HURRICANE_SPECIAL_NEEDS_SHELTER_RETROFIT_(Addendum_#6_Revision).pdf

Gadsden County

Board of County Commissioners

Request for Proposals HURRICANE SPECIAL NEEDS SHELTER

RETROFIT

RFP: 26-10

RELEASE DATE: July 9, 2026

DEADLINE FOR QUESTIONS: July 23, 2026

RESPONSE DEADLINE: August 10, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/porta!/gadsdencountyfl https://www.gadsdencountyfl.gov/home

• Gadsden County does not discriminate on the basis of race, color, national origin, sex, religion, age, marital status and disability/handicapped status in employment or provision of service.

• Gadsden County is an Equal Opportunity Employer

• MBE/WBE businesses are encouraged to participate

• Gadsden County strictly enforces open and fair competition

ADA - Special Accommodations: Any person requiring accommodation by the County due to a disability should call the Purchasing Office at 850-875-7243 or 850-627-4053 at least five (5) business days prior to any pre-response conference, response opening, or meeting. If you are hearing or speech impaired, please contact the County Purchasing Office by the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD).

https://procurement.opengov.com/porta!/%7bproject.government.code%7d https://www.gadsdencountyfl.gov/home

TABLE OF CONTENTS

1. INTENT AND GENERAL INFORMATION

2. SCHEDULE OF EVENTS AND QUESTIONS

3. CONE OF SILENCE

4. SCOPE OF WORK

5. PROPOSAL RESPONSE REQUIREMENTS

6. PROPOSAL RECEIPT AND OPENING

7. EVALUATION OF PROPOSALS AND SELECTION PROCESS

8. EVALUATION CRITERIA

9. INTENT TO AWARD AND CONTRACT EXECUTION

10. STANDARD TERMS AND CONDITIONS

11. INSURANCE REQUIREMENTS

12. INSTRUCTIONS TO PROPOSERS

13. PRICE PROPOSAL

14. VENDOR QUESTIONNAIRE

Attachments:

A - RFP 26-10 Special Needs Shelter Draft Contract

B - RFP 26-10 special needs agreement

C - RFP 26-10 Special Needs Agreement Mod #1

D - RFP 26-10 Special Needs Retrofit MOD #2 - Fully Executed Contract

E - RFP 26-10 Construction Special Needs Shelter Engineering Study

F - RFP 26-10 Special Needs Shelter Engineering Drawings Specifications

G - RFP 26-10 Design Specifications Rev 2

H - RFP 26-10 Electrical Specifications Permit Issue

I - RFP 26-10 Electrical Study. Revised

J - RFP 26-10 Revised Electrical Drawings 111825 Signed

K - RFP 26-10 Construction Special Needs Shelter Engineering Drawings Specifications

L - RFP 26-10 Construction Special Needs Shelter Engineering Study

M - RFP 26-10 Electrical Specifications Permit Issue

N - RFP 26-10 Hurricane Special Needs Shelter - LEGAL ADVERTISEMENT

Request For Proposal 26-10

HURRICANE SPECIAL NEEDS SHELTER RETROFIT

SECTION 1 INTENT AND GENERAL INFORMATION

Gadsden County Board of County Commissioners (i.e., “Board” or “County” or “BOCC”) is soliciting sealed proposals from General Contractors licensed in the State of Florida

(i.e., “Proposer”/ “Respondent” or “Proposer’s”/ “Respondent’s”) for construction work necessary to retrofit a wing of the Gadsden County Community Hospital located at 3186

Blue Star Highway, U.S. 90, Quincy, Gadsden County, Florida, to function as a Special

Needs Shelter. The project is intended to ensure compliance with applicable emergency management standards, accessibility requirements, and life-safety codes. Proposers shall submit proposals in accordance with the requirements of this

RFP. All proposals must comply with Florida Statutes Chapter 287, Florida Statutes

Chapter 255 Public Construction, Federal Regulations 2 CFR Part 200, Code of

Silence, Public Records Law (Chapter 119), Sunshine Law (Chapter 286), and Gadsden

County Procurement Ordinances.

Interested firms and individuals who are currently under contract with Gadsden County under previously issued solicitations, and who are interested in this Project, must submit a Proposal at this time.

A Respondent interested in preparing a response for this Solicitation must complete the requirements set forth in this Solicitation, its attached documents and documents incorporated by reference, and any addendum issued by the County, (collectively referred to as the "Solicitation). Under the Bid process of Gadsden County, the conditions set forth herein are binding on the Respondent as confirmed by the signature of a person with legal authority to bind the Proposal on the cover letter transmitting

(Proposal Transmittal Form) its Proposal to the County in response to this Solicitation.

Gadsden County BOCC reserves the right to reject any or all proposals, may waive informalities, and/or may make awards in the best interest of the BOCC.

While every effort is made to ensure the accuracy and completeness of information in this Solicitation, it is recognized that the information may not be complete in every detail and that all work may not be expressly mentioned in the Solicitation. It is the responsibility of the Respondent to include in their Proposal all pertinent information in accordance with this Solicitation.

