INVITATION TO BID (ITB) & RESPONDENT’S ACKNOWLEDGEMENT

ITB TITLE: ITB NUMBER:

EMS Supplies and Inventory Management Software ITB PS 29-26

ISSUE DATE: February 16, 2026

LAST DAY FOR QUESTIONS: March 3, 2026 @ 3:00 P.M. (CST)

OPENING DATE & TIME: March 18, 2026 @ 3:00 P.M. (CST)

NOTE: BIDS RECEIVED AFTER THE BID OPENING DATE & TIME WILL NOT BE CONSIDERED.

Okaloosa County, Florida solicits your company to submit a bid on the above-mentioned goods or services.

All terms, specifications and conditions set forth in this ITB are incorporated into your response. A bid will not be accepted unless all conditions have been met. All bids must have an authorized signature in the space provided below.

All bids must be submitted electronically by the time and date listed above. Bids may not be withdrawn for a period of ninety (90) days after the bid opening unless otherwise specified.

RESPONDENT ACKNOWLEDGEMENT FORM BELOW MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE

RESPONDENT.

COMPANY NAME

MAILING ADDRESS

CITY, STATE, ZIP

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): CAGE CODE:

TELEPHONE NUMBER EXT:

FAX: EMAIL:

I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE BY ALL TERMS AND CONDITIONS OF THIS BID AND CERTIFY THAT I AM

AUTHORIZED TO SIGN THIS BID FOR THE RESPONDENT.

AUTHORIZED SIGNATURE: PRINTED NAME:

TITLE: DATE:

RESPONSE DOCUMENT #1: ITB RESPONDENT’S ACKNOWLEDGEMENT

NOTICE TO RESPONDENTS

ITB PS 29-26

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed bids until March 18, 2026 @ 3:00 P.M. (CST), for the EMS Supplies and Inventory Management Software.

Interested respondents desiring consideration shall submit their response online at OpenGov through the link provided below:

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

Unless otherwise stipulated in the bid/bid description, all responses must be submitted using OpenGov only. No other means of submission of responses will be accepted. Responses will be accepted by OpenGov until March 18, 2026 @ 3:00 P.M. (CST), at which time all timely submitted bids will be opened and reviewed. The County reserves the right to award the bid to the lowest responsive respondent and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting Agreement that is in its best interest, and its decision shall be final.

For solicitation information, please contact:

Amber Hammonds Purchasing Agent II ahammonds@myokaloosa.com 850-689-5960

DeRita Mason Purchasing Manager

DeRita Mason Digitally signed by DeRita Mason Date: 2026.02.16 07:38:59 -06'00'

Title: EMS Supplies and Inventory Management Software ITB No.: ITB PS 29-26 Issuing Agency: Okaloosa County Board of County Commissioners Department: Emergency Medical Services (EMS) Division

BID REQUIREMENTS

I. BACKGROUND:

Okaloosa County operates an Emergency Medical Services Division that provides emergency ambulance transportation on an exclusive basis throughout Okaloosa County. This division supplies all necessary medical supplies for 24 licensed Ambulances, as well as for all Okaloosa County Fire Departments. Pickup and/or deliveries will be made to one central supply center located at 714 Essex Rd, Fort Walton Beach, FL 32547.

II. PURPOSE:

The Okaloosa County Board of County Commissioners is seeking qualified vendors to provide medical supplies on a continuous basis for the county’s EMS Division. The EMS Division desires a vendor who will provide a web-based inventory management system to centrally manage and report on the movement of medical supplies to effectively track and order supplies and assets. The EMS Division also needs three (3) CAP devices (Controlled Access Pharmacy, CAP for short) provided by selected vendor, so as to allow the ability to restock units 24/7 and have real-time usage and inventory tracking.

