BOARD OF COUNTY COMMISSIONERS,

WALTON COUNTY, FLORIDA

REQUEST FOR PROPOSAL

For

Insurance Brokerage Services for Property and Casualty

Insurance Services

RFP NO: 26-12

Introduction

PURPOSE:

The County has issued this Request for Proposals (RFP) with the sole purpose and intent of obtaining proposals from interested and qualified Proposers offering to provide Insurance

Brokerage Services for Property and Casualty Insurance Services, in accordance with the specifications stated herein. For purposes of this RFP, "Proposer" refers to firms submitting proposals. "Consultant" refers to the firm selected for award.

Scope of Services

Insurance Program Management

The Consultant shall market, negotiate, place, and assist with the ongoing management of the

County’s property, casualty, and liability insurance programs, including but not limited to:

• Property Insurance

• General Liability

• Automobile Liability and Physical Damage

• Workers’ Compensation

• Cyber Liability

• Public Officials and Employment Practices Liability

• Inland Marine

• Crime / Fidelity

• Excess and Umbrella Liability

The Consultant shall also market, negotiate, place, and manage ancillary and specialty coverages as needed, including but not limited to:

• Pollution / Environmental Liability

• Drone / Unmanned Aircraft Systems (UAS) Liability

• Storage Tank / Environmental Coverage

• Liquor Liability

• Recreation and Parks-Related Insurance

• Special Events Coverage

• Volunteer Accident Coverage

• Bonds and other specialty or emerging coverages

The County’s insurance program may include coverage for Walton County Constitutional

Officers, including the Clerk of the Court, Supervisor of Elections, Tax Collector, and Property

Appraiser.

Coverage Analysis and Program Review

The Consultant shall perform a comprehensive review of the County’s insurance program, including:

• Review of all policies, endorsements, limits, deductibles, sublimits, and exclusions

• Analysis of premiums, rating methodologies, loss history, and cost allocation practices

• Review of exposure data, including payroll classifications, experience modification factors, fleet schedules, and property schedules

• Review of prior premium audits and experience rating data, including assistance with corrections or appeals

• Review of open and closed claims, including reserve adequacy

• Identification of coverage gaps, overlaps, and inconsistencies

• Evaluation of coverage limits and sublimits relative to County exposures

• Identification and quantification of potential uninsured or underinsured loss scenarios

• Provision of benchmarking data from comparable public sector entities

The Consultant shall provide written recommendations to improve coverage, reduce risk, and optimize the County’s total cost of risk.

Marketing and Placement of Insurance

The Consultant shall assist the County with the marketing and placement of insurance coverage, including:

• Soliciting competitive proposals from qualified insurance carriers

• Preparing and coordinating underwriting submissions

• Providing a detailed marketing summary identifying carriers approached, responses received, and declinations

• Performing comparative analysis of coverage, pricing, limits, deductibles, and terms

• Negotiating coverage terms to obtain the most appropriate coverage available in the marketplace

• Ensuring timely binding of coverage and issuance of all policies, endorsements, certificates, and evidence of insurance

• Verifying the financial strength and stability of insurance carriers and advising the

County of any concerns

• Reviewing all policies and endorsements for accuracy and compliance

Ongoing Insurance Services

The Consultant shall provide ongoing support services, including:

• Coverage interpretation and insurance-related consultation

• Assistance with policy changes, endorsements, and certificates of insurance

• Maintenance of accurate insurance documentation and records

• Support to County departments for insurance requirements related to contracts, grants, leases, and special events

• Monitoring renewals and compliance requirements to prevent coverage lapses

• Coordination of property appraisals or valuations as needed

• Availability during emergencies or incidents impacting County operations

• Coordination with carriers, third-party administrators, and County staff to resolve service or billing issues

• Monitoring carrier financial condition and advising the County of rating changes or financial concerns

Risk Management and Loss Control Services

The Consultant shall provide risk management and loss control services, including:

• Risk assessments of County operations, facilities, and high-risk activities

• On-site loss control inspections and written recommendations as requested

• Identification of loss drivers and factors impacting insurability

• Assistance with development of targeted loss control strategies

• Claims trend analysis to reduce frequency and severity

• Delivery or coordination of safety and risk-related training

• Benchmarking of County performance against comparable entities

Claims Management and Advocacy

The Consultant shall provide claims advocacy services, including:

• Assignment of a dedicated claims advocate

• Assistance with claims intake and documentation

• Periodic claims reviews, reserve evaluations, and closure strategies

• Support for subrogation and recovery efforts

• Coordination or support of investigative resources in cases involving suspected fraud

• Guidance on workers’ compensation best practices and return-to-work programs

• Quarterly claims review meetings

Risk Transfer and Contract Support

The Consultant shall assist with risk transfer and contractual insurance matters, including:

• Review of contracts, leases, permits, and agreements for insurance and indemnification provisions

• Guidance on insurance implications for County projects and capital improvements

• Evaluation and recommendation of insurance requirements based on exposure type

• Ongoing support for ad hoc risk transfer and insurance-related inquiries

Reporting and Communication

The Consultant shall provide reporting and communication, including:

• Comprehensive stewardship reports summarizing insurance program performance, claims activity, and trends

• Participation in meetings with County leadership as requested

• Timely communication regarding emerging risks, market conditions, and regulatory changes

• Maintenance of a clear escalation process for urgent issues

Strategic Planning and Advisory Services

The Consultant shall provide strategic advisory services, including:

• Analysis of insurance market trends aligned with the County’s budgeting process

• Advisory support for major County initiatives, expansions, or operational changes

Submittal Requirements

General Requirements

The purpose of the proposal is to demonstrate the qualifications, competence, capacity, and methodology of the Proposer seeking to provide the services in conformity with the requirements of this RFP. The proposal should demonstrate the combined qualifications of the Proposer and of the particular staff to be assigned to this engagement.

While the proposal shall address all the points outlined in the RFP, it should also specify an approach that will meet the RFP requirements. The proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s capabilities to satisfy the RFP requirements.

The Consultant shall act in the best interest of the County and disclose any actual or potential conflicts of interest, including financial relationships with insurance carriers that may influence recommendations.

Format Requirements

The County requires a uniform format to ensure that all proposals are fairly evaluated. Proposals shall be organized as outlined below and shall include the information specified.

Proposers shall include the following information in their submittal responses to this RFP. The following format and sequence should be followed in order to provide consistency in responses and to ensure each proposal receives full consideration.

Tab 1: INTRODUCTION LETTER

Provide an introduction letter introducing Proposer, including corporate name (if applicable), address, telephone number, name and email address of principal officer, number of years in business, and size of staff. Briefly state that Proposer fully understands the scope of services, possesses the capacity and ability to perform said services, and will make a positive commitment to perform the services as described herein. Provide the name and title of the person designated as the contact for contract administration. The introduction letter shall be signed by an individual authorized to bind Proposer.

Tab 2: QUALIFICATIONS OF PROPOSER/RELEVANT EXPERIENCE

Proposers shall provide information demonstrating their qualifications, experience, and capability to perform the services described in this RFP. Submittals should include a description of their experience providing insurance brokerage and risk management services to public-sector entities of similar size, scope, and complexity, with particular emphasis on experience serving counties or comparable governmental organizations. Proposers should highlight relevant expertise, key areas of specialization, and any distinguishing experience that demonstrates their ability to successfully support the County’s insurance and risk management objectives.

Tab 3: REFERENCES

Provide references for services performed within the past FIVE (5) years similar in scope and nature to those required by this RFP. These references must include, at a minimum: name of company or entity, contact person, address, email, and telephone number. References shall include the general description of the services and contract dates. Letters of commendation or recommendation may be included in this section.

Tab 4: REQUIRED SUBMITTAL FORMS: Proposers shall submit the required forms listed on the Vendor Questionnaire. Copies of support documentation such as licenses, resumes, or certifications may be provided here.

Important: Proposers are responsible for reviewing all required forms and documentation listed in this solicitation. If any forms require notarization—such as the Public Entity Crimes Statement or the Unauthorized Alien Affidavit—they must be properly executed and uploaded with your submission. Failure to include completed and notarized documents, where applicable, may result in your proposal being deemed non-responsive.

Evaluation Criteria

Proposals will be evaluated by an evaluation committee using criteria listed. The following chart includes the principal selection criteria, which will be considered during the evaluation process.

The committee may short list no less than three Consultants assuming that three proposals have been received, that it deems to best satisfy the selection criteria. The committee and/or the

Walton County Board of County Commissioners may then conduct interviews and/or require oral presentations from the short-listed Consultants. Interviews or oral presentations, if conducted, may be scored or considered as part of the final evaluation at the County’s discretion.

No. Evaluation Criteria Scoring Method Weight (Points) https://procurement.opengov.com/portal/waltoncountyfl/projects/236128/document?section=2247681

1. Qualifications and Experience Evaluation of the Proposer’s overall qualifications, experience, and demonstrated ability to provide insurance brokerage and risk management services for public-sector entities of similar size, scope, and complexity.

Consideration may include, but is not limited to:

• Experience serving counties, municipalities, or other public entities

• Demonstrated expertise with property, casualty, liability, and specialty coverages

• Knowledge of Florida public-sector insurance markets and regulatory environment

• Experience acting as broker of record for comparable insurance programs

Points Based 25 (25% of Total)

2. Project Team and Key Personnel Evaluation of the qualifications, experience, and availability of the proposed project team, including key personnel who will be assigned to the County.

Consideration may include:

• Experience and credentials of the account manager and key staff

• Stability and depth of the proposed service team

• Roles and responsibilities of assigned personnel

• Responsiveness and accessibility of the proposed team

Points Based 15 (15% of Total)

3. Approach and Understanding of Scope of

Services Evaluation of the Proposer’s understanding of the County’s needs and the proposed approach to delivering the services outlined in the Scope of Services.