A Proposer interested in preparing a response for this Solicitation must complete the requirements set forth in this Solicitation, its attached documents, and documents incorporated by reference, and any addendum issued by the County (collectively referred to as the “Solicitation”). Under the proposal process of Gadsden County, the conditions set forth herein are binding on the Proposer as confirmed by the signature of a person with legal authority to bind the Proposer on the Proposal Transmittal Form

(located in the VENDOR QUESTIONNAIRE section of this Solicitation) in its Proposal to the County in response to this Solicitation.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395292

While every effort is made to ensure the accuracy and completeness of information in this Solicitation, it is recognized that the information may not be complete in every detail and that all work may not be expressly mentioned in the Solicitation. It is the responsibility of the Proposer to include in their Proposal all pertinent information in accordance with this Solicitation.

SECTION 2 SCHEDULE OF EVENTS AND QUESTIONS

Failure to comply with this or any other paragraph of this RFP shall be sufficient reason for rejection of the Proposal.

All times listed in the Schedule of Events for this RFP are Eastern Standard Time

(EST).

Dates are approximate are are subject to change.

Advertisement Date: July 9, 2026

Release Date: July 9, 2026

Pre-Proposal Meeting (Mandatory): July 16, 2026, 10:00am

23186 Blue Star Highway, U.S. 90, Quincy, Florida, Gadsden County

Questions Due from Prospective

Proposers:

July 23, 2026, 10:00am

Responses to Questions Due: July 27, 2026, 3:00pm

PROPOSALS DUE: August 10, 2026, 10:00am

PROPOSAL OPENING (Non-

Mandatory):

August 10, 2026, 10:15am https://gadsdencountyfl-gov.zoom.us/j/85605168519?pwd=c4YX

Fs4cW2jtqNBnQN3oLbc9UoLzkM.1

Board Approval of Intended Award: TBD

Posting of Intended Award: TBD

Board Approval of Award: TBD

Posting of Award: TBD

A. In accordance with the STANDARD TERMS AND CONDITIONS section of this

Solicitation, all inquiries concerning this Solicitation must be submitted in writing by 10:00 am onThursday, July 23, 2026 through the County's OpenGov Portal, https://gadsdencountyfl-gov.zoom.us/j/85605168519?pwd=c4YXFs4cW2jtqNBnQN3oLbc9UoLzkM.1 https://gadsdencountyfl-gov.zoom.us/j/85605168519?pwd=c4YXFs4cW2jtqNBnQN3oLbc9UoLzkM.1 https://gadsdencountyfl-gov.zoom.us/j/85605168519?pwd=c4YXFs4cW2jtqNBnQN3oLbc9UoLzkM.1 https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=undefined located at https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464.

B. All answers to inquiries will be posted on the County's OpenGov Portal.

Proposers may also click “Follow” on this Solicitation to receive an email notification when answers are posted. It is the Respondent's responsibility to check the website for answers to inquiries. The failure of the Respondent to address the posting may be a basis to determine that the Proposal is non-responsive to this Solicitation.

C. If necessary, an Addendum or Addenda will be posted in accordance with the

STANDARD TERMS AND CONDITIONS section of this Solicitation.

D. Respondents will be notified of the County’s desire to enter additional discussions and/or schedule oral presentations. The Schedule of Events will be amended as appropriate to reflect such.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464

SECTION 3 CONE OF SILENCE

A. A Cone of Silence will be in effect for this Solicitation beginning with the advertisement date indicated in Section 1, Schedule of Events, and will terminate upon issuance of a Notice of Award. A violation of the “Cone of Silence” renders any award voidable at the sole discretion of the County Administrator with approval from the Board of County Commissioners and may subject the potential

Proposer/Contractor or representative to debarment.

B. The prospective Proposer shall not have any communication with any County

Commissioners, employees, or the Design Professional related to this

Solicitation.

C. No interpretation of the meaning of the plans, specifications or this Solicitation shall be made to a Proposer orally. Any such oral or other interpretations or clarifications shall be without legal effect. All requests for interpretations or clarifications shall be in writing and posted on the County’s OpenGov Portal, as provided herein.

D. The Cone of Silence shall not apply to:

1. Communications at the pre-Proposal meeting, if applicable.

2. Communications during contract negotiations between designated County employees and the intended Proposer.

3. Communication with a Proposer by a Procurement Department employee following the Competitive Procurement opening to clarify the Proposer's

Response.

4. Communication following the filing of a challenge to a Competitive

Procurement between the protesting Proposer or the selected Proposer and the Procurement Department, County Administrator's Office, and County

Attorney's Office concerning the challenge.

SECTION 4 SCOPE OF WORK

4.1 PROJECT BACKGROUND

Gadsden County received a legislative grant to retrofit a wing of the Gadsden County

Community Hospital located at 23186 Blue Star Highway, U.S. 90, Quincy, Gadsden

County, Florida, to function as a Special Needs Shelter. The Shelter will be designated for use during emergencies, including hurricanes and other disasters, to accommodate individuals with special medical and functional needs. The project is funded by Florida

Division of Emergency Management (FDEM) Legislative Allocation, Grant number

F00100. The project may be funded in whole or in part by federal and/or state funds, including but not limited to: FEMA Hazard Mitigation Grant. This project is funded solely through state pass-through funds and is not subject to federal procurement requirements.