III. SCOPE OF WORK:

To provide medical supplies on a continuous basis for the County’s EMS Division. The qualified respondent shall be licensed to supply medications in the state of Florida, in accordance with Florida Statute 499.01 which states, “Any such person must comply with the licensing or permitting requirements of the jurisdiction in which the establishment is located and the federal act, and any product wholesaled into this state must comply with this part.

If a person intends to import prescription drugs from a foreign country into this state, the nonresident prescription drug manufacturer must provide to the department a list identifying each prescription drug it intends to import and document approval by the United States Food and Drug Administration for such importation”.

The web-based inventory management system will also track preventative maintenance data for all assets. The inventory system must include licenses to track inventory and assets on 24 vehicles, patient movement devices, patient care devices etc. The inventory solution shall be included at no additional cost to the County and should be hosted by the vendor and accessible by the County through the internet. The system should be web based, manage inventory and assets, manage preventative maintenance data, manage multiple facility locations for ordering, manage inventory at the truck level as well as the supply room level, provide multi-level reporting, password protected, barcode process enabled, provide multi-level authorization of orders, and have an auto-replenishment feature that can be turned on or off. The system must be in a hosted environment by the vendor. No onsite computer servers or IT support will be provided. Data Back-Ups shall be provided by the vendor however, in the event that the awarded respondent should lose the contract in the future, the County reserves the right to retain any and all data placed into the system prior to and up to contract termination.

The CAP devices should check multiple forms of ID and will prompt for station or dispatch specific data. All withdrawals are cataloged, time stamped and regulated by tech clearance/training level. The CAP aggregates all dispensing history and alerts for low stock position, expiring product and creates a pick list for restocking. It will generate individual call reports based on products restocked. This information can be printed or exported to the department’s Accounts Payable/Receivable Software.

Exhibit A is a line-item estimate for annual supply use and data collected shall be the basis for award (the Bid Sheet).

These quantities are not intended to represent actual annual requirements, as that varies each year. The County does not guarantee a minimum total purchase. The specifications shown are intended to represent items of a quality level known to meet the County’s requirements. While the County endeavors to promulgate written specifications that are accurate and nonrestrictive for bidding purposes, there may be references to items by manufacturer name.

Respondents are cautioned that in the event of a discrepancy therein, such difference must be questioned in writing prior to the advertised deadline for questions. Should the County need to purchase items not specified in Exhibit A, the contracted percentage discount will be applied. Respondents must provide a catalog (Exhibit B) with pricing (hereafter these prices will be referred to as contract pricing) for all available products and indicate on the bottom of Page 8 of the Bid Sheet the discount percentage offered for any and all other supplies (not noted in Exhibit A) will be applied to the ordered item.

The respondent shall notify the County in writing within two (2) business days should any item be discontinued or no longer available after bid award. Any proposed substitutions shall include validation of the item's discontinuance, confirmation that the price for the substituted item is fair and reasonable and be accompanied by all necessary specifications and data sheets to provide evidence that the proposed item meets or exceeds all specs of the original item.

IV. SPECIFICATIONS FOR WEB-BASED ORDERING/INVENTORY MANAGEMENT SYSTEM:

1) Web enabled ordering from any PC, Laptop, Tablet PC or PDA using wireless or cabled internet access.

Ordering from any vendor to replenish a supply room is available on any computer or device with internet connectivity. An electronic “check sheet” may also be used to allow a “Unit” or internal point of usage to request items for restock from a supply room. The Check Sheet Application can be run on any device (Windows, Android, or IOS operating Systems). It is recommended that the device screen size be no smaller than a tablet for best performance.

2) Ability to load multiple facility locations for ordering and reporting. System allows for unlimited supply rooms or physical locations that are replenished by receiving an order or from receiving inventory transferred from another supply room. Supplies are managed through the supply rooms and out to the points of usage (“Units”).

Another Option to easily manage inventory in outlying facilities is to create an electronic check sheet where a facility (known as a “Unit”) can periodically inventory what is on-hand and request replenishment for items that are below Par Level from the warehouse. Reporting is available on all transactions.

