Disaster_Debris_Monitoring_and_Support_Services.pdf

RFQ

PD 25-26.034

DISASTER DEBRIS MONITORING AND SUPPORT SERVICES

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: January 9, 2026

DEADLINE FOR QUESTIONS: January 23, 2026

RESPONSE DEADLINE: February 9, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Escambia County

RFQ

Disaster Debris Monitoring and Support Services

1. Introduction

2. Scope of Work

3. Solicitation Terms and Conditions 3+1+1

4. General Terms and Conditions

5. Standard Insurance Requirements and Certificates

6. Professional Errors and Omissions

7. Evidence/Certificates of Insurance

8. Vendor Submissions

9. Evaluation Process

10. Evaluation Criteria

Attachments:

C - Exhibit.FederalContractProvisions (2CFR200)

D - Exhibit.FederalCompliance_FEMA

RFQ #PD 25-26.034

Title: Disaster Debris Monitoring and Support Services

1. Introduction

1.1. Summary

Notice is hereby given that the Escambia County Board of County Commissioners is seeking proposals from qualified firms to provide services to monitor and manage disaster debris collection for the County.

The Contractor is expected to be highly knowledgeable in Federal Emergency Management Agency

(FEMA) and Federal Highway Administration regulations, guidelines, and operating policies. The

Contractor will also serve as an advisor and support the County through a disaster recovery effort.

It is the intent of the County to enter into a three (3) year term contract with the option of two (1) year renewals to the successful proposer.

Escambia County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids with or without cause, and to award the bid that it determines to be in the best interest of

Escambia County.

By order of the Board of County Commissioners of Escambia County, Florida.

1.2. Background

Escambia County is a coastal community and is vulnerable to natural and manmade disasters including hurricanes, tornadoes, floods, oil spills, fires, earthquakes, and hazardous material releases.

Disasters such as hurricanes often produce large volumes of debris. Debris and damaged trees create hazardous conditions including blocked roadways/drives and obstacles to emergency vehicles. These hazards and obstacles often block routine, essential, and emergency traffic, both vehicular and pedestrian.

The County requires services to support the oversight and management of debris recovery contractors.

The selected contractor should be capable of providing a range of related services including damage assessment, training, emergency planning, infrastructure restoration, and other services as needed and ordered by the County. Other services may include, but not limited to, facilitating communication with

Florida Department of Transportation (FDOT), Federal Emergency Management Agency (FEMA), Federal

Highway Administration (FHWA), the State of Florida and other state and federal agencies, coordination with state insurance representatives, pre-event planning, and post-event reconstruction, grant funding, and reimbursement services.

1.3. Contact Information

Angela Jones

Senior Purchasing Coordinator

213 Palafox

2nd Floor

Pensacola, FL 32502

Email: ajjones@myescambia.com

Phone: (850) 595-4953

Department:

Purchasing

1.4. Timeline

Release Project Date January 9, 2026

Pre-Solicitation Meeting (Non-Mandatory) January 16, 2026, 10:00am

Office of Purchasing

213 Palafox Pl 2nd Floor

2nd Floor Purchasing Small Conference Room https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWE0OGI4NTktOTAwZC00ND hjLWEyZjEtMDk3NWRiZGZiZGYy%40thread.v2/0?c ontext=%7b%22Tid%22%3a%222c937adb-d946-

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

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

Meeting ID: 258 922 550 273 93

Passcode: yi2536Wa

Dial in by phone

+1 863-333-5817,,201966398# United States, Lakeland

Find a local number

Phone conference ID: 201 966 398#

Question Submission Deadline January 23, 2026, 12:00pm mailto:ajjones@myescambia.com tel:(850)595-4953 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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_NWE0OGI4NTktOTAwZC00NDhjLWEyZjEtMDk3NWRiZGZiZGYy%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 February 9, 2026, 1:00pm

Office of Purchasing

213 Palafox Pl, 2nd Floor

2nd Floor Purchasing Small Conference Room https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjgxYzBkMmItYmE2ZC00NmI5