Consideration may include:

• Demonstrated understanding of the

County’s insurance and risk profile

• Proposed methodology for coverage analysis, marketing, placement, and renewal

• Approach to claims advocacy, loss control, and risk management services

• Ability to proactively identify issues and provide strategic recommendations

Points Based 20 (20% of Total)

4. Claims Management and Risk Management

Services Evaluation of the Proposer’s approach to claims advocacy, loss control, and risk management support.

Consideration may include:

• Claims advocacy model and use of dedicated claims personnel

• Experience conducting claims reviews and reserve evaluations

• Risk management and loss control resources available to the County

• Benchmarking, analytics, and reporting capabilities

Points Based 15 (15% of Total)

5. References and Past Performance Evaluation of references provided by the

Proposer, including past performance with public-sector clients.

Consideration may include:

• Quality of services provided

• Responsiveness and professionalism

• Effectiveness of claims advocacy and risk management support

• Overall client satisfaction

Points Based 10 (10% of Total)

6. Compensation and Cost Proposal Evaluation of the Proposer’s proposed compensation structure and overall cost to the

County.

Consideration may include:

• Transparency and clarity of the proposed compensation

• Reasonableness relative to the services provided

• Disclosure of commissions, fees, contingencies, or other compensation

• Ability to align compensation with the County’s best interests

The County anticipates that compensation may include commissions, fees, or a combination thereof. Proposers shall clearly disclose all forms of compensation, including commissions, fees, contingencies, overrides, or other remuneration received from carriers or third parties. The County reserves the right to negotiate compensation structure and terms with the highest ranked Proposer.

Points Based 15 (15% of Total)

Procurement Rules and Information

Contact Person

Jason Cutshaw

Purchasing Director

176 Montgomery Circle

DeFuniak Springs, FL, 32435

(850) 892-8176 email: cutjason@co.walton.fl.us

All questions regarding this RFP should be directed to the County's e-Procurement Portal

Question & Answer feature. Questions shall be submitted no later than 12:00 am Monday, March

9, 2026. Questions submitted after that date and time will not be answered. DIRECTING

QUESTIONS TO ANY OTHER STAFF, AGENT, REPRESENTATIVE, OR EMPLOYEE

OF THE COUNTY IS PROHIBITED AND WILL RESULT IN SUBMITTAL BEING

DISQUALIFIED. The Purchasing Director and County staff will review and answer questions.

If applicable, answers citing the question(s) asked but not identifying the questioner will be published on the Walton County, Florida e-Procurement Portal. Failure to submit requests in writing by the specified time shall not be grounds for a protest. Note: Written requirements in the

RFP or its amendments are binding, but any oral communications between you and us are not.

CALENDAR OF EVENTS

Listed below are the important actions and dates/times by which the actions must be taken or completed. If the County finds it necessary to change any of these dates/times, it will be accomplished by addendum. All listed times are local time in DeFuniak Springs, Florida.

Advertised: February 20, 2026 https://procurement.opengov.com/portal/waltoncountyfl/projects/236128 https://procurement.opengov.com/portal/waltoncountyfl/projects/236128

Last Day for Questions: March 9, 2026, 12:00am

RFP Close Date: March 16, 2026, 2:30pm

Location:

Walton County Office of Central Purchasing

176 Montgomery Circle

DeFuniak Springs, Florida 32435

Or via teleconference:

Dial: 850-635-0655

Extension: 261217

Review of Submittals: March 17, 2026

Review Committee Ranking (Non-

Mandatory):

March 24, 2026, 9:30am

Location:

Walton County Office of Central Purchasing

176 Montgomery Circle

DeFuniak Springs, Florida 32435

Or via teleconference:

Dial: 850-635-0655

Extension: 261217

Submission of Proposal

Each proposal shall be prepared simply and economically, providing a straightforward, concise delineation of Proposer’s capabilities to satisfy the requirements of this RFP. Fancy bindings, colored displays, and promotional material are not desired. Emphasis in each proposal must be on completeness and clarity of content. Please limit proposals to 30 pages, excluding forms and resumes.

RFP Opening

Proposals will be accepted until Monday, March 16, 2026, no later than 2:30 pm, and will be opened immediately thereafter.

Proposals are due at the time and date specified. Proposals received late will not be considered and will be marked as LATE.

Proposal Evaluation

The County will assemble an evaluation committee to evaluate the proposals. The evaluation committee will evaluate and rank the most advantageous proposals and make a recommendation to the BCC. The evaluation of the proposals will be performed based on the criteria included in this RFP. Each proposal will be evaluated individually and in the context of all other proposals.

Proposals must be fully responsive to the requirements described in this RFP and to any subsequent requests for clarification or additional information made by the County through written addenda to this RFP. The County reserves the right to award the contract to the Proposer submitting the best overall responsive proposal which offers the most advantageous opportunity to the County and is consistent with the evaluation criteria.

As part of the evaluation process, the County may conduct an investigation of references.

Submission of a proposal in response to this RFP constitutes acknowledgment of the investigation process and consent to the County’s investigation. The County is the sole judge in determining the Proposer’s qualifications.