Funds shall be used to retrofit designated buildings with exterior envelope fenestration or opening protection, to include windows, doors, openings, louvers or other assemblies that penetrate through exterior walls and roofs. Als for structural review to certify roof and load path systems meet or exceed wind load requirements.

The County seeks to improve structural integrity and resiliency, enhance accessibility and ADA compliance, upgrade mechanical, electrical, and plumbing systems as necessary, and ensure compliance with shelter standards (including generator capacity and medical readiness). The specific retrofit includes, but may not be limited to, replacement of all windows and doors and ATS protection as indicated in Attachment 1:

FDEM grant agreement F0100, Modification 1, Modification 2, and Engineering

Drawings and Specifications.

The contractor will execute the retrofit and hardening of the rear angled wings of the hospital, including protection for fenestration and openings (windows, doors, louvers, etc.) as per the design. EOR needs to review/edit/revise these as needed.

A. Structural Compliance: The design, certified by a Florida Licensed Structural

Engineer, ensures roof and load path systems meet or exceed ASCE 7- wind load requirements, Risk Category IV, and Exposure C.

B. Wind and Impact Protection: Installations will be in strict compliance with

Florida Building Code or Miami-Dade Specifications, with materials complying with ASTM E 1886, ASTM E 1996 (Level D or higher), and TAS 201, TAS 202, TAS 203 standards, as well as ICC 500 provisions. The County will inspect and certify installation according to the manufacturer’s specification.

C. Transfer Switch Installation: Install and protect ATS for generator and the transfer switch as specified in the design for backup power operation, in compliance with all regulations. Security, fencing, pads, and tie-downs are required.

4.2 ENGINEER DRAWINGS and SPECIFICATIONS

The engineering drawings and specifications are in the Attachment Section of the

Solicitation and may also be obtained by contacting:

Tony McNeal Engineering & Consultants

Tony McNeal, P.E., Project Manager

2800 S. Adams St. #7528

Tallahassee, FL 32314

Email: tony@tmengineeringandconsulting.com

OR

Pheshe Bennett

Gadsden County Procurement Office

5-B East Jefferson Street - Room 204

Quincy, Fl 32351

Office: 850.627.4053 pbennett@gadsdencountyfl.gov

With copy of any email to: Procurement@gadsdencountyfl.gov

B. PRE-ENGINEERING REPORTS: The County contracted for an engineering study of the hospital wing mechanical, plumbing, and electrical systems.

4.3 PROJECT FUNDING

The project is funded by Florida Division of Emergency Management (FDEM)

Legislative Allocation, Grant Number F00100. This project is funded solely through state pass-through funds and is not subject to federal procurement requirements.

The grant retrofit award is $460,000 for wind impact protection and ATS for the generator, as described in Attachment 1: FDEM grant agreement, Modification 1, Modification 2, and Engineering Drawings and Specifications. It is anticipated that negotiated amounts above this level would be funded through the County reserves with its match requirement.

There may be times when the County must consult and seek approval of change orders from the funding agency.

mailto:tony@tmengineeringandconsulting.com mailto:pbennett@gadsdencountyfl.gov mailto:Procurement@gadsdencountyfl.gov

Proposer must be registered in System of Award Management (SAM.gov) and be familiar with federal and state regulations as they pertain to construction projects, specifically local government.

The Successful Proposer must comply with all grant agreement requirements, hereby incorporated by reference and will be provided upon request per this Solicitation, and to assist the County with any needed amendments or clarifications to the agreements.

The Successful Proposer may be requested to present the concept and/or final plans at a public meeting (i.e., Board meeting, workshop, special meeting, etc.).

4.4 PROJECT TEAM

A. Project Owner: The County is the project owner and the contracting agency. The County team will include, but is not limited to, the County

Administrator or their designee, Building Official, Construction Manager, Facilities

Manager, EM Director/Grant Manager, and the Procurement Department.

B. Engineer of Record (EOR): The EOR is responsible for performing all engineering, design, drawings, specifications, civil permits, project management, and CEI services for the Project. The EOR is Tony McNeal Engineering &

Consultants selected through a previous solicitation, and the key contact for this project is:

Tony McNeal Engineering & Consultants

Tony McNeal, P.E., Project Manager

2800 S. Adams St. #7528

Tallahassee, FL 32314

Email: tony@tmengineeringandconsulting.com

C. Construction Contractor (i.e., Successful Proposer or Contractor): The

Construction Contractor will be a General Contractor (GC) licensed in the State of Florida with a minimum of five (5) continuous years as a GC. The main objective is to collaborate with the EOR during the delivery of the work for the successful and timely completion of the project and stay within budget.

Contractor will provide input to the EOR and County regarding constructability, sequence of construction, and any other ideas that bring value to the project.

4.5 PROJECT MILESTONES AND TARGET DATE

A. Contract Execution TBD

B. Pre-Construction Meeting 10 days from Contract Execution mailto:tony@tmengineeringandconsulting.com

C. Issuance of Notice to Proceed Issued upon completion of Building Permitting

D. Pre-construction Activities 10 days from issuance of Building Permitting

E. Substantial Completion 30 days f before deadline of 12.31.26

F. Final Completion and Acceptance 30 days from Substantial Completion*

Of the Work

*Consecutive calendar days.

**The milestones and/or target dates are subject to change based on the actual date of the contract execution, the issuance of the Notice to Proceed (NTP), or other unknown factors.

