence work upon notice to proceed.

SECTION FIVE: PROJECT SPECIFIC CRITERIA (3-page max)

• Describe your team’s design philosophy and approach for creating a modern, state-of-the-art animal welfare facility that balances animal health and well-being, staff safety and efficiency, and positive public interaction. How will your design integrate best practices in ventilation, acoustics, disease control, and animal enrichment while maintaining operational efficiency and long-term durability?

• Explain your team’s experience in designing and coordinating specialized building systems unique to animal shelter environments—such as odor and humidity control, waste management, durable and cleanable finishes, and indoor/outdoor kennel transitions. Include examples of how your team has successfully managed these design challenges through construction administration on comparable projects.

• Discuss your approach to site design and storm hardening for a public animal welfare facility in

Northwest Florida. How will your team address site drainage, flood and hurricane resilience, sustainable building practices, and the incorporation of energy-efficient systems to ensure continuity of operations during severe weather events?

SECTION SIX: RESPONDENT’S OFFICE LOCATION (1-page max)

List the location of all offices (firm and sub-consultants) involved with this project and the approximate distance (in miles) and time (in hours) to downtown Pensacola, Florida.

SECTION SEVEN: ADMINISTRATIVE DOCUMENTS

Documents required from the Vendor Submission Section.

3. Solicitation Terms & Conditions

Submission of a proposal in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the respondent. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Proposal Inquiries

All inquiries concerning the solicitation, including, but not limited to, the scope of work, specifications, additional requirements, attachments, general or supplemental terms and conditions, must be submitted to the Office of Purchasing via email through the e-procurement portal hosted by OpenGov.

All questions or inquiries must be received no later than the last day for questions stated on the cover page of the solicitation. Any modification to the solicitation documents will be in the form of a written addendum issued by the County not less than five (5) days prior to the date and time of solicitation closing. Addenda will be provided to each respondent via email and will be posted to the Escambia

County website at Escambia County Solicitations

(https://procurement.opengov.com/portal/escambiacountyfl). Such written addenda or modification shall be part of the solicitation documents and shall be binding upon each respondent. Each respondent is required to submit with the proposal a written acknowledgment to confirm receipt of any and all addenda. No respondent may rely upon any verbal modification to or interpretation of the solicitation documents, and no interpretation shall be considered binding unless provided in writing by the Office of

Purchasing as provided in this provision.

https://procurement.opengov.com/portal/escambiacountyfl

Examination of Documents and Site

Before submitting a proposal, the Respondents shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other relevant documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

Preparation of Proposal

The Proposal shall be based upon the completion of the Scope of Work according to the drawings and specifications, together with all addenda thereto. The proposal must be executed by an individual listed as an authorized representative with the records on file with the Florida Division of Corporations website (Sunbiz) with the principal address provided below the signature. The proposal shall include evidence of respondent’s authority and qualification to do business in the State of Florida.

As applicable, a state contractor license # for the State of Florida shall also be included in the proposal, and Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

Recommended Proposal Preparation Guidelines

All respondents shall provide a straightforward and concise description of their ability to meet the proposal requirements. The proposal shall clearly show the technical approach to include work tasks, estimated time phasing and the proposed approach. The County discourages overly lengthy or costly proposals, all proposals shall be submitted in one electronic file.

Integrity of Documents

Respondents shall use the original solicitation documents in the format provided by the Escambia

County Office of Purchasing and enter information only in the spaces where a response is requested.

Submittal of Proposal

A proposal shall be submitted no later than the date and time prescribed in the Request for Proposal and shall be accompanied by all required documents. It is the respondent’s responsibility to ensure that its proposal is delivered at the proper time.

Each submittal shall include all the items listed in the Vendor Submissions section.

Identification of Subconsultants/Changes After the Fact

After submitting a proposal in response to this solicitation, respondents are prohibited from substituting, modifying, or amending the sub-consultants identified in the submittal at any time during the course of the solicitation process up to the final award of contract and including question and answer sessions, presentations or technical clarifications and submittals as may be required by the

Review/Selection Committee. A substitution or addition of sub-consultants or any other material changes to the submittal after the initial response will cause the submittal to be invalid for review and selection purposes.

