Evaluation_of_the_Establishment_and_Delivery_of_Fire_Services.pdf

REQUEST FOR PROPOSAL

FOR

EVALUATION OF THE ESTABLISHMENT AND DELIVERY OF FIRE

SERVICES

Proposal Number BC-2026-003

BOARD OF COUNTY COMMISSIONERS

LEON COUNTY, FLORIDA

RELEASE DATE: October 13, 2025

RFP Title: Request for Proposals for EVALUATION OF THE ESTABLISHMENT AND DELIVERY OF FIRE SERVICES

Opening Date: November 12, 2025, 2:00 pm

Evaluation of the Establishment and Delivery of Fire Services

1. Introduction

2. General Instructions

3. Scope of Services

4. Solicitation Instructions

5. Required Certifications

6. Selection Process

7. Evaluation Criteria

8. Minority, Women, Small Business (MWSBE) Enterprise

9. Insurance Requirements

10. Terms and Conditions

11. Ethical Business Practices

12. Submittals

13. Pricing Proposal

Attachments:

A - Proposal Response Cover Sheet with Signature - 2025 B - Forms_for_Solicitation C - Agreement

RFP Title: EVALUATION OF THE ESTABLISHMENT AND DELIVERY OF FIRE SERVICES

Leon County Florida P a g e | 2

1. Introduction

1.1. Summary

Leon County is accepting proposals from qualified vendors to evaluate the establishment and delivery of fire services in the unincorporated areas of its jurisdiction. This will include the evaluation of the current model of service and the evaluation of alternative models that would provide a comparable level of service to meet the community needs and identify cost effective options. The County anticipates a budget in the range of $80,000 to $130,000 for this project and requests that qualified firms submit proposals accordingly.

1.2. Background

Leon County is a charter county and a political subdivision of the State of Florida. The County is a vibrant and steadily growing region with one municipality – the City of Tallahassee (City). It is approximately 702 square miles with a population of approximately 302,197 residents (202,203 within the City limits and 99,994 in the unincorporated area). The County is the state capital of Florida, home to two major universities, a well-recognized state college, and serves as the economic and governmental hub of the region.

Through an Interlocal Agreement, the City provides fire service in the unincorporated areas from fire stations located within the City and unincorporated Leon County. Additionally, six (6) volunteer fire departments (VFD) located in the unincorporated areas supplement City Fire Department (TFD) response in the unincorporated Leon County.

Tallahassee and the Tallahassee outside protection area (OPA), which include unincorporated Leon County, are currently rated Class 3/3X Public Protection Classification from the Insurance Services Office (ISO). The City provides fire services throughout the County that include fire suppression; technical rescue; hazardous materials response; Urban Search and Rescue; basic life support (BLS) and advanced life support (ALS) first response; fire marshal – including serving as the authority having jurisdiction (AHJ); conducting inspections and plans reviews; and fire prevention. Services are delivered in the unincorporated areas of the County from the closest fire station, regardless of whether the station is located within the city limits or not.

Through its Division of Emergency Medical Services, the County is the sole provider of ambulance services countywide with BLS and ALS first response. The County operates a hybrid EMS model where ambulances are co-located at four (4) TFD fire stations in unincorporated areas of the County and utilizes a dynamic deployment model in the remainder of the community.

In 2009, the first fire rescue services assessment study was adopted and implemented in Fiscal Year (FY) 2010 by a County- City Interlocal Agreement to uniformly charge properties for fire services in both the City and unincorporated areas of the County. In 2023, the City and County most recently amended the Interlocal Agreement to provide for an additional five-year term (October 2023 – September 2028). In September 2025, the City notified the County of their intention to not renew the Interlocal Agreement beyond the current term which is set to expire September 30, 2028. Subsequently, the Board of County Commissioners authorized the County Administrator to initiate a competitive solicitation process for professional services to evaluate the establishment and delivery of fire services in unincorporated Leon County.