3) Password protection for multiple users for different locations. System is secure with customizable roles and access that can be dynamically assigned to unlimited employees. The agency can define and assign security rules to permit or restrict access to components of the system and Supply Rooms. Each crew member will have unique log in credentials to gain access to the allowed components using their logon ID and password. System does not display passwords when being entered for security purposes; Agency administration can reset a password or Forgotten Password emails may be sent from the system If crew emails are available. Active Directory is also available, and the same login and password can be used to access Operative IQ as done to login to Windows.

4) Ability to manage inventory levels at multiple locations. An Agency may set up unlimited Supply Rooms for the account regardless of how many Unit licenses are enabled. Each Supply Room allows each product to have its own Re-Order and Par Level. Each Supply Room profile has a section for name, address, contact/manager, and whether supply requests sent to the room should be managed by a supervisor in the Back Office or set to Auto Accept to track requested inventory leaving a supply room if crew members restock Unit themselves. Additional Units can be added as needed as well.

5) Ability to add more locations as needed. An Agency may set up unlimited Supply Rooms for the account.

Import, Export and Cloning available to help with mass amounts of data. In addition, a specific location in a Supply Room is available to assign items for exact location within a location. Additional Units may be added as well (License fees are based on the number of Units)

6) Ability to generate orders for all locations. Any Supply Room may generate an order (requisition or PO) to any vendor via PDF (that may be printed and faxed) or via email. Because the system is tracking live inventory counts the system can also recommend the items that should be ordered to bring each supply room up to its fully restocked Par Levels. Orders can then be received against the PO in the system and the ability to then receive the orders electronically into each supply room closes the PO and updates live inventory counts in the room. A “Unit” or point of supply usage may also generate and “order” or request for restock from a supply room using an electronic check sheet.

7) Barcode process enabled (in relation to inventory receiving, shipping and usage). Products can be identified in solutions in many ways, including by barcode. Existing Barcodes can be loaded into an agency’s site or barcodes for specific items can be generated in and printed easily from the system. Although inventory management transactions (such as receiving into a supply room, cycle counting to update batches or quantity on hand, and issuing inventory to capture usage) can be performed by clicking on items or searching items by keyword, barcode scanning can increase efficiency and minimize errors in some cases. Barcodes allow Agency to quickly receive inventory, count inventory, issue inventory, transfer inventory and check in and out assets. Scanning item barcodes reduce the opportunity for error over keying in codes.

8) Barcode to provide inventory trail and ability to track items purchased, received and used to ensure accuracy. In inventory solution, a barcode is simply a unique identifier for an item/asset or a group of disposable items being managed. Although the barcode itself does not provide an inventory trail, using barcodes to perform inventory transactions can improve accuracy and efficiency and provide a complete transaction history of any and all items in the system is available in reports. Print Barcode Labels for any item from parts list. System has the capability to assign and print off barcode labels and barcode scanning greatly enhances efficiency when managing inventory and assets.

9) E-mail alert notifications to vendors and the System Manager. Email Purchase Orders directly to suppliers from inventory solution and receive order confirmation from vendor. There is an option to add Approvers based off monetary levels where they would receive an email to approve a purchase order after the Save Draft button has been selected. When a Purchase Order is created and ready for Approval, a notification will be sent via e-mail to the appropriate Approver at Agency. Manage recipients for notifications based on Supply Room/Location.

Notifications are sent for Supply Requests and when a response to a question on the questionnaire is flagged to notify a supervisor. When a Supply Request is submitted from the electronic Check Sheet after a User performs an inspection or checks all inventory, a notification will be sent to appropriate Administrators. When a Supply Request is fulfilled the Check Sheet will notify the approval. Configurable questionnaires allow Users to perform Unit and Station Inspections. Notifications can be routed via email to anyone in Organization.