Withdrawal of Submittals https://procurement.opengov.com/portal/escambiacountyfl/projects/209650?section=undefined

Any respondent may withdraw its submittal, either personally or by written request, at any time prior to the scheduled time for opening submittals. Requests to alter or withdraw an offer must be submitted in writing to the Purchasing Director. Submittals may not be altered or unilaterally withdrawn by the respondent after the scheduled time for submittal opening. All offers not so withdrawn shall constitute an irrevocable offer and will remain subject to acceptance or rejection by the County for a period of 90 calendar days.

Proposal to Remain Subject to Acceptance

All proposals will remain subject to acceptance or rejection by Escambia County for ninety (90) calendar days after opening Submittals.

Conditional or Incomplete Proposals

Escambia County specifically reserves the right to reject any conditional or incomplete proposal.

Addition/Deletion of Item(s)

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

Changes to Specification

Specifications are based on the most current literature available. The Office of Purchasing must be notified in writing of any proposed changes to the manufacturer’s specifications, including, but not limited to, materials used, manufacturing process, or construction, that conflict with the specifications provided in the solicitation. Proposed changes must be explained in detail along with a copy of the relevant manufacturer’s specifications. Proposed changes to the specifications provided in the solicitation shall not be binding upon the County unless evidenced by a Change Notice issued and signed by the Purchasing Director. Should Respondent fail to comply with this provision, Respondent will be liable for any costs incurred by the County to comply with the specifications provided in the solicitation.

Disqualification of Respondents

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal:

• Submission of more than one proposal for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under a previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

Investigation of Respondent

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

Negotiations

Should negotiations be required, the contents of the proposal of the successful firm shall become a basis for contractual negotiations.

Evaluation of Proposals and Award of Contract

Escambia County will review all proposals and will provide the recommendation to award to the County

Administrator, and the Board of County Commissioners. The County will award the proposal to the most responsive and responsible firm(s). The County reserves the right to award the proposal to the respondent submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Escambia County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Escambia County reserves its right to reject any or all Proposals, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Proposals. The County further reserves the right to reject the Proposal of any Respondent whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Respondents, the County may consider the qualifications of

Respondents and may consider the qualifications and experience of Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted as a part of the Proposal.

Escambia County reserves the right to waive any informalities or reject any and all submissions, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this solicitation, and to accept the proposal that in its judgment will best serve the interest of the County.

Award

Award shall be made on an “all-or none total” basis, including options.

Form of Agreement

The Contract form shall be provided by the Office of Purchasing. The successful respondent shall, within

5 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the

County Legal Office all required contract documents. Failure to execute the contract within such period shall constitute a default, and the county may award the contract to the next responsive and responsible proposal or re-solicit and charge against the respondent the difference between the amount of the offer and the amount for which a contract is subsequently executed, irrespective of whether the amount due exceeds the amount of the bid surety. The awarded respondent shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Escambia

County Risk Manager before the successful respondent may proceed with the work.

Contract Term/Renewal/Termination

A. The contract resulting from this solicitation shall commence effective upon execution by both parties and extend for a period of Thirty-Six (36) months. The contract may be renewed for additional twelve (12) month periods, up to a maximum Thirty-Six (36) months upon mutual agreement of both parties. If any such renewal results in changes in the terms or conditions, such changes shall be reduced to writing as an amendment to the contract and such addendum shall be executed by both parties and approved by the Board of County Commissioners.

B. Renewal of the contract shall be subject to appropriation of funds by the Board of County

Commissioners.

C. The initiating County department(s) shall issue (purchase) orders on an “as needed” basis.

D. The contract may be canceled by the awarded firm, for cause, upon ninety (90) days prior written notice.

E. The County retains the right to terminate the contract, with or without good cause, upon (30) days prior written notice.

F. In the event of termination by either party as provided herein, the awarded firm shall be paid for services performed through the date of termination.

Option to Extend the Term of the Contract

After exercising all options to renew, if it is determined that interim performance is necessary to allow for the solicitation and award of a new contract, the County may extend this Agreement for up to an additional six (6) months. The County shall provide written notice to the Contractor no later than thirty

(30) days prior to the expiration of the last one (1) year renewal period. All other terms and conditions of the contract shall apply to the option periods.