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1.3. Contact Information

Melanie Hooley Purchasing Director 1800-3 Blair Stone Rd Tallahassee, FL 32308 Email: hooleym@leoncountyfl.gov Phone: (850) 606-1600 Department:

Procurement

Department Head:

Melanie Hooley Purchasing Director

1.4. Timeline

Below is the current schedule of the events that will take place as part of this solicitation. The County reserves the right to make changes or alterations to the schedule as the County determines is in the best interest of the public. If any changes to the Schedule of Events are made, Leon County will post the changes on the Leon County procurement website either as a public meeting notice, or as an addendum, as applicable. It is the responsibility of the firm to register as a vendor in the County's eProcurement Portal located at https://procurement.opengov.com/portal/leoncounty and to click the "Follow" button on your interested projects in order to receive email notifications of changes. Ultimately, it is the responsibility of the firm and other interested persons and parties to review the Purchasing Division’s website to stay informed of the Schedule of Events, addenda to the RFP, and public meetings. The main procurement website address is:

https://secure.procurenow.com/portal/leoncounty.

Release Project Date October 13, 2025

Question/Inquiries Deadline October 24, 2025, 4:00pm

Opening Date November 12, 2025, 2:00pm

Tentative Commission Award December 9, 2025 mailto:hooleym@leoncountyfl.gov tel:(850)606-1600 https://procurement.opengov.com/portal/leoncounty

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2. General Instructions

Respondents are expected to examine the proposal documents carefully, including specifications, delivery schedule, freight requirements, prices and extensions and all general and special conditions of the solicitation prior to submission. In case of error in price extension, the unit price will govern. Proposals must be submitted electronically via OpenGov Procurement (formerly ProcureNow).

2.1. Special Accommodations

Any person requiring a special accommodation at a Pre-Proposal Conference or RFP opening because of a disability must call the Division of Purchasing at (850) 606-1600 at least five (5) workdays prior to the Pre-Proposal Conference or RFP opening. If you are hearing or speech impaired, please contact the Purchasing Division by calling the County Administrator's Office using the Florida Relay Service which can be reached at 1(800) 955-8771 (TDD).

2.2. Prohibited Communications

Any Form of communication, except for written correspondence with the Purchasing Division requesting clarification or asking questions, shall be prohibited regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between:

A. Any person or person’s representative seeking an award from such competitive solicitation; and

B. Any County Commissioner or Commissioner’s staff, or any county employee authorized to act on behalf of the Commission to award a particular contract.

For the purpose of this section, a person’s representative shall include, but not be limited to, the person’s employee, partner, officer, director, consultant, lobbyist, lawyer, relative, or any actual or potential subcontractor or consultant of the person.

The prohibited communication shall be in effect as of the release of the competitive solicitation and terminate at the time the Board, or a County department authorized to act on behalf of the Board, awards or approves a contract, rejects all bids or responses, or otherwise takes action which ends the solicitation process.

The provisions of this section shall not apply to oral communications at any public proceeding, including pre-bid conferences, oral presentations before selection committees, contract negotiations during any public meetings, presentations made to the Board, and protest hearings. Further, the provisions of this section shall not apply to contract negotiations between any employee and the intended awardee, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, communications with the County Attorney or communications with the Purchasing Director.

Violation of this section may result in disqualification from this solicitation and shall be grounds for suspension from doing business with the County.

2.3. Proposal Media Format (Electronic Only)

Proposals for this RFP shall be submitted (uploaded in the "Submittals" section) electronically to this solicitation in

OPENGOV.

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2.4. Respondent Registration

Respondents who obtain solicitation documents from sources other than the County Purchasing Division MUST officially register with the County Purchasing Division in order to be placed on the plan holders list for the solicitation. This list is used for communications from the County to prospective respondents. Also, respondents should be aware that solicitation documents obtained from sources other than those listed above may be drafts, incomplete, or in some other fashion different from the official solicitation document(s). Failure to register as a prospective respondent through the Purchasing Division may cause your submittal to be rejected as non-responsive. To Register, complete the online vendor registration process, find the opportunity of interest, and click "Follow" or "Draft Response".