A report can be configured to generate and send e-mails to anyone in Organization at a preferred frequency to include items that are not available through other notification methods and sent via e-mail notification on a regular basis.

10) Multi-level authorization of orders (draft, pending, and authorized). All purchase orders are given a Status depending on each one’s stage: in a Draft or Open status, known as In Process. Purchase Order summary list can be filtered by Supply Room, Supplier and Status. As new statuses occur to orders, they will be displayed in the Status drop down filter. There is an option to add Approvers based off monetary levels where they would receive an email to approve a purchase order after the Save Draft button has been selected.

11) Multi-level online reporting to include daily, monthly, quarterly, and yearly usage for all locations. The reporting system provides both canned and custom reports. These reports can be run on a schedule and emailed directly to anyone in the organization. This great feature can also provide nonsystem users with timely management reports without having to login to the software.

A library of Standard Reports is provided with the software to assist in getting to know and understand the supply inventory and fixed assets. Each of these reports can be further customized to meet the needs of the operation.

Additional reports are easily created in the report manager. Key features of the custom reporting include usage over a period for each location, cost histories of each location, and inventory histories for each location.

Example Reports Available: tCodes, Purchase Order Details, Supply Room Usage Details, Supply Room Analysis, Supply Room Historical Inventory, Inspection Details, and Unit Supply Usage Details.

12) Auto-replenishment features utilized by all locations and automatically sent to the System Manager.

Each Supply Room can be set up to choose how inventory for that location is to be managed. Auto-accept allows the system automatically update inventory quantities based on supply requests allowing crew members to pick up their own supplies. The electronic Check Sheet will show the accepted items. A Supply Request will always be sent to the System Manager if their e-mail(s) is in the settings for the Supply Room replenishing the stock.

13) Requisitioning module for the System Manager to make purchases. Agency can purchase any item from any vendor through system and orders can be created for stocked as well as non-stocked items. System automates purchasing by generating electronic requisitions or Purchase Orders for Supply Rooms based on supply reorder points and actual stock quantities.

14) Inventory Management System barcode scanners. The system is compatible with most simple scanners that connect to your computers via USB connection. The system will be flexible to utilize handheld scanners/ computers that maintain connectivity via Bluetooth (wireless).

15) Web based equipment and Asset Tracking System. The web-based equipment and Asset Tracking System program shall collect data at point of issue (Check Out) for any equipment or supplies (including narcotics) at the beginning of each shift. This information would include the employee to which the product is to be assigned, date and time of issuance and the Truck they are assigned. At shift's end, the items would be subject to ‘Check In’ or returned to the supply area until needed again. To facilitate this tracking, one utilizes barcodes and barcode scanners to enter the issuance and item return. In addition, the program will also track any permanently assigned items for each employee or vehicle.

When an asset is tagged and ready for deployment, managers/supervisors and crew members will have option to ‘Check Out’ assigned equipment through the web-based Back Office or integrated crew member check sheet based on management preferences. Crew member accountability is greatly increased when Agency knows who is responsible for specific equipment. When crew members are done, they simply ‘Check In’ the assets to return them to the station or turn into to manager on duty to ‘Check In’ through the web-based Back Office. The system’s ‘Check Out’/‘Check In’ process ensures expensive and essential equipment is available when Agency needs it.

16) Process. The program must be web-based, which allows flexibility for tracking each item and allows reviewing by management from any web enabled computer.

The system allows flexibility of tracking assets by allowing managers to allow crew members or management to ‘Check Out’ and ‘Check In’ assets based on management preference.

Managers may control the process and supervise which assets crew members are allowed to take in their possession by disabling crews from being able to ‘Check Out’, ‘Check In’ or ‘Transfer’ and ‘Check Out’ and ‘Check In’ assets to and from other crew members through the web-based Back Office. At any time, management may log into the web-based Back Office to see which assets are in which crew members’ possession, asset’s Tag#/Serial#, assign Due Back dates, check the Checked-Out Date, check if there is a signature for the ‘Check Out’ and check the asset’s last reported Verification Status. Barcode scanners can be used to capture the crew member’s badge ID number.