Insurance Requirements

The Consultant shall purchase and maintain through the contract period workers compensation, comprehensive general liability (occurrence form), comprehensive automobile liability, professional liability, including errors and omissions coverage if applicable, and other insurance as is appropriate for the project being performed hereunder by the Consultant, its employees, subcontractors, or agents. All insurance contracts and certificates of insurance shall be executed by a licensed agent of the surety or insurance company possessing a current A.M. Best’s

Financial Strength Rating of A- Class VII or better.

The amounts and types of workers compensation, comprehensive general liability (occurrence form), and comprehensive automobile liability insurance shall conform to the following minimum requirements:

Worker's Compensation

Coverage must apply for all employees and statutory limits in compliance with the applicable state and federal laws, unless Consultant provides a current Florida Workers Compensation exemption certificate. In addition, the policy must include the following:

• Employer's Liability with a minimum limit per accident in accordance with statutory requirements.

• Notice of Cancellation and/or Restriction. The policy must be endorsed to provide the

County with thirty (30) days’ written notice of cancellation and/or restriction.

Comprehensive General Liability

Coverage must include:

• $1,000,000 combined limit per occurrence for bodily injury, personal injury, and property damage.

• Contractual coverage applicable to this specific contract, including any hold harmless and/or indemnification agreement.

• Additional Insured. The County is to be specifically included as an additional insured.

• Notice of Cancellation and/or Restriction. The policy must be endorsed to provide the

County with thirty (30) days’ written notice of cancellation and/or restriction.

Comprehensive Automobile Liability

Coverage must be afforded on a form no more restricted than the latest edition of the

Comprehensive Automobile Liability Policy filed by the Insurance Services Office and must include:

• $300,000 combined single limit per accident for bodily injury and property damage.

• Owned Vehicles.

• Hired and Non-Owned Vehicles.

• Employee Non-Ownership.

• Additional Insured. County is to be specifically included as an additional insured.

• Notice of Cancellation and/or Restriction. The policy must be endorsed to provide the

County with thirty (30) days’ written notice of cancellation and/or restriction.

Professional Liability Coverage must include:

• Minimum limits of $1,000,000 per occurrence and in the aggregate for claims of malpractice, negligence, and errors and omissions.

• Notice of Cancellation and/or Restriction. The policy must be endorsed to provide the

County with thirty (30) days’ prior notice of cancellation and/or restriction of coverage by changed exclusion.

Certificates of Insurance evidencing the insurance coverage specified in this Article shall be submitted to the County with the executed contract. The Certificates of Insurance shall be filed with the County before this contract is deemed approved by the County. The required

Certificates of Insurance not only shall name types of policies provided, but also shall refer specifically to this contract and shall list the certificate holder as "Walton County Board of

County Commissioners." All the policies of insurance so required of Consultant shall be endorsed to include as additional insured the County, its officers, employees, and agents, except for Worker's Compensation. If the initial insurance policy expires prior to contract expiration or termination, renewal Certificates of Insurance shall be furnished thirty (30) days prior to the date of the policy expiration.

The purchase of any of the above-referenced insurance policies shall not release Consultant or any Surety created by this contract from any obligation, warranty, or guarantee provided in this contract.

The Insurance Company(ies) shall be authorized to conduct business in the State of Florida.

Cost for Preparing Proposals

The County is not liable for any costs incurred by the Proposer in responding to this RFP, including those for oral presentations.

Disposal of Proposals

All proposals become the property of the County and will be a matter of record. The County shall have the right to use all ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejection of this proposal will not affect this right.

Rules for Withdrawal

Proposals may be modified or withdrawn prior to the submission deadline. Modifications and withdrawals shall be made via the County's e-Procurement Portal. To modify a proposal, log in to your vendor account at https://procurement.opengov.com/login, and go to your submitted proposal. Click on “Unsubmit Proposal”, make the required changes, and submit the proposal again. To withdraw a proposal, log in to your vendor account at https://procurement.opengov.com/login, and go to your submitted proposal. Click on “Unsubmit

Proposal”.

Any submitted proposal shall remain valid for 60 days after the submission date, but the County at its sole discretion may release any proposal.

https://procurement.opengov.com/login https://procurement.opengov.com/login

Rejection of Proposal

The County reserves the right to accept or reject any proposal as may be deemed necessary by the County to be in its best interest. The County further reserves the right to waive any and all informalities, and reserves the right to reject all nonconforming, unresponsive proposals. The

County reserves the right to reject the proposal of any Proposer if the County believes that it would not be in the best interest of the County to make an award to the Proposer, because the proposal is not responsive or responsible, or the Proposer is unqualified or of doubtful financial ability, or fails to meet any other pertinent standard or criteria established by the County.

Verbal Instructions

No negotiations, decisions, or actions shall be initiated or executed by the Proposer as a result of any discussion with any County employee. Only those communications from Proposers, which are signed and in writing, will be recognized by the County as duly authorized expressions on behalf of the Proposer. Any and all communication with County Commissioners or County staff other than the Office of Central Purchasing is prohibited during the time of the RFP advertising.