Indemnification

Offeror agrees to save harmless, indemnify, and defend County and their elected and appointed officials, agents, officers and employees from any and all claims, losses, penalties, interest, demands, judgements, and costs of suit, including attorneys' fees and paralegals' fees, for any expense, damage or liability incurred by any of them, whether for personal injury, death, property damage, direct or consequential damages, or economic loss, including environmental impairment, arising directly or indirectly on account of or in connection with the work performed by Offeror under this Agreement or by any person, firm or corporation to whom any portion of the Work is subcontracted Offeror; or resulting from the use by Offeror, or by any one for whom

Offeror is legally liable, of any materials, tools, machinery or other property of County.

County and Offeror agree the first $100.00 of the Contract Amount paid by County to Offeror shall be given as separate consideration for this indemnification, and any other indemnification of County by

Offeror provided for within the Contract Documents, the sufficiency of such separate consideration being acknowledged by Offeror by Offeror’s acceptance and execution of the Agreement.

The Offeror's obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance. The Offeror agrees to pay on behalf of

Escambia County, as well as provide a legal defense for the County, both of which will be done only when requested by the County, for all claims made. Such payment on behalf of the County shall be in addition to all other legal remedies available to the County and shall not be the County's exclusive remedy.

4. General Terms and Conditions

Any and all Supplemental Terms and Conditions and specifications referenced within the solicitation that vary from these General Terms and Conditions shall have precedence. Submission of an offer in accordance with these General Terms and Conditions and Supplemental Terms and Conditions constitutes a binding offer from the offeror. The terms and conditions incorporated herein will become a part of the written agreement between the parties.

Prospective offerors may utilize the Office of Purchasing Home Page to obtain Vendor Information and

Solicitation Information, including Bid/Proposal Tabulations, Recommended Award(s), etc. In order to participate in a solicitation, offerors must establish an account via the e-procurement portal of the

County’s vendor management software hosted by OpenGov. Once the vendor registration is completed, the offeror will receive all notifications relating to the relevant solicitation via e-mail to the address registered with the account.

1. Sealed Solicitations: All solicitation forms shall be executed and submitted in the e-procurement portal of the County’s vendor management software. The file name shall contain the solicitation number and title and the contractor/vendor’s name. All solicitations are subject to the terms and conditions specified herein. Solicitation offers which do not comply with these terms and conditions are subject to rejection.

2. Execution of Solicitation: Solicitation forms shall be manually or electronically signed by an authorized representative in the space provided. Persons signing on behalf of a corporate entity must be identified as President or Vice President with the records on file with the Florida Division of Corporations or otherwise authorized by corporate resolution of the Board of Directors.

Persons signing on behalf of a limited liability company must be identified as a managing member or other authorized representative with the records on file with the Florida Division of

Corporations.

3. No Offer: If not submitting an offer, respond by selecting the “NO BID” option in the e-procurement portal of the County’s vendor management software, specify the reason in the drop-down menu, and confirm the “NO BID” before the expiration of the Submission Deadline.

4. Conduct of Participants: The following policy will apply to all solicitations:

Conduct of Participants.

After the issuance of any solicitation, all bidders/proposers/protestors, or individuals action on their behalf are hereby prohibited from lobbying as defined herein or otherwise attempting to persuade or influence any elected County official, their agents or employees, or any member of the relevant Selection Committee at any time during the blackout period as defined herein;

provided, however, nothing herein shall prohibit bidders/proposers/ protestors or individuals acting on their behalf from communicating with the purchasing staff concerning a pending solicitation unless otherwise provided for in the solicitation or unless otherwise directed by the

Purchasing Director.

Definitions.

Blackout Period means the period between the time the bids/proposals for Invitations to Bid or the Request for Proposal, or Qualification, or Information, or Request for Letters of Interest, or the Invitation to Negotiate, as applicable, are received at the Escambia County Office of

Purchasing, and the time the Board awards the Contract and any resulting bid protest is resolved or the solicitation is otherwise cancelled.

Lobbying means the attempt to influence the thinking of elected County officials, their agents or employees, or any member of the relevant Selection Committee, for or against a specific cause related to a pending solicitation.