4.6 PROJECT GOALS

The County will be addressing the following Project Goals:

1. Contractor Involvement: Harness construction knowledge to inform key decisions regarding construction approach, sequencing, early work packages, etc.

2. Operations & Maintenance (O & M) Coordination: Efficiently and safely harden and strengthen the facility.

3. Collaboration: Establish and maintain a collaborative environment among the

County, the Hospital staff, EOR, and the Contractor for a successful project completion.

4. Constructability/Value: Incorporate integrated constructability and value engineering into the Project.

5. Quality: Deliver the Project in a manner consistent with the Project design and specifications.

6. Cost: Minimize initial capital and life-cycle cost.

7. Schedule: Achieve completion of the project in accordance with the project milestones and target dates shown above.

8. Risk: Achieve an optimal balance of risk allocation between the County and the Contractor.

9. Safety: Implement a comprehensive safety program that incorporates industry’s best practices.

4.7 SCOPE OF SERVICES

SCOPE OF WORK Special Needs Shelter Hardening Project

Project Description

The County is soliciting bids from qualified contractors to provide all labor, supervision, materials, equipment, permits, testing, and incidentals necessary to retrofit an existing public facility designated as a Special Needs Shelter. The project is intended to improve the building’s ability to withstand hurricane-force winds and wind-borne debris in accordance with the current Florida Building Code and all applicable FEMA and Florida

Division of Emergency Management requirements. The Contractor shall furnish a complete, fully operational project, including all demolition, installation, repairs, testing, and restoration required for a finished installation.

Scope of Work

The Contractor shall provide all labor, materials, equipment, supervision, permits, inspections, and incidentals necessary to complete, at a minimum, the following work:

Exterior Envelope Hardening

Retrofit the building envelope by providing certified hurricane protection for all exterior wall and roof penetrations.

Work shall include:

• Removal and replacement of existing windows with impact-resistant assemblies where indicated.

• Installation of hurricane-rated impact glazing systems.

• Replacement of existing storefront glazing systems with Florida-approved impact-resistant assemblies where required.

• Removal and replacement of exterior doors that do not meet current wind-load and missile-impact requirements.

• Replacement of sidelights, transoms, and glazed door systems as required.

• Replacement or reinforcement of exterior louvers with wind-driven rain and impact-rated assemblies.

• Protection or replacement of all exterior penetrations that compromise the building envelope.

• Installation of all required flashing, sealants, waterproofing, trim, insulation, and finishes.

Windborne Debris Protection

Provide complete protection for all exterior glazing and openings.

Contractor shall:

• Verify each opening size.

• Install products certified to meet:

o Florida Building Code o Florida Product Approval requirements o Miami-Dade NOA (where applicable) o ASTM large missile impact standards o Required design wind pressures for the project location.

All products shall be permanently labeled and approved for use in the State of Florida.

Automatic Transfer Switch (ATS) Protection

Provide complete protection of the facility’s emergency electrical transfer equipment.

Work includes:

• Installation of a hurricane-resistant enclosure or protected room for the Automatic

Transfer Switch (ATS), where indicated.

• Structural protection of all ATS equipment from windborne debris.

• Installation of impact-resistant doors and penetrations serving the ATS area.

• Weatherproofing and sealing of penetrations.

• Coordination with generator systems.

• Modification of associated electrical service as necessary.

• Maintain service continuity during construction whenever possible.

Interior Electrical Improvements

Modify interior electrical service necessary to support emergency operations.

Work includes:

• Electrical modifications associated with ATS installation.

• Conduit, wiring, breakers, disconnects, and associated equipment.

• Reconnection of emergency circuits.

• Testing of emergency power operation.

• Generator transfer testing.

Generator Site Improvements

Provide all site improvements necessary for generator protection.

Work shall include:

• Concrete equipment pads.

• Generator equipment pads if required.

• ATS equipment pads if required.

• Reinforced housekeeping pads.

• Equipment anchoring systems.

• Wind-rated tie-down systems.

• Stainless steel anchors where required.

• Site grading around improvements.

Security Improvements

Install security features for generator protecting emergency equipment.

Work includes:

• Commercial-grade security fencing.

• Gates.

• Lockable access points.

• Posts.

• Concrete footings.

• Hardware.

• Anti-climb fencing where specified.

Fence layout shall protect generator equipment, ATS equipment, and associated infrastructure.

Demolition

Contractor shall remove and legally dispose of materials being replaced, including but not limited to:

• Windows

• Doors

• Frames

• Louvers

• Storefront systems

• Hardware

• Sealants

• Damaged finishes

• Electrical components requiring replacement

Restoration

Restore all disturbed areas to equal or better condition.

This includes:

• Interior wall repairs

• Exterior finishes

• Painting

• Stucco

• Drywall

• Masonry

• Flooring adjacent to work

• Ceiling repairs

• Waterproofing

• Caulking

• Landscaping disturbed during construction

Codes and Standards

All work shall comply with:

• Current Florida Building Code

• Florida Existing Building Code

• Florida Fire Prevention Code

• National Electrical Code (NFPA 70)

• NFPA 110 (Emergency Power Systems)

• FEMA Safe Room guidance, where applicable

• Florida Division of Emergency Management requirements

• Manufacturer installation requirements

• Local building requirements

• Applicable permitting authority requirements

Product Requirements

All installed products shall:

• Be new.