Proposers directing questions or communications to anyone other than staff at the Office of

Central Purchasing shall be disqualified.

Sales and Use Tax

The Proposer agrees that all applicable federal, state, and local sales and use taxes that are incurred by the Proposer are included in the stated proposal price for the project. The County is tax exempt from federal excise and state sales tax.

Public Entity Crimes

The Proposer must sign and complete a Public Entity Crime Sworn Statement as defined under

Section 287.133(3)(a), F.S. A person or affiliate who has been placed on the convicted vendor list following a conviction of a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a consultant, supplier, or subcontractor, 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, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

Drug Free Workplace

The Proposer must complete the County’s Drug Free Workplace Certification form, attached and made a part of the RFP. According to Walton County policy, preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals, which are equal with respect to price, quality, and service, are received by the state or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certified that it has implemented a drug-free work place program shall be given preference in the award process. Established procedures for processing tie proposals will be followed if none of the tied Proposers have a drug-free workplace program.

Addendums

The County may issue addendums to modify the RFP as deemed appropriate. Addendums and clarification to this RFP will be posted online on the County's e-Procurement portal. The

Addendum Acknowledgement shall be submitted via the County's e-Procurement portal with each Proposer's submittal responsive to this RFP.

Notices

Any notices to be given under a contract shall be given by United States Mail, addressed to the

Consultant at its address stated therein, and to the County at its address stated therein. Additional notice may also be given by email in which case it shall be deemed that notice was provided on the date said email was received. The party providing notice by email shall confirm that the email was received by the other party.

Protest

Any person or entity whose proposal is rejected, in whole or in part, or who submits a proposal but is not awarded the contract, may protest such decision. Written notice of intent to file a protest must be submitted to the Purchasing Director or Chief Financial Officer within twenty-four (24) hours after the Board’s declaration of its intention with regard to an award. Written protest must be submitted to the Purchasing Director or Chief Financial Officer within ten calendar days after filing written notice of intent. Each written protest must be accompanied by a protest bond in the form of a certified check, cashier’s check, or money order made payable to the Walton County Board of County Commissioners, in an amount equal to 1% of the protestor’s proposal received by the County, but in no case less than $500.00. The condition of the protest bond shall be that, should the protest be determined to be without merit and non-valid, the bond shall be forfeited to the County in its entirety.

Blackout Period

The period between the beginning of the advertisement for the Request for Proposals, Request for Qualifications, Invitation to Bid, or any other competitive solicitation and the contract award, or any resulting bid protest is resolved, or the solicitation is otherwise canceled is referred to as the Blackout Period. During the Blackout Period, any communication regarding the aforementioned solicitations is prohibited between the Proposer (or its agents or representatives) or other entity with the potential for a financial interest in the award (or their respective agents or representatives) regarding such competitive solicitation, and any County Commissioner or

County employee, selection committee member or other persons authorized to act on behalf of the County including the County’s architect, engineer or their subconsultants, or anyone designated to provide a recommendation to award a particular contract, other than Purchasing

Division staff. Each competitive solicitation shall provide notice of the Blackout Period.

Exceptions to the Blackout Period

The Blackout Period shall not apply to:

A. Communications at any public proceeding or meeting, including pre-proposal conferences, selection committee presentations, or pre-award meetings.

B. Communications during contract negotiations between designated County employees and the intended contract awardee.

C. Communication with the Proposer initiated by a Purchasing Division employee following the opening of the solicitation submittals to clarify the Proposer's bid, proposal or intended scope of services.

D. Communication following the filing of a protest between the protesting party and the

Purchasing Division, County Administrator’s Office, and County Attorney’s Office, during the dispute resolution process.

E. Purchases exempt from competitive selection, sole source procurements, single source procurements, and emergency procurements, as defined in Walton County Purchasing

Policy and Procedure manual.

F. Communications with existing consultant in the performance of existing contracts.

Indemnifications

The Consultant shall indemnify and save harmless the County, its officers, agents and employees, from all claims, suits, or actions at law or equity, damages, losses, and expenses, whether direct or indirect, or consequential, including but not limited to, charges of engineers, attorneys, and other professionals and costs of both defense and appeal, in a court of law or other tribunal, for any reason whatsoever, including but not limited to bodily injury, sickness, disease or death of any person, including employees of the Consultant or any subcontractor, or injury to or destruction of property, including loss of use, which claims are arising out of, related to, connected with, or caused by (a) the Consultant or any subcontractor or supplier of the

Consultant's negligent performance or non-performance of the project; (b) noncompliance with federal, state, and local laws and regulations by Consultant, or any subcontractor of Consultant;

or (c) the failure of Consultant, or any subcontractor of Consultant to obtain or renew the insurance coverage's required by the Contract Documents. The provisions of this indemnification agreement shall include all claims made, whether or not caused in part, by any act or omission of the County, its respective officers, agents, or employees, provided the Consultant shall not be required to indemnify the County for the County’s own negligence.