LWE2ODAtY2M3MjQ2ZDlmZDRm%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: 240 353 403 635 70

Passcode: Li77Xz3A

Dial in by phone

+1 863-333-5817,,331924058# United States, Lakeland

Find a local number

Phone conference ID: 331 924 058#

2. Scope of Work

2.1. Disaster Debris Monitoring and Support Management

Escambia County requests proposals for Emergency Debris Monitoring Services by individuals and/or organization(s):

1. Escambia County requires the support of contract debris monitors following a disaster. The contract monitors are necessary to support the debris removal from public rights-of- way and public property, monitoring the reduction and disposal sites, as well as roving monitors to assure debris management plan and contracts are effectively and efficiently implemented.

2. Within 24 hours of notification, the Contractor will provide an on-site management contact or project manager to assist in the oversight of pre-event staging of debris contractors, planning, and logistics. This contact should be the main point of contact throughout the recovery project. Within 72 hours of notification, the Contractor shall be able to provide adequate number of qualified personnel (all personnel shall be a minimum of 18 years of age and have a valid driver's license issued in the United States) to monitor up to 30 debris removal sites and 5 reduction/disposal sites along with associated roving monitors. The Contractor will be required to increase or reduce its staffing from this point depending on severity of debris generating event.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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_NjgxYzBkMmItYmE2ZC00NmI5LWE2ODAtY2M3MjQ2ZDlmZDRm%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

3. The Contractor shall provide all monitors with appropriate personal protective equipment to include but not limited to eye protection, hearing protection, safety vests, hard hats, and wet and cold weather clothing, to comply with all federal, state and local requirements.

4. The Contractor shall provide a mandatory debris monitor training session for all its supervisors and monitors prior to the start of the first shift and periodically as needed to ensure compliance with all federal, state, and local regulations for safety and debris management.

5. The Contractor shall provide all transportation and communication equipment necessary to remain in contact with its own staff, the County, the debris contractor, and all required logistical support vendors and organizations.

6. Immediately following the storm, Contractor will establish points of contact with other contractors, confirm the previously established geographical divide of Escambia County by zone and make any recommendations for changes, assign contractors to zones at the direction of the

County, inform other contractors of the locations of existing Debris Management Sites (DMS), and identify new DMSs as needed.

7. The Contractor will establish a Debris Management Center in the County to include Call

Center Hotline for public information. In the event of a catastrophic event, the County will assist the Contractor in obtaining a location.

8. All monitoring will be done in compliance with FEMA and State guidelines and will abide by any and all Escambia County Requirements.

9. All monitors shall have GPS capability for the purpose of recording exact locations of debris removal and validating the progress of debris removal; ex: …documenting a street is cleared on a last pass.

The selected firm must handle debris monitoring activities in Escambia County in accordance with applicable regulations of the Federal Emergency Management Agency (FEMA), Federal Highway

Administration (FHWA), Florida Department of Transportation (FDOT), Florida Department of Health

(FDH), Natural Resources Conservation Services (NRCS), and the Florida Department of Environmental

Protection (FDEP) in conjunction with the County's needs. The firm must have an excellent understanding of the documentation involved for the reimbursement from FEMA, FHWA, other Federal

Agencies, and the State relief programs to make the process of cost recovery efficient and accurate. The processes and documentation required will be in strict compliance with FEMA, FHWA, or Other Federal

Agencies, and other State relief program regulations regarding eligibility. The selected firm shall assist the County with disaster debris management services to include, but not limited to:

• Assist in the development of a disaster debris management plan by meeting with County prior to the start of hurricane season each year.

• Develop forms, databases, etc. for tracking field activities, submitting invoicing to FEMA, other

Federal and State Agencies, etc. Such forms and invoices must be compatible with County software and approved by County personnel.

• Provide training to County staff in essential debris management and collection functions to ensure appropriate and responsive interface with disaster debris collection contractor and

County, State and Federal agencies.