If given permission through system settings, crew members may ‘Check Out’, ‘Check In’ or ‘Transfer’ assets on their own as they begin a shift and before leaving shift through the electronic Check Sheet. Barcode scanners can be used to capture each asset’s tag number.

When assets are checked out through the web-based Back Office, either the crew member or unit taking possession of the asset is chosen. Assets may be checked out to crew members by scanning their badge ID (or select from a list if crew member is not present) and select which Supply Room the asset is being checked out from. When asset is checked out, it is removed from the supply room or location until it is checked in.

When an asset is checked out to a Unit, same process applies except the crew member ID is not entered for the transaction. Crew members can verify that asset later when performing a Unit inspection and confirm whether the asset is on that Unit or not on the electronic check sheet. A report can give managers information on which crew members performed the checks on which Units, and there is an Asset Verification history log that is always available in the web-based Back Office.

If a Unit or crew member has any previously checked out items that have not been returned, those items will be listed once the crew member or Unit ID is chosen to proceed to choosing the items to ‘Check Out’.

Asset Tag Number and Serial will always be attached to equipment being checked out. If the asset is physically available, the tag# can be scanned into system to select, or if not (for example, a stretcher out in the garage) an asset may be chosen from the selection list.

Same process as for ‘Check Out’, except click ‘Check In’ for the items in possession that need to be returned. Once in the ‘Check Out’ or ‘Check In’ assets portal, choose the crew member by scanning badge ID or choose Unit. All items that are being returned must be check marked, and then manager can click ‘Check In’. Items checked in will be taken off the list.

Alternative to Back Office- through Check Sheet (crew member Users who work on Units): Asset ‘Check Out’/’Check In’/’Transfer’: Crew member opens the Assets tab and clicks Add Asset, scans the Asset Tag # and receives the confirmation message. To ‘Check In’, click Remove Asset, and choose the asset to return by clicking ‘Check In’, and system will confirm the return.

V. TERM:

The term shall be for one (1), three (3) year term, with two (2) one (1) year renewals.

For any renewal, the awarded vendor may petition the County in writing prior to renewal for consideration of a price adjustment if the Consumer Price Index referenced below has increased for the contract term immediately preceding the start of the renewal period. The annual adjustment requested shall not exceed the lesser of the change in the CPI during the preceding contract term or two (2) percent. The decision to grant the request for a price adjustment, in part or as a whole, shall be made by the County and communicated to the selector vendor prior to renewal.

The CPI to be used for consideration of requested price adjustments shall be the Bureau of Labor Statistics Consumer Price Index – All Urban Consumers, No Seasonally Adjusted, South Urban, All Items.

In the event the vendor has requested and received a price adjustment for any renewal period based upon an increase in the CPI as set forth above, the BCC, in its sole discretion upon notice to the vendor prior to renewal for a subsequent renewal period, shall be entitled to a price adjustment based up the CPI should the CPI for a subsequent calendar year show a decrease.

VI. INSURANCE REQUIREMENTS:

Insurance requirements are detailed in Attachment “B” of the Draft Agreement. All respondents must review and ensure compliance prior to proposal submission.

GENERAL BID CONDITIONS

1. PRE-BID ACTIVITY -

ADDENDUM - Except as provided in this section, Respondents are prohibited from contacting or lobbying the County, County Administrator, Commissioners, County staff, and Selection Committee members, or any other person authorized on behalf of the County related or involved with the solicitation.

All questions or inquiries must be received no later than the last day for questions (reference RFP & Respondent’s Acknowledgement form). Any addenda or other modification to the RFP documents will be issued by the County five

(5) days prior to the date and time of closing, as a written addenda distributed to all prospective Respondents by posting to the OpenGov following website:

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

Such written addenda or modification shall be part of the bid documents and shall be binding upon each respondent.