Public Access

A request to inspect or copy public records relating to this Contract must be made directly to the

County. If the County does not possess the requested records, it shall immediately notify the

Consultant of the request, and the Consultant must provide the records to the County or allow the records to be inspected or copied within a reasonable time (§119.0701(3)). If the Consultant fails to provide the public records within a reasonable time, the Consultant may be subject to penalties under §119.10, F.S.

The Consultant shall comply with the requirements of Florida’s Public Records law in accordance with Section 119.0701, Florida Statutes, the Consultant shall (1) Keep and maintain public records required by the public agency to perform the service; (2) Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided under Florida’s Public Records law or as otherwise provided by law; (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of this contract if the Consultant does not transfer the records to the public agency; and (4) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Consultant or keep and maintain public records required by the public agency to perform the service. If the Consultant transfers all public records to the public agency upon completion of the contract, the Consultant shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Consultant keeps and maintains public records upon completion of this contract, the Consultant shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from public agency’s custodian of public records, in a format that is compatible with the information technology system of the public agency.

IF THE CONSULTANT HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONSULTANT’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO

THIS AGREEMENT, CONSULTANT SHALL CONTACT THE CUSTODIAN

OF PUBLIC RECORDS AT:

Genara Roop, Records Management Liaison Officer

161 E. Sloss Avenue

DeFuniak Springs, Florida 32433

850-892-8110 publicrecords@co.walton.fl.us

Representation

The Proposer represents to the County that:

A. The Proposer is properly certified and licensed, is solvent financially, and is experienced in and competent to complete this RFP's Scope of Services.

B. The Proposer is familiar with all federal, state, local, or other regulatory laws, ordinances, and regulations, which in any manner whatsoever, may affect the performance of the project or service requested.

Unauthorized Aliens

The County prohibits contracting with Consultants that knowingly utilize services of unauthorized aliens in the performance of contracts for goods or services with the County.

Proposers shall complete and submit the attached Unauthorized Aliens Form with their proposals.

Identical Tie Proposals

In the event of a tie between identical proposals responsive to this RFP, the County shall make the final determination of the award.

E-Verify

The Consultant shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of (a) all persons employed by the Consultant during the term of any contract resulting from award of this RFP to perform employment duties within Florida;

and (b) all persons (including subcontractors) assigned by the Consultant to perform work pursuant to the contract.

Lobbying Prohibition

No funds received pursuant to this contract may be expended for lobbying the Florida

Legislature, judicial branch, or any state agency, in accordance with Section 216.347 Florida

Statutes.

Prohibition Against Considering Social, Political, or Ideological Interests in Government

Contracting

Pursuant to §287.05701, Florida Statutes, the County may not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Further, the County may not give preference to a Proposer based on the

Proposer's social, political, or ideological interests.

Contents of RFP

This section contains instruction regarding the format of the proposals that are to be submitted.

Contact for Contract Administration

Proposers shall return the Contact for Contract Administration Form. This shall be the

Proposer's representative for the day-to-day activities of this contract. The signer shall have the authority to bind the Proposer to the submitted proposal.

Forms

It is MANDATORY that Proposers shall submit the required forms listed on the Vendor

Questionnaire.

Term of Contract

The term of this contract is estimated to be for two (2) years-beginning on the date of its complete execution with options to renew for two (2) additional one-year (1) terms at the sole discretion of the County. The actual term will be determined during the negotiation with the highest ranked Proposer with the understanding that Walton County desires this work to be completed professionally within a reasonable timeframe for the services described herein.

The County may terminate this contract at any time with or without cause, and with or without prior notice when it is in the best interest of the County.

Award of Contract

The County will award this RFP to the MOST responsible, responsive Proposer with the best cumulative score that meets the County’s needs. In the event the Proposer with the best cumulative score is found to be non-responsive, the County may proceed to the responsible, responsive Proposer with the next best cumulative score and continue the award process.

Vendor Questionnaire

Proposal Submittal*

Upload your RFP response in accordance with Submittal Requirements.

*Response required

Proposal Fee Schedule *

*Response required

Information Sheet For Transactions and Conveyances / Corporate Identification

The following information will be provided to the Office of the County Attorney for incorporation in legal documents. It is, therefore, vital all information is accurate and complete.

Please be certain all spelling, capitalization, etc. is exactly as registered with the state or federal government.

Was this entity created in the State of Florida?* ☐ Yes

☐ No https://procurement.opengov.com/portal/waltoncountyfl/projects/236128/document?section=2247682

*Response required

When equals "No"

In what State was it created?* *Response required

When equals "No"

Name as spelled in that State:* *Response required

What kind of entity is it?* ☐ "For Profit"

☐ "Not for Profit"

*Response required

Is the entity in good standing?* ☐ Yes

☐ No

*Response required

Is the entity authorized to transact business in Florida?* ☐ Yes

☐ No

*Response required

Florida Department of State Certificate of Authority Document Number* *Response required

Does it use a registered fictitious name?* ☐ Yes

☐ No

*Response required

Name of Officers:*

• President

• Vice President

• Secretary

• Treasurer

• Director

• Other

*Response required

Name of entity (as used in Florida)* Spelled exactly as it is registered with the state or federal government.