• Carry Florida Product Approval.

• Meet required design wind pressures.

• Meet ASTM missile-impact testing requirements.

• Be corrosion resistant.

• Be appropriate for coastal/high-wind environments where applicable.

Substitutions require Owner approval.

Contractor Responsibilities

The Contractor shall:

• Verify all field dimensions.

• Protect existing facilities.

• Coordinate inspections.

• Obtain permits unless otherwise specified.

• Schedule inspections.

• Maintain safe access.

• Maintain emergency access where required.

• Protect occupied portions of the building.

• Coordinate utility interruptions with the Owner.

• Remove all construction debris daily.

• Maintain OSHA-compliant safety practices.

• Provide temporary weather protection during construction.

Testing and Commissioning

Contractor shall:

• Test all electrical modifications.

• Perform generator/ATS operational testing.

• Demonstrate proper transfer operation.

• Correct deficiencies.

• Provide manufacturer certifications.

• Provide inspection reports.

• Provide warranty documentation.

Closeout Requirements

Prior to final payment, Contractor shall provide:

• Record drawings showing installed work.

• Product approvals.

• Manufacturer warranties.

• Operation and Maintenance manuals.

• Inspection approvals.

• Final testing documentation.

• Signed lien releases.

• Certificate of Completion.

• Training for Owner personnel on operation and maintenance of new systems.

Bid Requirements

The Contractor’s bid shall include all labor, supervision, materials, equipment, permits, testing, mobilization, demolition, restoration, overhead, profit, insurance, bonds, warranty, cleanup, and all incidental work necessary to provide a complete and fully functional project. No additional compensation will be allowed for work reasonably inferred to be necessary to complete the project in accordance with the Contract

Documents.

4.8 PHASE 1: PRE-CONSTRUCTION

A. The Selected Contractor will participate in a pre-construction meeting after the

Board approves the Contract and before the issuance of the Notice to Proceed, which is also contingent upon the Construction Contractor providing all required insurance certifications and bonds.

B. At the pre-construction meeting, the Selected Contractor will provide, at a minimum, for discussion and approval by the County and EOR:

1. Tentative work schedule.

2. Phasing and sequencing with any alternative methods and materials.

3. Identified risks and potential mitigation efforts if applicable.

4. Tentative Schedule of draws, aligned with the grant requirement schedule.

5. Proposed mobilization date, construction start date, substantial completion date, and completion date.

C. Grant and contract requirements will be addressed, i.e., weekly reports with pictures, change orders, budget overrun, etc.

D. Permits: The Construction Contractor will be responsible for all local permits. The

EOR will apply for any state (civil) permits needed.

4.9 PHASE 2: CONSTRUCTION

A. General:

1. The construction phase will include, but is not limited to, mobilization, phasing, and scheduling of the work, obtaining bids and quotes for work, materials and/or supplies, and the execution of subcontracts or procurements beginning with mobilization through completion of the project.

2. During the construction, the Construction Contractor will interface and coordinate with the EOR as conditions and construction activities dictate, to discuss scheduling foreseeable problems, equipment and material delivery days, sub-contractor/vendor performance, safety, and any other issues pertinent to potential delays, budget overrun that could impact the successful and timely completion of the project.

3. The Construction Contractor shall review all invoices from subcontractors/vendors; ensure all work, materials and supplies were to specifications; and resolve any discrepancies before they are submitted to the

County for review and approval.

A. All window and/or door replacements shall be submitted to the County for review and approval before any window and/or door replacement work commences.

B. Water repellant coating specifications shall be submitted to the County for review and approval prior to application to the building.

C. Change Orders: The County, without invalidating the Construction contract, may order or approve requested changes in the work within the general scope of the project, consisting of additions, deletions, or other revisions to the engineering drawings and specifications, project schedule, costs, etc. Such changes will be approved only through an executed change order with changes justified in writing and additional costs documented with quotes.

D. Quality Control: The Construction Contractor is responsible for the work, materials, equipment and supplies for this project, and shall review the work, materials, equipment and supplies of all subcontractors and/or vendors used on the project to ensure it meets all design specifications as it is being performed and/or delivered. The Construction Contractor will review any disputes that cannot be resolved or may result in a change order with the EOR for resolution, and to the satisfaction of the County, if applicable.

E. Inspections: Assist the EOR and the County in performing periodic and final inspections. All inspections preceding the final inspection, the Construction

Contractor shall furnish a detailed report of observed discrepancies and omissions in the work performed by subcontractors or vendors and/or materials and supplies provided by such.

F. Monitoring the Schedule and Weekly Reports:

1. The Construction Contractor shall monitor the construction schedule and budget and shall provide the Engineer of Record (EOR) and the County with any concerns or problems within a specified amount of time that will be determined at the pre- construction meeting and incorporated into the Notice to Proceed.

2. The Construction Contractor shall provide the EOR and County with written weekly summary reports and pictures documenting before, during, and after work progress. All rain days, challenges or concerns, completed work, pending or approved change orders, total billed to date with balance forward, etc. shall be documented in the weekly report.