2.5. Registered Plan Holders List

A plan holders list is made available via the internet lists of all registered plan holders for each bid or request for proposals.

The information is available on-line at https://procurement.opengov.com/portal/leoncounty. by simply clicking the Followers tab for each respective solicitation. A listing of the registered vendors with their contact information is designed to assist vendors in preparation of their responses.

2.6. Errors and Omissions

The County and its representatives shall not be responsible for any errors or omission in the RFP. Due care and diligence has been exercised in the preparation of this RFP, and all information contained herein is believed to be substantially correct.

Information is subject to review by the successful respondent.

2.7. Acceptance of County Terms

Leon County objects to and shall not consider any additional terms or conditions submitted by a respondent, including any appearing in documents attached as part of a respondent’s response. In submitting its response, a respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response or placing a respondent in default.

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3. Scope of Services

3.1. Scope of Services

Leon County is seeking professional services to evaluate the establishment and delivery of fire protection service in unincorporated Leon County. Professional services must include:

A. Analysis of the current level of service that exists under the Interlocal Agreement with the City of Tallahassee in terms of operation, personnel, finance, and capital.

1. Collection and assessment of data on the current delivery of fire protection services including but not limited to call volume; response time; resources and equipment; staffing and personnel.

B. Evaluation of fire service delivery alternative models that would provide a comparable level of service to meet the community needs and identify the most cost-effective options. Alternative models should provide the following:

1. Analysis of potential impact on the current ISO rating.

2. Evaluation of the utilization of volunteer fire departments.

3. Evaluation of the feasibility of utilizing an automatic aid and closest unit response protocols for boundary and overlapping areas of the County and City geographical limits, wherein the nearest appropriate unit is dispatched to an incident regardless of jurisdictional boundaries.

4. Evaluation of the feasibility of utilizing shared fire station facilities where County and City units are co-located in boundary and overlapping areas of the Coujnty and City geographical limits, with response assignments based on the jurisdiction of each incident.

C. Conduct operational, programmatic, and fiscal comparisons of the current provision of fire protection services to alternative models developed by the firm.

D. Development of a timeline for the adoption of alternative models that include but are not limited to adopting required policies; obtaining mandatory licenses and certification; onboarding personnel; acquisition of capital assets; and establishing fiscal model and method of collection.

E. Evaluation and potential recommendations for greater efficiency of the current service model with the City of Tallahassee that could include but not limited to the delivery of service; structure of the Interlocal Agreement;

fiscal model (i.e., fire rescue assessment); and the method of collection.

F. Submittal of a final report that evaluates existing delivery of fire service in the community with potential recommendations for greater efficiency; and recommendation(s) of alternative models that will provide a comparable level of service with timelines, fiscal implications and revenue options.

G. Presentation to the Leon County Board of County Commissioners, County Senior staff, and any additional groups and organizations identified by the County.

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4. Solicitation Instructions

4.1. Submitting Questions

Questions shall be submitted (before the Question/Inquiries Deadline) directly through the Question & Answer tab found in this solicitation. Please do not Email questions/inquiries.

Each respondent shall examine the solicitation documents carefully, including the forms and agreement; and, no later than the last day for questions listed in schedule of events, shall make a written request to the County for interpretations or corrections of any ambiguity, inconsistency or error discovered in the solicitation, including the agreement. The County will prepare a written response to each written question, comment, and recommendation that is delivered to the County prior to the deadline listed in the schedule of events. The County's written responses will be posted to this solicitation. The County will not be responsible for oral clarifications. No negotiations, decisions or actions shall be initiated or executed by the proposer as a result of any discussions with any County employee prior to the opening of proposals. Only those communications which are in writing from the County may be considered as a duly authorized expression on the behalf of the Board. Also, only communications from firms which are in writing and signed will be recognized by the Board as duly authorized expressions on behalf of respondent. Each respondent shall be deemed to have waived all questions, comments, and recommendations that are not submitted to the County in compliance with this section.