Each respondent is required to acknowledge receipt of any and all addenda in writing and submit with their bid. No respondent may rely upon any verbal modification or interpretation.

2. PREPARATION OF BID – The bid form is included with the bid documents. Additional copies may be obtained from the County. The respondent shall submit bids in accordance with the public notice.

All blanks in the bid documents shall be completed by printing in ink or by typewriter in both words and numbers with the amounts extended, totaled and the bid signed. A bid price shall be indicated for each section, bid item, alternative, adjustment unit price item, and unit price item listed therein, or the words “No Bid”, “No Change”, or “Not Applicable” entered. No changes shall be made to the phraseology of the form or in the items mentioned therein. In case of any discrepancy between the written amount and the numerical figures, the written amount shall govern. Any bid which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice inviting bids may be rejected.

A bid submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A bid submitted by a 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 must be shown below the signature.

A bid submitted by an individual shall show the respondent’s name and official address.

A bid submitted by a joint venture shall be executed by each joint venture in the manner indicated on the bid form.

The official address of the joint venture must be shown below the signature.

The bid shall contain an acknowledgement of receipt of all Addenda, the numbers of which shall be filled in on the form.

The address and telephone # for communications regarding the bid shall be shown.

If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. A state contractor license # for the State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

3. INTEGRITY OF BID DOCUMENTS - Respondents shall use the original Bid documents provided by the Purchasing Department and enter information only in the spaces where a response is requested. Respondents may use an attachment as an addendum to the Bid documents if sufficient space is not available. Any modifications or alterations to the original bid documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a bid. Any such modification or alteration that a respondent wish to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

4. SUBMITTAL OF BID – A bid shall be submitted electronically no later than the date and time prescribed on the Notice to Respondents. The responses submitted should be one (1) completed document, unless otherwise specified in the document.

5. MODIFICATION & WITHDRAWAL OF BID - A bid may be modified or withdrawn by an appropriate document duly executed in the manner that a bid must be executed and delivered to the place where bids are to be submitted prior to the date and time for the opening of bids.

If within 24 hours after bids are opened any respondent files a duly signed written notice with the County and promptly thereafter demonstrates to the reasonable satisfaction of the County that there was a material substantial mistake in the preparation of its bid, that respondent may withdraw its bid, and the bid security may be returned. Thereafter, if the work is rebid, that respondent will be disqualified from 1) further bidding on the work, and 2) doing any work on the contract, either as a subcontractor or in any other capacity.

6. BIDS TO REMAIN SUBJECT TO ACCEPTANCE – All bids will remain subject to acceptance or rejection for ninety (90) calendar days after the day of the bid opening, but the County may, in its sole discretion, release any bid and return the bid security prior to the end of this period.

7. IDENTICAL TIE BIDS - – In cases of identical procurement responses, the award shall be determined either by lot or on the basis of factors deemed to serve the best interest of the County. In the case of the latter, there must be adequate documentation to support such a decision.

8. CONDITIONAL & INCOMPLETE BIDS - Okaloosa County specifically reserves the right to reject any conditional bid and bids which make it impossible to determine the true amount of the bid.

9. PRICING – The bid price shall include all equipment, labor, materials, freight, taxes etc. Okaloosa County reserves the right to select that bid most responsive to our needs.

10. ADDITION/DELETION OF ITEM – The County reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the County’s best interest.

11. SPECIFICATION EXCEPTIONS – Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the bid specifications. Respondent must also explain any deviation from the bid specification in writing, as a foot note on the applicable bid page and enclose a copy of the manufacturer’s specifications data detailing the changed item(s) with their bid. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

12. APPLICABLE LAWS & REGULATIONS – All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the project shall apply to the bid throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

13. DISQUALIFICATION OF RESPONDENTS - Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its bid:

a. Submission of more than one proposal for the same work from an individual, firm or corporation under the same or different name.

b. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

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

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

e. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals.

f. Default under previous contract.

g. Listing of the respondent by any Local, State or Federal Government on its barred/suspended vendor list.