G. Safety: The Construction Contractor shall monitor that safety and accident prevention measures are established and maintained at the project site. Any observed hazardous conditions, violations, or potentially hazardous conditions shall be reported immediately to subcontractors/vendors supervisory personnel onsite. A written report of such incident and follow-up report of the remediations shall be provided to the subcontractor/vendor, EOR, and the County.

H. Project Records: The Construction Contractor shall:

1. Maintain records at the job site, including a current set of contract documents, a project log, and progressive photographs of the project, record of construction progress, problems and concerns, work logs, payroll records, and any related interviews, etc.

2. All records shall be open for inspection by the EOR and the County.

3. All records shall be delivered to the County in an organized format to the

County at completion of the Project.

SECTION 5 PROPOSAL RESPONSE REQUIREMENTS

A. The County has established certain mandatory requirements that must be included as part of any response that are described in the INSTRUCTIONS TO

PROPOSERS section of this Solicitation, hereby incorporated by reference. The use of the terms “shall,” “must,” or “will” (except to indicate simple futurity) in this

Solicitation indicates a mandatory requirement or condition. The words “should” or “may” in this Solicitation indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature will not by itself cause rejection of a Proposal.

B. Proposals not meeting all material requirements of this request, or which fail to provide all required information, documents, or materials such as request forms, bonds, etc., may be rejected as non-responsive. Material requirements of the bid are those set forth as mandatory, or without which an adequate analysis and comparison of replies is impossible, or those which affect the competitiveness of replies or the cost to the County. A Respondent whose replies, past performance, or current status do not reflect the capability, integrity, or reliability to perform fully and in good faith the requirements of the Solicitation may be rejected as non-responsible.

C. The County reserves the right to determine which Proposals meet the material requirements of the Solicitation and which Proposals are responsible and/or responsive. Further, the Board of County Commissioners may reject any and all

Proposals and seek new Proposals when it is in the best interest of the County to do so.

D. A Proposal by a corporation shall be executed in the corporate name by the president or a vice-president or other corporate officer accompanied by evidence of authority to sign. The corporate seal shall be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be provided on the Proposal Transmittal Form located in the

VENDOR QUESTIONNAIRE section of this Solicitation. For a Proposal by a/an:

1. Partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign. The official address of the partnership shall be provided on the Proposal Form.

2. Limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm shall be shown.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395290 https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395290

3. Individual shall show the Proposer’s name and business address.

4. Proposal by a joint venture shall be executed by each joint venture member in the manner indicated on the Proposal form. The official address of the joint venture must be provided on the Proposal Form.

5. All names shall be printed in ink or typed below the signatures.

E. Acknowledgement of receipt of all Addenda shall be made with the County's

OpenGov portal located at https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464.

Failure to acknowledge receipt of all Addenda may result in the Proposal being rejected.

F. The postal, email addresses, and telephone number for communication regarding the Proposal shall be listed in the Proposer's OpenGov Vendor Profile.

G. A Respondent seeking to do business with the County shall, at the time of submitting a Proposal, be appropriately registered with the Department of State in accordance with the provisions of Chapters 605, 607, 617, or 620 Florida

Statutes, as applicable. For further information on required filing and forms, please go to the following sites: http://sunbiz.org/index.html or https://www.dos.myflorida.com/. The Proposal shall contain evidence of

Proposer’s authority and qualification to do business in the state or locality where the Project is located, or Proposer shall covenant in writing to obtain such qualification prior to award of the Contract and attach such covenant to the

Proposal. Proposer’s state contractor license number, if any, shall also be shown on the Proposal Transmittal Form located in the VENDOR

QUESTIONNAIRE section of this Solicitation.

H. The Respondent shall be appropriately registered with the System for Awards

Management (SAM.gov) at the time of submitting a proposal. Please visit

SAM.gov for additional information regarding registration. If a Proposer has already registered with SAM.gov, a Unique Entity Identifier (UEI) number must be provided on the Solicitation Proposal Transmittal form and by completing the

System for Award Management form in the VENDOR QUESTIONNAIRE section of this Solicitation.

I. The Proposal should address the requirements in a clear and concise manner in the order stated herein.

J. Proposals must include the information/documents specified and requested in the Solicitation. Proposals that do not adhere to the format or include the https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464 http://sunbiz.org/index.html https://www.dos.myflorida.com/ requested information/documents may be considered incomplete and therefore unresponsive by the County.

K. Respondents shall submit a preliminary schedule narrative and milestone timeline reflecting its approach to meeting the County's target milestones. The schedule must include, but is not limited to preconstruction activities, bidding/early bid packages, permitting, mobilization, phased construction (if applicable), substantial completion, and final completion. The schedule is for evaluation purposes only and is not a guaranteed contract schedule until incorporated into the negotiated Contract and Notice to Proceed.

L. The County reserves the right to seek additional/supplemental representation on specific issues as needed.

M. Proposals should be typed or clearly written. No changes in or corrections to

Proposals will be allowed after the Proposals are opened.

N. The signer of the Proposal must declare that the Proposal in all respects fair and in good faith without collusion or fraud and that the signer of the Proposal has the authority to bind the principal Proposer.

O. The County shall not be liable for any costs incurred by Proposer prior to entering into a contract and the issuance of the Notice to Proceed. Therefore, all

Respondents are encouraged to provide a simple, straightforward, and concise description of their ability to meet the Solicitation requirements.