4.2. Addenda To Solicitation

Addenda to this solicitation will be posted to the solicitation. For those projects with separate plans, blueprints, or other materials that cannot be accessed through the internet, the Purchasing Division will make a good faith effort to ensure that all registered vendors (those vendors who have been registered as receiving a proposal package) receive the documents. It is the responsibility of the vendor prior to submission of any proposal to check the solicitation to verify any addenda issued.

4.3. Proposal Deadline

Proposals shall be electronically submitted (uploaded) to the solicitation no later than the Opening Date (Wednesday, November 12, 2025 at 2:00 pm), as identified in the Schedule of Events, to be considered.

4.4. Receipt and Opening of Proposals

Proposals will be opened publicly at the time and place stated in the Timeline. When the specified time has arrived no proposals received thereafter will be considered. At the time fixed for the opening of proposals, the tabulation sheet will be made public and will be posted on the Purchasing Division website at:

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

Sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public records disclosure until such time as the County posts an intended decision or until 30 days after opening of the documents, whichever is earlier. If the County rejects all Proposals submitted in response to this RFP, the rejected Proposals remain exempt from public records disclosure until the County posts an intended decision or until the County withdraws the reissued Proposal. Proposals received by the County pursuant to this RFP will not remain exempt for longer than twelve

(12) months after the County rejects such Bids.

https://procurement.opengov.com/governments/portal/leoncounty

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4.5. Timely Delivery

It is the respondent's responsibility to assure that the proposal is submitted at the proper time and location. Electronic submissions will not be allowed through the County's e-Procurement portal once the deadline has passed.

4.6. Preparation Costs

The County is not liable for any costs incurred by respondents prior to the issuance of an executed contract.

4.7. Preparation of Proposal

Any material submitted to the County that Respondent contends constitutes or contains trade secrets or is otherwise exempt from production under Florida public records laws (including Chapter 119, Florida Statutes) (“Trade Secret Materials”) must be redacted, conspicuously labeled “EXEMPT FROM PUBLIC RECORD PRODUCTION — TRADE SECRET” and the applicable statutory provision for the exemption must be stated. The Respondent is required to also provide an unredacted copy of the redacted information as part of the Proposal. If a third party submits a request to the County for records designated as Trade Secret Materials by a Respondent, the County shall refrain from disclosing the Trade Secret Materials, unless otherwise ordered by a court of competent jurisdiction or authorized in writing by Respondent. By submitting a Proposal, Respondent agrees to indemnify and defend the County and its employees and agents from any and all claims, causes of action, losses, fines, penalties, damages, judgments and liabilities of any kind, including attorneys’ fees, litigation expenses, and court costs, relating to the nondisclosure of any Trade Secret Materials in response to a records request by a third party.

4.8. Reservation of Rights

The County reserves the right to reject any and/or all proposals, in whole or in part, when such rejection is in the best interest of the County. Further, the County reserves the right to withdraw this solicitation at any time prior to final award of contract.

4.9. Award of RFP and Protest

Award shall be made to the responsive, responsible vendor whose proposal is determined in writing to be the most advantageous to Leon County, taking into consideration the evaluation factors set forth in the Request for Proposals. In accordance with Section 287.05701(3), Florida Statutes, in determining whether a bidder is responsible, the County will not request documentation of or consider a bidder’s social, political, or ideological interests, nor give preference to a bidder based on such interests. No other factors or criteria shall be used in the evaluation criteria that are not included in the Request for Proposal. The County reserves the right to waive any minor irregularity in proposals and to make an award in whole or in part when either or both conditions are in the best interest of Leon County.