• Provide field inspectors to monitor disaster debris collection contractors (cleanup crews) to ensure collection is provided in accordance with County, State, and FEMA standards, including contractual provisions specified in County disaster debris collection contract.

• Provide field inspectors at designated check points to check and verify information on debris removal and at DMS located throughout the County.

• Assist the County in the development of a detailed scope of work for debris collection contract activities. Assist the County in the planning and implementation of the debris removal contract activities.

• Verify that debris operations are eligible for reimbursement, costs are reasonable, quantification of the debris is accurate, and tracking of debris to its final disposition is recorded and in compliance with all regulatory requirements and cost reimbursement.

• Develop a plan to document and correct non-compliance issues.

• Establish a methodology to separate ineligible work from eligible work should the County decide to undertake work that is not eligible for FEMA funding and provide support for identifying and complying with funding requirements for programs other than FEMA.

• Follow current version of FEMA 327 Public Assistance Debris Monitoring Guide as directed by

County Administrator or his/her designee.

The selected firm shall be responsible for the training, scheduling, dispatching and logistical operations of the field inspectors assigned to work areas for temporary storage facilities and disaster debris collection, including, but not limited to:

• Meet with County staff and disaster debris collection contractor initially and periodically to review, formulate and update cleanup plans.

• Coordinate with all local, state and federal agencies as needed on DMS issues such as notification, obtaining and managing all required permits, determining reimbursement, etc.

• Provide preliminary assessment and documentation of all DMSs prior to debris being stored onsite.

• Conduct follow-up inspections after all debris has been removed from DMSs and confirm that the debris management contractor has returned the site to original conditions subject to approval by County Staff.

• Provide personnel to supervise the operation of DMS including monitor incoming loads of debris, processing of debris, and outgoing loads of processed debris.

• Provide a safe working environment including properly constructed monitoring towers, adequate and appropriate personal protective equipment (PPE), and Traffic Control measures and devices when working along a right of way or haul road.

• Develop Health and Safety Plan to be provided to all personnel and reviewed daily during safety briefings.

• Set up and coordinate with the debris contractor the schedules for monitors each day and determine cleanup crew assignments.

• Monitor and record the cubic yard capacity of each truck added into service; this shall be the physical measurement of the truck bed or trailer.

• Keep records of cleanup crew trucks: cubic yards, time in and out, number of loads per day, and other data as requested by County.

• Coordinate with County to respond to problems in the field, such as property damage complaints, cleanup crew issues, other customer complaints, etc. Contractor shall maintain a detailed database of customer complaints and resolution.

• Conduct end of day activities, such as verifying completion of cleanup crew assignments, completion of all record keeping, trucks have left disposal site and locking down facilities.

• Survey and maintain list of areas with special needs, including but not limited to, hazardous stumps and trees. Contractor shall insure FEMA eligibility requirements are met and required documentation is prepared for hazardous trees, limbs, and stumps. Contractor shall work with a validation team as necessary to determine eligible work.

• Daily report to County of cleanup crew assignments shall include locations working and number of trucks assigned, total loads and cubic yards collected, and an electronic real-time updated map of streets where debris is collected.

• Daily personnel tracking sheets (field reports) shall be maintained for all personnel assigned to the project. Problems noted shall be logged into a database, immediately reported to county personnel, and addressed/resolved.

• Prepare daily and periodic tracking reports to support debris removal, DMS operations, and final debris disposal for FEMA and audit purposes. Includes maintaining a database of debris managed and costs incurred, and reconciliation of debris collection contractor invoices.

• Compile records and forms and assist the County with the preparation of FEMA, State, other

Federal agencies, and Federal required forms for Reimbursement Submittals.

• Provide all reports in electronic format, such as PDF, and supply dynamic data regarding work locations, number of trucks, where debris is being picked up, where debris has been picked up, road clearance status, etc. in formats that allow timely coordination and use by the County’s

Geographical Information Systems.