P. Refer to the INSTRUCTIONS TO PROPOSERS section of this Solicitation for additional information and instructions.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395290

SECTION 6 PROPOSAL RECEIPT AND OPENING

A. All Proposals shall be submitted electronically by 10:00 am on Monday, August

10, 2026 via the County's OpenGov Portal located at https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464.

B. The County OpenGov Portal Clock is the official clock for the determination of all deadline dates and times. The responsibility for submitting the Proposal no later than the specified time and date is solely that of the Proposer. The County will not be responsible for delays caused by technical difficulties, such as poor internet connectivity. The County strongly recommends completing your response well ahead of the deadline.

C. Submission of Proposals by mail, fax or other electronic means will not be accepted.

D. Proposals will not be accepted after the submission deadline will not be accepted.

E. A Proposal may be withdrawn or modified prior to the time fixed for the opening of Proposals, by clicking "Un-submit Response". Negligence on the part of the

Proposer in preparing the Proposal confers no right for withdrawal of the

Proposal after it has been opened.

F. All Proposals will be opened on the date and time indicated in the SCHEDULE

OF EVENTS AND QUESTIONS (i.e., date Proposals are due) section of this

Solicitation, or as modified by addendum.

G. Pricing shall be valid for a period of ninety (90) days from opening of Proposal or until award is made, whichever occurs later.

H. Time is of the essence. The Construction Contractor shall achieve Substantial

Completion by the date set forth in the Contract. For each calendar day of delay attributable to the construction Contractor, the County may assess liquidated damages as set forth herein. In addition, the Construction Contractor shall not be entitled to construction phase fee or general conditions for the period of delay. The Construction Contractor shall not be entitled to any extension of

Contract Time unless it demonstrates that the delay impacted the critical path and was not caused by the Construction Contractor or its subcontractors.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464 https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395299 https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395299

SECTION 7 EVALUATION OF PROPOSALS AND SELECTION

PROCESS

A. Respondents to this Solicitation that satisfy the required qualifications and are deemed to be responsive and responsible shall be ranked by a Selection

Committee appointed by the County Administrator.

B. In ranking proposals, the Selection Committee shall evaluate the proposals based on this Solicitation, the information provided by the Proposer, and rank each proposal for compliance with the qualifications of each Proposer and compliance with the mandatory requirements of the Solicitation.

C. A Respondent whose Proposal, past performance, or current status that does not reflect the capability, integrity, or reliability to perform fully and in good faith the requirements of the Solicitation and contract may be rejected as non-responsible.

D. Responses to this Solicitation that do not meet the requirements specified herein may be considered non-responsive or non-responsible, as applicable.

E. The County may consider the following factors in addition to price when determining whether a Response is responsive and responsible:

1. Ability, capacity, and skill of the Respondent to perform the contract.

2. Whether the Respondent can perform the contract within the time specified, without delay, interference, or conflict with current workload.

3. Character, integrity, reputation, judgment, experience, and efficiency of the

Respondent.

4. Quality of performance of previous contracts.

5. Previous and existing compliance by the Respondent with laws and regulations relating to the contract.

6. Sufficiency of the financial resources and ability of the vendor to perform the contract or provide the work.

7. Quality, availability and adaptability of the supplies or contractual services to the particular use required.

8. Ability of the Respondent to provide further maintenance and service for the use of the subject of the contract, if applicable.

9. Number and scope of conditions attached to the proposal or quote.

10. Qualifications of personnel, licensing, and corporate qualifications

11. Evidence of improper litigation.

12. Use of one or more subcontractors with a record of inferior performance.

F. For the purposes of this Solicitation, the County may consider evidence within the ten-year period preceding this Solicitation.

G. Clarification from Proposers: The County may seek clarification from any or all

Respondents and consider such supplementary information in the evaluation of the Proposal.

H. In the best interest of the County, the Gadsden Board of County Commissioners reserves the right to reject any and all responses or waive any minor irregularity or technicality in responses received. Proposers are cautioned to make no assumptions unless their response has been deemed responsive.

I. The Selection Committee will evaluate the Proposals that are responsible and responsive to the requirements of this Solicitation using the weighted criteria listed in order of importance found in the EVALUATION CRITERIA section of this

Solicitation:

J. Proposals may be selected for interviews or oral presentations (shortlisted) as may be necessary. The County makes no commitment to any Respondent to this

Solicitation beyond consideration of the written response to this Solicitation. All

Respondents will be notified of the shortlisted and non-shortlisted Respondents as well as the date, time, and location of interviews and/or oral presentations.

The County may consider any supplementary information from interviews or presentations in the evaluation of the Response.

K. In the event the lowest, responsive, responsible proposal for construction projects exceed the grant or EOR probably cost estimates, the County

Administrator or the County attorney is authorized, when time or economic considerations preclude rebidding of the work of a reduced scope, to negotiate an adjustment of the scope of work with the lowest, responsive, responsible

Respondent, to bring the proposal within the available funding.