Notice of the Intended Decision will be posted on the County website at:

https://procurement.opengov.com/portal/leoncounty for a period of seventy-two (72) consecutive hours, which does not include weekends or County observed holidays. Failure to file a protest within the time prescribed in Leon County Policy No.

96-1, Purchasing Policy, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings. Notice of intent of bid protest shall be made in writing to the Purchasing Director, 1800-3 N. Blair Stone Road, Tallahassee, Florida 32308. The bidder shall be responsible for inquiring as to any and all award recommendation/postings.

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Any award recommendation may be protested on the grounds of irregularities in the specifications, procedure, or the evaluation of the proposal. Such notice of an intent to protest shall be made in writing to the Purchasing Director within 72 hours after receipt of the intended recommendation of award and the protestor shall file a formal written bid challenge within 5 business days after the date in which the notice of intent of bid protest has been submitted. The notice of protest shall contain at minimum: the name of the Protestor; the Protestor’s address and phone number; the name of the Protestor’s representative to whom notices may be sent; the name and bid number of the solicitation; and a brief factual summary of the basis of the protest. Failure to file a notice of an intent to protest or failure to file a formal written bid protest shall constitute a waiver of all rights granted under this section.

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5. Required Certifications

5.1. Licenses and Certifications

The respondent shall be responsible for obtaining and maintaining throughout the contract period any licenses required pursuant to the laws of Leon County, the City of Tallahassee, or the State of Florida.

If the contractor is operating under a fictitious name as defined in Section 865.09, Florida Statutes, proof of current registration with the Florida Secretary of State shall be submitted with the proposal. A business formed by an attorney actively licensed to practice law in this state, by a person actively licensed by the Department of Business and Professional Regulation or the Department of Health for the purpose of practicing his or her licensed profession, or by any corporation, partnership, or other commercial entity that is actively organized or registered with the Department of State may submit a copy of the current licensing from the appropriate agency and/or proof of current active status with the Division of Corporations of the State of Florida or such other state as applicable.

5.2. Public Entity Crimes Statement

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statute for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. By submission of a proposal in response to this solicitation, the proposer certifies compliance with the above requirements as stated in Section 287.133, Florida Statutes.

5.3. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

The prospective primary participant must certify to the best of its knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency and meet all other such responsibility matters as contained on the attached certification form.

5.4. Unauthorized Alien(s)

The Contractor agrees that unauthorized aliens shall not be employed nor utilized in the performance of the requirements of this solicitation or any work authorized thereunder. The County shall consider the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the Immigration and Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral termination of this Agreement by the County. As part of the response to this solicitation, please complete and submit the attached form “AFFIDAVIT CERTIFICATION IMMIGRATION LAWS.”

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5.5. Employment Eligibility Verification

By providing goods and/or services to the County, the Contractor is obligated to comply with the provisions of Section 448.095, Florida Statutes, “Employment Eligibility.” Compliance with Section 448.095, Florida Statutes., includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The Contractor affirms and represents that it is registered with the E-Verify system and is using same and will continue to use same as required by Section 448.095, Florida Statutes.

5.6. Drug Free Workplace Requirements

All vendors in accordance with Florida Statute 287.087 must certify the following actions:

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

C. Give each employee engaged in providing the commodities or contractual services that are under response/bid a copy of the statement specified in subsection (1).

D. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under response/bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

E. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, or any employee who is so convicted.

F. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Vendor must confirm compliance with this requirement in the Required Submittals section of your response.

5.7. Equal Opportunity

The contractors and all subcontractors shall agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief.

5.8. Scrutinized Company Certification

A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with Leon County for goods or services of any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel.

https://secure.procurenow.com/portal/leoncounty/projects/205090/document?section=1919574

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A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with Leon County for goods or services of $1 million or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to Section 215.4725, Florida Statutes, or with companies engaged in business operations in Cuba or Syria.