Selected firm shall be responsible for providing work space and equipment necessary to perform their duties as part of the negotiated rate. This includes, but is not limited to:

• Office space, including electrical power/generator.

• Computers, printers, software and all related equipment.

• Office furnishings

• Office supplies

• Cell phones

• Cameras, batteries, etc.

• PPE for all associated hazards

• Appropriate warning devices for work in rights of way (traffic control)

• Handheld GPS Data Collectors

• Easily identifiable markings on all monitor vehicles (magnetic signs)

• Any other equipment needed for their operations.

Additional support shall be provided, if requested by the County:

• Development and implementation of public information efforts.

• Assist in determining eligibility and provide reimbursement documentation for debris removal from waterways and drainage ways.

• Setup of telephone answering banks and provision of customer service personnel.

• Other support activities related to disaster response activities.

• Support with submittal of information to FEMA, FHWA, NRCS, and other State and Federal agencies.

OTHER CONSIDERATIONS

The Contractor shall supervise and direct the work, using qualified labor and proper equipment for all tasks. Safety of the Contractor's personnel and equipment is the responsibility of the Contractor. The

Contractor's Loading Site Monitors and Reduction/Disposal Site Monitors must wear required safety equipment, as needed, whenever on the site. The following are mandatory: hard hat, reflective vest, work boots, long pants, appropriate cold and rainy weather clothing, eye and hearing protection. The

Contractor shall be responsible for the adherence to and familiarity with the Health and Safety Plan for all personnel. Daily safety briefings should include discussion of site safety procedures and emergency response protocols. Additionally, the Contractor shall pay for all materials, personnel, taxes and fees necessary to perform under the terms of this contract.

The Contractor must be duly licensed in accordance with federal and state statutory and regulatory requirements to perform the work. The Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for determining what permits are necessary to perform under the contract. Copies of all permits shall be submitted to the County before commencing work.

The Contractor shall be responsible for correcting any notices of violations issued as a result of the

Contractor's or any subcontractors' actions or operations during the performance of this contract.

Corrections for any such violations shall be at no additional cost.

The Contractor shall be responsible for paying any and all costs associated with violations of law or regulation relative to Contractor's activities. Such costs might include but are not limited to: site cleanup and remediation; fines, administrative and civil penalties; and third party claims imposed on Escambia

County by any regulatory agency or by any third party as a result of noncompliance with federal, state or local laws and environmental laws and regulations or nuisance statutes by Contractor, its subcontractors or any other persons, corporations or legal entities retained by the Contractor under this contract.

2.2. Submission Requirements

Submissions must follow the structure listed below with the maximum number of pages listed for each tab.

Tab 1 - Introduction Letter (1-page)

Tab 2 - References (5-pages)

Tab 3 - Qualifications of Firm and Key Personnel (5-pages)

Tab 4 - Project Experience (5-pages) o ROW o C&D debris o Marine debris o Private property o Structural demolition o Vessel removal

Tab 5 - Capacity (5-pages) o Ability to respond to major and catastrophic disasters and existing pre-event contracts within 150 miles of Escambia County.

Tab 6 - Project approach o Detail firm's specific approach to project.

Tab 7 - Required Purchasing Documents from the vendor submission section. (Not included in page count)

3. Solicitation Terms and Conditions 3+1+1

3.1. Solicitation Terms and 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.

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.

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

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

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.

https://procurement.opengov.com/portal/escambiacountyfl/projects/225926?section=undefined

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.

Contract Term

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 two (2) additional twelve (12) month periods, up to a maximum Sixty (60) months total 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 release (purchase) orders against the term contract on an “as needed” basis.

D. The contract may be canceled by the awarded firm, for good 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 (Not applicable to Lump Sum Agreements)

After exercising all options to renew, if it is determined that interim performance is necessary to allow for the solicitation and award of 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. The exercise of the option shall be for the period specified and for the prices listed on the bid form. All other terms and conditions of the contract shall apply to the option periods.

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.

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…