5. Additional Terms and Conditions: No additional terms and conditions included with the offer will be considered, and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this solicitation. It is understood and agreed that the General and

Supplemental Terms and Conditions in this solicitation are the only terms and conditions applicable to this solicitation, and the contractor’s authorized signature affixed to the offer attests to this.

6. Mistakes: Contractors are expected to examine the specifications, delivery schedule, solicitation prices, extensions, and all instructions pertaining to supplies and services described in the solicitation. Failure to do so will be at contractor’s risk. In the event of an error in the extension of the unit price, the unit price will govern.

7. Prices: All offers shall include firm unit prices that include all packing, handling, shipping charges, and delivery to any point within Escambia County, Florida.

8. Discounts: Discounts for prompt payments shall not be considered when determining the lowest net cost for solicitation evaluation purposes except in cases of tie solicitations.

9. Product Literature: Offeror shall provide a copy of any relevant product literature and price list(s) with the offer.

10. Abnormal Quantities: Should any unusual or abnormal quantity requirements arise, the County reserves the right to solicit separate offers as a multiple award.

11. Additional Quantities: For a period not exceeding one hundred eighty (180) days from the date of the offer, the County reserves the right to purchase additional quantities at the prices offered in this solicitation. If additional quantities are not acceptable, the contractor must specify “OFFER

IS FOR SPECIFIED QUANTITY ONLY”.

12. Approved Equivalents: Any manufacturer’s name, trade name, brand name, information and/or catalog numbers listed in a specification are for information and not intended to limit competition. The contractor may offer any brand for which it is an authorized representative that meets or exceeds the specifications for any item(s). Customary measurements appearing in these specifications are not intended to preclude offers for commodities with metric measurements. If an offer includes equivalent products, indicate the manufacturer’s name and number. The contractor shall submit with its offer applicable cuts, sketches, and descriptive literature and/or complete specifications. Reference to literature submitted with a previous solicitation will not satisfy this provision. Escambia County reserves the right to determine acceptance of item(s) as an approved equivalent. Offers that do not comply with these requirements are subject to rejection.

13. Nonconformance to Specifications: Items may be tested for compliance with the contract specifications by a testing laboratory acceptable to the County. The County may require the contractor to reimburse all costs incurred by the County in connection with the examination or testing of the commodity, including costs relating to transporting the commodity samples to the testing site, actual test costs, personnel costs and other applicable costs should the items fail testing. The data derived from any tests for compliance with the contract specifications are public records and open to examination in accordance with Chapter 119, Florida Statutes. Items delivered that do not conform to the contract specifications may be rejected and returned at contractor’s expense. These items and items not timely delivered by the delivery date specified in the solicitation and/or purchase order may result in the contractor being found in default, in which event, any and all re-procurement costs may be charged against the defaulting contractor.

Any violation of these stipulations may also result in contractor’s name being removed from the

Office of Purchasing registered vendor list, and the County not doing business with the contractor until such time as the County has been reimbursed for all re-procurement costs.

14. Service and Warranty: Unless otherwise specified, the offeror shall define any warranty service and replacements that will be provided at no cost to the County during and subsequent to the contract term.

15. Condition and Packaging: All items shall be a new, current standard production model available at the time of the solicitation. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.

16. Safety Standards: Unless otherwise stipulated in the solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements, standards, and regulations of the Occupational Safety and Health Act (OSHA).

17. Delivery: Delivery shall be Monday through Friday during regular business hours, excluding

County designated holidays, unless otherwise specified. Unless a date is specified, contractor must provide the number of days required to make delivery after receipt of purchase order. The

County may utilize delivery time as a factor for recommending the award.

18. Inspection, Acceptance and Title: Inspection and acceptance will be at “the place of destination” unless otherwise provided. Title and risk of loss or damage to all items shall be the responsibility of the contractor until accepted by the County, unless loss or damage results from negligence by the County. The contractor shall be responsible for filing, processing, and collecting all damage claims.

19. Samples: Samples of items shall be furnished at no expense to the County. If not destroyed and upon written request, samples will be returned at the contractor’s expense. Each sample shall be labeled with the contractor’s name, manufacturer’s brand name, and serial number (as appropriate), solicitation number, and item reference. Requests to return samples must be received within 10 days after the solicitation opening date and must be accompanied by instructions with the applicable shipping authorization number and name of carrier. If instructions are not received, sample items become the sole property of the County and may be disposed of at the County’s discretion.