14. AWARD OF BID

A. Okaloosa County Review - Okaloosa County designated Staff will review all bids and will participate in the

Recommendation to Award.

B. The County will award the bid to the responsive and responsible vendor(s) with the lowest responsive bid(s), and the County reserves the right to award the bid to the respondent submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all bids or to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiated agreement that is in its best interest and its decision shall be final. The County reserves the right to award to multiple vendors.

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

D. Okaloosa County specifically reserves the right to reject any conditional bids and will normally reject those which made it impossible to determine the true amount of the bid. Each item must be bid separately and no attempt is to be made to tie any item or items to any other item or items.

15. PAYMENTS – The respondent shall be paid upon submission of invoices and approval of acceptance by Okaloosa County Board of County Commissioners, Finance Office, 101 E James Lee Blvd, Rm 108 Crestview, FL 32536, for the prices stipulated herein for articles delivered and accepted. Invoices must show Contract #.

16. DISCRIMINATION - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

17. PUBLIC ENTITY CRIME INFORMATION - Pursuant to Florida Statute 287.133, a respondent may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;

and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

18. CONFLICT OF INTEREST - The award hereunder is subject to the provisions of Chapter 112, Florida Statutes.

All respondents must disclose with their bids the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

19. REORGANIZATION OR BANKRUPTCY PROCEEDINGS – Bids will not be considered from respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

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

21. CONE OF SILENCE CLAUSE - The Okaloosa County Board of County Commissioners has established a solicitation silence policy (Cone of Silence Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences from the date of advertisement until award of contract.

All communications shall be directed to the Purchasing Department - see attached form.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

22. REVIEW OF PROCUREMENT DOCUMENTS - Per Florida Statute 119.071 (2) 2 sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

23. COMPLIANCE WITH FLORIDA STATUTE 119.0701 - The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a) Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and

(d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

24. PROTECTION OF RESIDENT WORKERS – The Okaloosa County Board of County Commissioners actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verifications, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verifications. The respondent shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirements.

Respondents doing construction business with Okaloosa County are required to use the Federal Government Department of Homeland Security’s website and use the E-Verify Employment Eligibility Verifications System to confirm eligibility of all employees to work in the United States.

25. SUSPENSION OR TERMINATION FOR CONVENIENCE - The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period of time as the County may determine, or to terminate all or a portion of the Contract for the County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

26. FAILURE OF PERFORMANCE/DELIVERY - In case of default by the respondent, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the respondent responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the respondent from the bid list for duration of one (1) year, at the option of the County.

27. AUDIT - If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this bid from the date of the award through three (3) years after the expiration of contract.

28. EQUAL EMPLOYMENT OPPORTUNITY; NON-DISCRIMINATION – Respondent will not discriminate against any employee or an applicant for employment because of race, color, religion, gender, sexual orientation, national origin, age, familial status or handicap.

29. NON-COLLUSION – Respondent certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

30. UNAUTHORIZED ALIENS/PATRIOT’S ACT – The knowing employment by respondent or its subcontractors of any alien not authorized to work by the immigration laws is prohibited and shall be a default of the contract. In the event that the respondent is notified or becomes aware of such default, the respondent shall take steps as are necessary to terminate said employment with 24 hours of notification or actual knowledge that an alien is being employed. Respondent’s failure to take such steps as are necessary to terminate the employment of any said alien within 24 hours of notification or actual knowledge that an alien is being employed shall be grounds for immediate termination of the contract. Respondent shall take all commercially reasonable precautions to ensure that it and its subcontractors do not employ persons who are not authorized to work by the immigration laws.