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6. Selection Process

6.1. Evaluation Committee

The County Administrator, or their designee, shall appoint an evaluation committee that will best serve the needs of the County. The evaluation committee will review and evaluate all proposals received on time.

Meetings of Evaluation Committees subsequent to the opening of the solicitation shall be public meetings. Notice of all meetings shall be posted on the Purchasing Division website at:https://procurement.opengov.com/portal/leoncounty and in the Purchasing Division Offices no less than 72 hours (excluding weekends and holidays).

6.2. Scoring and Ranking

Evaluators will independently score each responsive proposal based upon the points given in the Scoring Sheet utilizing the Evaluation Criteria Matrix. If applicable, the scores will be provided by the Purchasing Division for both Price/Cost and Local preference.

Proposals will be ranked using the ordinal ranking process. First, each evaluator will score proposals based upon the points given in the Scoring Sheet utilizing the Evaluation Criteria contained herein. Then each evaluator will utilize ordinal ranking to rank each proposal. These rankings will be averaged to determine the final ranking of proposals.

6.3. Award

Award shall be made to the responsive, responsible offeror whose proposal is determined in writing to be the most advantageous to Leon County, taking into consideration the evaluation factors set forth in the Request for Proposals. No other factors or criteria shall be used in the evaluation criteria that are not included in the Request for Proposal. The County reserves the right to waive any minor irregularity in proposals and to make an award in whole or in part when either or both conditions are in the best interest of Leon County.

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7. Evaluation Criteria

Actual rating for each criteria may range from zero (lowest rating) to the maximum rating points for that criteria

Proposals will be evaluated and ranked on the basis of the following considerations:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Ability of Professional Personnel Shall consider the following criteria:

Qualifications, credentials, technical ability of the firm and staff to perform the requirements of the scope of this project.

Points Based 30 (30% of Total)

2. Experience with Projects of a Similar Scope Shall consider the following criteria:

Prior experience of the firm and staff with projects of similar size and scope.

Points Based 25 (25% of Total)

3. Project Approach Shall consider the following criteria:

A. Capabilities, methodologies, data gathering, evaluation, and report criterion.

B. Proposed project schedule, unique approach, innovative concepts or techniques towards the project.

Points Based 20 (20% of Total)

4. Ability to Perform Work Shall consider the following criteria:

Ability to adequately provide scope tasks/deliverables within the County’s projected timeline based on current and projected workloads.

Points Based 15 (15% of Total)

5. Agency Cost The Proposer with the lowest cost will receive the maximum 10 points. Proposer's with a higher cost will receive fewer points, on a pro‐ rata basis, using the formula below:

(L / P) X 10

Where:

L = Lowest cost proposed

P = Proposer's cost

Points Based 10 (10% of Total)

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8. Minority, Women, Small Business (MWSBE) Enterprise

8.1. Overview for Projects Without a Specific MWSBE Goal

This solicitation does not have a project specific goal for the participation of Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) firms certified by the Office of Economic Vitality (OEV) MWSBE Division.

Although MBE and WBE participation is not a requirement for this solicitation, each Respondent is strongly encouraged to secure MBE and WBE firm participation. Respondents needing assistance or guidance with securing MBE and WBE firms should contact LaTanya Raffington of the MWSBE Division at Lraffington@oevforbusiness.org OR Shanea Wilks of the MWSBE Division at Swilks@oevforbusiness.org. A directory of certified MBE and WBE firms is available on the OEV website:

https://oevforbusiness.mwsbe.com.

Certified MBE and WBE firms may participate by providing goods or services in support of the project as subcontractors or subconsultants identified on the Respondent and Team Summary Form.

https://oevforbusiness.mwsbe.com/ https://secure.procurenow.com/portal/leoncounty/projects/205090/document?section=1919567

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9. Insurance Requirements

9.1. Overview

Bidders’ attention is directed to the insurance requirements set forth in the Agreement contained in the "Attachments" section of this solicitation. Bidders should confer with their respective insurance carriers or brokers to determine in advance of bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low bidder fails to comply strictly with the insurance requirements, that bidder may be disqualified from award of the contract.