20. Protests: Any actual bidder/proposer who is aggrieved in connection with a pending award may submit a protest in writing to the Purchasing Director within two business days after the posting of the award recommendation as provided in Sec. 46-100, Escambia County Code of Ordinances.

21. Solicitation Expenses: The County accepts no responsibility for any expenses incurred by the offeror in the solicitation preparation and submittal as well as any other requirements as may be specified in the solicitation. All such expenses are borne solely by the offeror.

22. Taxes: Escambia County does not pay Federal Excise and Sales taxes on direct purchases of tangible personal property. See exemption number on face of purchase order. This exemption does not apply to the purchases of tangible personal property by contractors who use the tangible personal property in the performance of contracts for the improvement of County owned real property.

23. Invoicing and Payment: Payments shall be made in accordance with the Local Government

Prompt Payment Act, §§218.70, et seq., Florida Statutes, as amended.

24. Improper Invoice; Resolution of Disputes: Improper invoices for construction services and non-construction services will be processed in accordance with Sections 218.735(2)-(5) and

218.736(1), Florida Statutes, respectively. In the event a dispute occurs between a contractor and the County concerning payment of an original invoice, such dispute shall be finally determined by the County pursuant to the County’s Dispute Resolution Procedure established in accordance with

Section 218.76(2), Florida Statutes.

25. Conflict of Interest: The offeror represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required hereunder. The offeror further represents that no person having any such interest shall be employed by it during the agreement term and any extensions. The offeror shall promptly notify the Purchasing Director, in writing, of any potential conflict of interest which may influence or appear to influence the contractor’s judgment or quality of services.

26. Contingent Fees: The offeror warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the offeror to solicit and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the offeror any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of an agreement. For the breach or violation of this provision, the County shall have the right to terminate any resulting contract without liability and at its discretion, to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift, or consideration.

27. Code of Ethics; Gifts: The award hereunder is subject to the provisions of Chapter 112, Part III, Florida Statutes, regarding the Code of Ethics for Public Officers and Employees, and the Escambia

County Code of Ethics Policy. Contractors are required to promptly disclose to the Purchasing

Director any gifts or gratuities offered to or solicited by any County employee or public officer.

The right of the contractor to proceed may be terminated by the County if, after notice and hearing, the Purchasing Director determines that the contractor, its agent, or another representative offered or gave a gratuity, including, but not limited to, money, services, travel, entertainment, or gifts to an officer, official, or employee of the County under circumstances where it may be reasonably inferred that the action of the contractor was intended to obtain a contract or favorable treatment under a contract. If the resulting contract is terminated under this clause, the County will be entitled to pursue all available legal remedies, including an action for breach of contract. The rights and remedies of the County provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

28. Governmental Restrictions: In the event any governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items prior to delivery, it shall be the responsibility of the contractor to provide written notice to the

Office of Purchasing identifying the applicable restrictions or regulation(s) that necessitate the alteration. The County reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel the contract at no further expense to the County.

29. Legal Requirements: This solicitation shall be conducted in accordance with the provisions of the

Escambia County Purchasing Ordinance, and all applicable laws and regulations of the State of

Florida and the Escambia County Code of Ordinances shall apply to any resulting contract.

Applicable provisions of all federal, state, and local laws, ordinances, rules, and regulations shall govern development, submittal, and evaluation of all offers received in response hereto and shall govern any and all claims and disputes which may arise regarding this solicitation or any resulting contract; and lack of knowledge by any offeror shall not constitute a cognizable defense against the legal effect thereof.

30. Compliance with Laws: The contractor agrees to comply with all applicable federal, state and local laws, rules, policies, or guidelines related to this offer and the performance of any resulting contract, including, but not limited to, the requirements of the Americans with Disabilities Act

(ADA), the Occupational Safety and Health Act (OSHA), the Equal Employment Opportunity (EEO)

Act, and the Illegal Immigration Reform and Immigrant Responsibility Act, as amended, (8 U.S.C.A.

§1324a).

31. Patents and Royalties: In addition to any other indemnification obligation, the contractor shall hold harmless, indemnify and defend the County and its officers, agents, and employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article…