Principal Address* Please provide post office box and street address for mail and/or express delivery; also for recorded instruments involving land.

*Response required

FEI/EIN Number* For all instruments to be recorded, taxpayer’s identification is needed.

*Response required

Name and Title of individual who will sign the instrument on behalf of the entity.* (Upon issuance of the Notice of Award, contract shall be signed by the President or Vice-

President. Any other officer shall have permission to sign via a resolution approved by the

Board of Directors on behalf of the company. Awarded contractor shall submit a copy of the resolution together with the executed contract to the Office of Central Purchasing)

(Spelled exactly as it would appear on the instrument)

*Response required

Vendor Certifications and Forms

Drug-Free Workplace Certification* Identical tie bids: preference shall be given to businesses with drug-free workplace programs.

Whenever two or more bids which are equal with respect price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certified that it has implemented a drug-free work place program shall be given preference in the award process. Established procedures for processing tie bids will be followed in none of the tied Consultants have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace 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, available drug counseling, rehabilitation providing 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 of contractual services that are under bid a copy of the statement specified in paragraph #A.

D. In the statement specified in paragraph #1, notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of or pleas of guilty or no contest to, and violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the work place 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, by 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.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

☐ Please confirm

*Response required

Contact for Contract Administration* Please provide the following information for the contact:

• Name

• Title

• Company Name

• Address

• Telephone Numbers

• Fax Number

• Email

*Response required

Public Entity Crimes* Please download the below documents, complete, and upload.

• PUBLIC_ENTITY_CRIMES.docx

*Response required

Unauthorized Aliens* Please download the below documents, complete, and upload.

• Unauthorized_Aliens.pdf

*Response required

Proof of Registration with State of Florida Division of Corporations (Sunbiz.org) * *Response required

Local Preference Application

I hereby certify under penalty of perjury that my business qualifies as a local vendor/contractor in accordance with Walton County Purchasing Policies and Procedures, Procedure No: PP-017. * ☐ My business maintains its principal place of business within Walton County; OR

☐ My business has maintained a permanent place or places of business within Walton County and has employed people who live in Walton County on a regular and continuing basis for at least six (6) months prior to the advertising of this Request for Proposal.