L. The County reserves the right to reject any and all Respondents, including without limitation, nonconforming, non-responsive, unbalanced, or conditional

Responses. The County reserves the right to reject the Proposal of any

Respondent whom it finds, after reasonable inquiry and evaluation, to be non-responsible. The County also reserves the right to waive all informalities not involving price, time, or changes in the Work and to negotiate contract terms with the successful Respondent.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/250464/document?section=2395289

M. More than one Proposal for the same work from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any Respondent has an interest in more than one Proposal for the

Work may be cause for disqualification of that Respondent and the rejection of all

Proposals in which that Respondent has an interest.

N. Individual Committee members will be removed from the Committee if unable to participate in all reviews, and scoring will be based on the scores of the remaining Committee members.

O. Reference Checks: The County may conduct reference checks relevant to the proposal with any or all of the references cited in the Proposal to verify any and all information and rely on or consider any relevant information from such cited references in the evaluation of the Proposal.

P. In evaluating Proposals, the County will consider whether or not the Proposals comply with the prescribed requirements, and such alternates, unit prices and other data, as may be requested in the Solicitation or prior to issuance of the

Notice to Proceed.

Q. In evaluating Proposals, the County will 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 may be required to be submitted as provided herein. Refer to the INSTRUCTIONS TO PROPOSERS section of this Solicitation.

R. The County may conduct such investigations as it deems necessary to establish the responsibility, qualifications, and financial ability of Respondents, proposed subcontractors, suppliers, individuals, or entities to perform the work. Any respondent or sub-contractor having access to County facilities or property may be required to be screened to a level that may include but not limited to fingerprinting and a statewide criminal background check with any all fees for such the responsibility of the Respondent or subcontractor.

S. Responses to this Solicitation not meeting the requirements specified herein will be considered non-responsive or not responsible, as applicable.

T. Right of Rejection: The County reserves the right to reject a proposal or all proposals per Section 8.9, if in the best interest of the County. All Respondents are cautioned to make no assumptions unless their Proposal has been deemed responsive.

https://procurement.opengov.com/portal/gadsdencountyfl/projects/246637/document?section=2355700

U. The Proposals deemed best by the selection committee shall be presented by the County Administrator in the form of an Agenda Request to the Gadsden

County Board of Commissioners, who shall either accept or deny the recommendation of the selection committee as presented by the County

Administrator.

SECTION 8 EVALUATION CRITERIA

The selection committee will evaluate the Proposals that are responsible and responsive to the requirements of this Solicitation using the following weighted criteria listed in order of importance:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience with Similar Projects and

Firm Qualifications

Respondents must be:

• Licensed in State of Florida as a

General Contractor

• Have experience with related facilities, and

• Have experience with public sector projectsExperience with related facilities

Points Based 25 (25% of Total)

2. Project Approach and Project

Timeline/Schedule/Milestone Plan

Project Approach & Project

Timeline/Schedule/Milestone Plan

Time is of the essence. The Construction

Contractor shall achieve Substantial

Completion by the date set forth in the

Contract. For each calendar day of delay attributable to the Construction Contractor, the County may assess liquidated damages as set forth herein. In addition, the Construction Contractor shall not be entitled to construction phase fee or general conditions for the period of delay. The Construction Contractor shall not be entitled to any extension of Contract

Time unless it demonstrates that the delay impacted the critical path and was not caused by the Construction Contractor or its subcontractors.

A. Contract

Execution TBD

B. Pre-Construction

Meeting 10 days from

Contract Execution

C. Issuance of Notice to

Proceed Issued upon completion of Building Permitting

D. Pre-construction

Activities 10 days from

Issuance of Building Permitting

E. Substantial

Completion 30 days before deadline 12.31.26

F. Final Completion and

Acceptance 30 days from

Substantial Completion*

*Consecutive calendar days.

**The milestones and/or target dates are subject to change based on the actual date of the contract execution, the issuance of the Notice to Proceed (NTP), or other unknown factors.

Points Based 35 (35% of Total)

3. Cost Proposal

Direct Labor for Construction for fencing, windows/Doors, pads, louvers, glass, painting, demolition, etc.

Indirect Costs for administrative, design, bid development

Other Direct Costs

Equipment, Materials & Supplies

Subcontracts

Points Based 20 (20% of Total)

4. References on Recent Projects/Past

Performance

On recent projects similar in scope and design

Performed in accordance with manner of performance set forth in contract

Quality and value

After-build follow-up

Warranties/guarantees

Subcontractor performance

Timeliness

Points Based 10 (10% of Total)

5. Community Engagement/Local

Preference

Experience in Gadsden County

Experience in specific municipality where project is

Experience in North Florida

Points Based 5 (5% of Total)

6. Minority Business Enterprise

(MBE)/Disabled Veterans (DV)

Preferences* required in grant agreement

Minority business owner

Disabled veteran

Points Based 5 (5% of Total)

SECTION 9 INTENT TO AWARD AND CONTRACT EXECUTION

A. The County reserves the right to incorporate the successful Proposal into the

Contract. Failure of a firm to accept this obligation may result in the cancellation of the award to said Respondent and the County shall then negotiate with the next ranked Respondent.

B. The construction, interpretation, and performance of this Solicitation, and all transactions under it, shall be governed by the laws of the State of Florida and

Gadsden County. The Agreement shall include all terms and conditions of this

Solicitation, any addenda, response, and the County’s contract issued as a result of this Solicitation.

C. The County reserves the right to…