The awarded Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor’s bid.

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10. Terms and Conditions

10.1. Standard Terms and Conditions

The terms and conditions associated with this solicitation are as set forth in the Agreement contained in the "Attachments" section of this solicitation. After the proposal award the County will, at its option, prepare a purchase order or an agreement specifying the terms and conditions resulting from the award of this bid. Every procurement of contractual services shall be evidenced by a written agreement. The respondent will have five calendar days after receipt to acknowledge the purchase order or execute the agreement.

The performance of Leon County of any of its obligations under the purchase order or agreement shall be subject to and contingent upon the availability of funds lawfully expendable for the purposes of the purchase order or agreement for the current and any future periods provided for within the proposal specifications.

10.2. Travel Expenses

Consultant travel which is not covered within the scope of the consultant’s contract and which is billed separately to the County on a cost reimbursement basis must receive prior approval and will be reimbursed in accordance with the Leon County Travel Policy. Travel expenses shall be limited to those expenses necessarily incurred in the performance of a public purpose authorized by law to be performed by the Leon County Board of County Commissioners and must be within limitations described herein and in Section 112.061, Florida Statutes. Consultants and contractors, traveling on a cost reimbursement basis, must have their travel authorized by the department head from whose budget the travel expenses will be paid and the County Administrator.

10.3. Penalties

PROPOSALS MAY BE REJECTED AND/OR BIDDER(S)/PROPOSERS DISQUALIFIED FOR THE FOLLOWING REASONS:

A. Failure to perform according to contract provisions.

B. Conviction in a court of law of any criminal offense in connection with the conduct of business.

C. Clear and convincing evidence of a violation of any federal or state anti-trust law based on the submission of bids or proposals, or the awarding of contracts.

D. Clear and convincing evidence that the bidder has attempted to give a Board employee a gratuity of any kind for the purpose of influencing a recommendation or decision in connection with any part of the Board's purchasing activity.

E. Other reasons deemed appropriate by the Board of County Commissioners.

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11. Ethical Business Practices

11.1. Gratuities

It shall be unethical for any person to offer, give, or agree to give any County employee, or for any County employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or performing in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, subcontract, or to any solicitation or proposal therefor.

11.2. Kickbacks

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

11.3. Board Action

The Board reserves the right to deny award or immediately suspend any contract resulting from this proposal pending final determination of charges of unethical business practices. At its sole discretion, the Board may deny award or cancel the contract if it determines that unethical business practices were involved.

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12. Submittals

12.1. ACCEPTANCE OF COUNTY TERMS AND CONDITIONS*

Leon County objects to and shall not consider any additional terms or conditions submitted by a bidder, including any appearing in documents attached as part of a bidder’s response. In submitting its bid response, a bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a bid response, shall be grounds for rejecting a bid response or placing a bidder in default.

☐ Please confirm *Response required

12.2. Company Information*

Provide company name as registered with the Florida Department of State, Division of Corporations.

Maximum response length: 100 characters

*Response required

12.3. Taxpayer ID Number*

Provide the company's FEI/EIN Number.

Maximum response length: 15 characters

*Response required

12.4. Drug-Free Workplace Certification*

As the person authorized to confirm this statement on behalf of this firm, I certify that this firm complies fully with DRUG- FREE WORKPLACE Section 287.087, Florida Statutes. See section titled Drug-Free Workplace Requirements for details.

☐ Please confirm *Response required

12.5. Scrutinized Company Certification*

As required by Section 287.135(5) Florida Statutes, I certify that the firm is not participating in a boycott of Israel, is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, and it does not have business operations in Cuba or Syria.

☐ Please confirm

*Response required

12.6. Insurance Certification*

Bidders’ attention is directed to the insurance requirements set forth in the Agreement contained in the "Attachments" section of this solicitation.