https://government-project.s3.us-west-2.amazonaws.com/70274/423fc7d5-a24a-4d15-bde4-e66f0c61072e_PUBLIC_ENTITY_CRIMES.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OMEFPRXE%2F20260310%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260310T125034Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHwaCXVzLXdlc3QtMiJHMEUCIHHt4u7bTE1b8ArJJL1PEV7T4ymrE%2Bv7j4Cg3CYeGtMTAiEApjKKFjCLJULtN0FYM70mnNEQdhnivCrBJZrGb7GvEZ0qjAUIRRACGgw4OTIzNjQ2ODc2NzIiDEKi93lt1F8ZOtA4MSrpBMNKM8XWCKR3zD5RTjWuXAQRENeKZgIxiCeffaL3b1j6uSYoKKWUl7cbIupbDkTU76FfqXOwF8jRep%2BCteFWDf1R4ST0UwZvXW%2BXzg1AafZUKAJarjBsLQ%2BHLRIQAqiG%2B7I844NIf3my%2B6kd9XJWH1kLLSALrZyYl5%2FoHlkuxUoNl8H6CWl58CIRIBjtE42fnboYrdDf2Z9A8iNNSnYXY%2Bowj27Bb99XfFvw2rnuToZ6alMaBFK7pnSKi26vtVmsOoJNGWLZXEK6HDW%2F2yt9XsgXvkRWtSwzaNyoywC%2FuydAB1hQjiz%2FNe4WIBJNQvc4tKgmWfS6eFiOpf7dDJ9CH0SJjjTXHIEe%2BP0Hk%2Bc31%2BX%2Bc7jkCIAfX6uw2mDtTE%2FGrVhEHCVvsW3zLWps0kszHUa0FcZMC4JJTRr2BRzGplc2aIIs1SIVVDex9Kwqj8i6alXHcqQbYQf6XV3LgiI%2FqFn0PzKt%2FdleeXoAh5D4WZFEEnaWYwbaBeBgBVaYsjhkmG47YQLWW1f90FSGiV7fB9ZJOGV6FZARf4U0VysqMue%2BVMhKIRfRO8aLSBQ%2BBW%2F2ENc2njX6Km01CM0JYiH3rE01JhJ8Cs%2FkjjsZk2vo3KoDFOrw2Wl8Gr4opRpxI0uoCAhA7Ov%2Bj%2Fc9xgfP2mO01lXFq6Pi74%2F23VH85tl0QSarVmXptffQK3TPFNPoRCM9Zcs%2FTFFj6eRnuji%2F1Y%2B1o4wlsjeECV38NmspZy2ZfRkkIrprRl%2FQnTQ5aUmCDxfc5Gy%2F3JJjcjlul1qeRaHft3%2BonBmgS8cymwKUYcrjsQwNPvt4yLN%2FG8anMJiQwM0GOpkBnfSxkRn8jZoMoY%2Bqt6cV90Y0pEm1bzbN0eGXWqTF8pkUiLMY8e93qrSxw7X%2FQRp29H3NHzVV8Hdzif4Uu0pRGOSVAr13ErTYZOPNM0MbJ%2Fx1Y46G8dTY%2FdrBJXN41mJowEYl6Pum1HT5ac8uIZRMW9ye8rvC9XKg9exO5fQbqxdzX2rmqawoWGQOi%2FmNpLGv3Ik3vmf%2BmLR8&X-Amz-Signature=883dd006c8cba4d4ebf97b1f0b29013a6b9b20a7244466add659340285350142&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22PUBLIC_ENTITY_CRIMES.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/70274/c0a27443-ccbb-4c46-8d3c-7432bfe422d8_Unauthorized_Aliens.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OMEFPRXE%2F20260310%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260310T125034Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHwaCXVzLXdlc3QtMiJHMEUCIHHt4u7bTE1b8ArJJL1PEV7T4ymrE%2Bv7j4Cg3CYeGtMTAiEApjKKFjCLJULtN0FYM70mnNEQdhnivCrBJZrGb7GvEZ0qjAUIRRACGgw4OTIzNjQ2ODc2NzIiDEKi93lt1F8ZOtA4MSrpBMNKM8XWCKR3zD5RTjWuXAQRENeKZgIxiCeffaL3b1j6uSYoKKWUl7cbIupbDkTU76FfqXOwF8jRep%2BCteFWDf1R4ST0UwZvXW%2BXzg1AafZUKAJarjBsLQ%2BHLRIQAqiG%2B7I844NIf3my%2B6kd9XJWH1kLLSALrZyYl5%2FoHlkuxUoNl8H6CWl58CIRIBjtE42fnboYrdDf2Z9A8iNNSnYXY%2Bowj27Bb99XfFvw2rnuToZ6alMaBFK7pnSKi26vtVmsOoJNGWLZXEK6HDW%2F2yt9XsgXvkRWtSwzaNyoywC%2FuydAB1hQjiz%2FNe4WIBJNQvc4tKgmWfS6eFiOpf7dDJ9CH0SJjjTXHIEe%2BP0Hk%2Bc31%2BX%2Bc7jkCIAfX6uw2mDtTE%2FGrVhEHCVvsW3zLWps0kszHUa0FcZMC4JJTRr2BRzGplc2aIIs1SIVVDex9Kwqj8i6alXHcqQbYQf6XV3LgiI%2FqFn0PzKt%2FdleeXoAh5D4WZFEEnaWYwbaBeBgBVaYsjhkmG47YQLWW1f90FSGiV7fB9ZJOGV6FZARf4U0VysqMue%2BVMhKIRfRO8aLSBQ%2BBW%2F2ENc2njX6Km01CM0JYiH3rE01JhJ8Cs%2FkjjsZk2vo3KoDFOrw2Wl8Gr4opRpxI0uoCAhA7Ov%2Bj%2Fc9xgfP2mO01lXFq6Pi74%2F23VH85tl0QSarVmXptffQK3TPFNPoRCM9Zcs%2FTFFj6eRnuji%2F1Y%2B1o4wlsjeECV38NmspZy2ZfRkkIrprRl%2FQnTQ5aUmCDxfc5Gy%2F3JJjcjlul1qeRaHft3%2BonBmgS8cymwKUYcrjsQwNPvt4yLN%2FG8anMJiQwM0GOpkBnfSxkRn8jZoMoY%2Bqt6cV90Y0pEm1bzbN0eGXWqTF8pkUiLMY8e93qrSxw7X%2FQRp29H3NHzVV8Hdzif4Uu0pRGOSVAr13ErTYZOPNM0MbJ%2Fx1Y46G8dTY%2FdrBJXN41mJowEYl6Pum1HT5ac8uIZRMW9ye8rvC9XKg9exO5fQbqxdzX2rmqawoWGQOi%2FmNpLGv3Ik3vmf%2BmLR8&X-Amz-Signature=18a1626e52b4701b7885bb8bb307ee3e87ba854e97cf70e6077ab059b2727a94&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Unauthorized_Aliens.pdf%22&x-id=GetObject

☐ My business does not qualify as a local vendor/contractor under the Walton County

Purchasing Policies and Procedures, Procedure No: PP017. Therefore, we are not claiming a local preference.

*Response required

Conflict of Interest Disclosure

For purposes of determining any possible conflict of interest, all Consultants must disclose if any

Walton County employee(s), elected official(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business.

Indicate either “YES” (a County employee, elected official, or agency is also associated with your business), or “NO”.* ☐ Yes

☐ No

*Response required

When equals "Yes"

Give person(s) name(s) and position(s) with your business.*