I certify that this firm has coverage in place at the required levels or, if awarded, coverage will be in place at the required levels.

☐ Please confirm

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*Response required

12.7. Equal Opportunity *

The contractors and all subcontractors hereby agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief.

☐ Please confirm

*Response required

12.8. Firm's Price Proposal*

I certify that the price submitted in the Pricing Proposal form represents a comprehensive, all-inclusive cost for providing the requested services to the County. This proposed pricing includes, but is not limited to, all materials, labor, travel, and any other expenses necessary to fully complete the engagement.

☐ Please confirm

*Response required

12.9. Proposal Response Cover Sheet with Signature*

Please ensure the document has a manual signature.

*Response required

12.10. RFP Response - Firm's Professional Personnel - Tab 1*

Applicant is requested to provide the following information using the same numbering/lettering scheme as the format below as one PDF file:

A. Firm name or Joint Venture, business address and office location, telephone number.

B. Proposed team: Provide an organizational chart of the team highlighting the key individuals who will work on this project. The key staff, joint venture, and/or subconsultants presented in the firm’s response shall be the staff utilized on this project.

C. Limit each response to one (1) page per resume and include:

1. Name, professional credentials, and current position held by the person.

2. A brief description of their experience outlining their qualifications to perform the scope of service.

*Response required

12.11. RFP Response - Firm's Related Experience - Tab 2*

Applicant is requested to provide the following information using the same numbering/lettering scheme as the format below as one PDF file:

A. Describe your most recent projects (no more than three) performed by your firm with similar size and scope.

1. For each project, limit response to three (3) pages per project and include:

a. Name, location and size, and cost of the project;

b. The nature of the firm’s responsibility on the project; and

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c. Name, title, and contact information of the lead at the project’s organization.

2. Submit completed report(s) of most recent project(s) of similar size and scope.

3. Provide a copy of any digital presentation(s) (e.g., PowerPoint or similar format) that were presented to a Board or other governing body for your most recent project(s) of similar size and scope.

*Response required

12.12. RFP Response - Firm's Project Approach - Tab 3*

Applicant is requested to provide the following information using the same numbering/lettering scheme as the format below as one PDF file:

A. Detail strategy and methodology for data gathering and evaluation.

B. Detail of scope tasks/deliverables and proposed project schedule.

*Response required

12.13. RFP Response - Firm's Ability to Perform the Work - Tab 4* Applicant is requested to provide the following information as one PDF file:

Demonstrate the ability to adequately provide services and deliverables based on current and projected workloads.

o Limit response to three (3) pages.

*Response required

12.14. Additional Forms to Fill Out and Submit - Tab 5*

Submit the items on the following list and any other items required by any section of this Invitation for Bids. The checklist is provided as a courtesy and may not be inclusive of all items required within this Invitation for Bids.

Please see Attachments for all the necessary forms for the bidder to complete for this solicitation. Failure to complete or attach the necessary forms will result in the bidder being deemed nonresponsive.

• Respondent and Team Summary Form

• Affidavit Immigration Laws

• Identical Tie Bid Statement

• Non-Collusion Affidavit

• Certification/Debarment Form

• Local Vendor Certification (if applicable)

• Employment Eligibility (E-Verify)

• Affidavit In Compliance with Section 787.06(13), F.S.

*Response required

12.15. CONFIDENTIAL, PROPRIETARY OR TRADE SECRET INFORMATION

If necessary, please upload a redacted copy of your submittal.

https://secure.procurenow.com/portal/leoncounty/projects/205090/document?section=1919567

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13. Pricing Proposal

FIRM'S PRICE PROPOSAL

The respondent shall submit a comprehensive price proposal for the provision of services to the County. The proposed pricing must be all-inclusive, covering all materials, labor, travel, and any other expenses necessary to complete the engagement.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Comprehensive Project Cost 1 Project

TOTAL