31. CERTIFICATE OF GOOD STANDING FOR STATE OF FLORIDA - Florida Statute 607.1501 requires that all vendors who wish to do business in the State of Florida be licensed to do business through the Department of State of Florida and be in good standing with the State of Florida. As such, to do business with Okaloosa County a vendor must provide a Certificate of Good Standing with their bid/proposal package to the County. For more information on doing business in the State of Florida, please refer to the Florida Department of State. The website to register is https://dos.myflorida.com/sunbiz

32. AUTHORITY TO PIGGYBACK – All respondents submitting a response to this Request for Bid agree that such response also constitutes a proposal to other Florida local governments under the same conditions, for the same contract price, and for the same effective period, should the respondent feel it is in their best interest to do so.

a. Each governmental agency desiring to accept this proposal and make and award thereof shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of the ITB. This provision in no way restricts or interferes with the right of any governmental agency to independently procure any or all items.

33. BYRD ANTI LOBBYING (31 U.S. C. 1352) - The Certification regarding Lobbying executed by Contractor and attached as part of Attachment “A” to the Agreement is hereby acknowledged and made part of the Agreement by reference.

34. WORK HOUR AND SAFETY STANDARDS (40 U.S.C. 3701-3708) - The Certification regarding Work Hours and Safety Standards executed by Contractor and attached as part of Attachment “A” to the Agreement is hereby acknowledged and made part of the Agreement by reference.

35. FINANCIAL STABILITY- In the case of Federal and/or Florida State funded procurements, prior to awarding this contract, the top respondents will be required to submit to a soft credit pull for purposes of the County's Risk Assessment consideration; objections by any respondent will disqualify them from consideration. Bad credit indicating you are a high risk may impact your application. Responses will not be considered from respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

36. SYSTEM OF AWARD MANAGEMENT (SAM.GOV) - If grant funded, all vendors must be registered in SAM in order to do business with the County. In order to be considered for the project, the vendor must be registered prior to submitting a bid/proposal with the County. Failure to show proof of SAM.gov registration at time of submitting a bid/proposal may deem the vendors bid/proposal unresponsive. You can register for SAM at the below link: https://sam.gov/content/home. Note it can take some time for a vendor to get registered for the System of Award Management and as such it is important to start the process as soon as possible to qualify as a responsive vendor.

37. Pursuant to section 287.05701, Florida Statutes, the County will not request any documentation of or consider a proposer’s social, political or ideological interests when determining if the proposer is a responsible proposer. The County will not give a preference to a proposer based upon the proposer’s social, political, or ideological interests.

38. UNITED STATES-PRODUCED IRON AND STEEL (s. 255.0993, Fla. Stat.) - Any iron or steel product permanently incorporated into the project must be produced in the United States.

39. The following documents shall be submitted with the bid packet. Failure to provide required forms may result in contractor disqualification.

RESPONSE DOCUMENT #1: ITB RESPONDENT’S ACKNOWLEDGEMENT

RESPONSE DOCUMENT #2: CONFLICT OF INTEREST DISCLOSURE FORM

RESPONSE DOCUMENT #3: FEDERAL E-VERIFY COMPLIANCE CERTIFICATION

RESPONSE DOCUMENT #4: CONE OF SILENCE FORM

RESPONSE DOCUMENT #5: INDEMNIFICATION AND HOLD HARMLESS

RESPONSE DOCUMENT #6: ADDENDUM ACKNOWLEDGEMENT

RESPONSE DOCUMENT #7: COMPANY DATA

RESPONSE DOCUMENT #8: SYSTEM AWARD MANAGEMENT FORM

RESPONSE DOCUMENT #9: LIST OF REFERENCES

RESPONSE DOCUMENT #10: CERTIFICATION REGARDING LOBBYING

RESPONSE DOCUMENT #11: SWORN STATEMENT – PUBLIC ENTITY CRIMES

RESPONSE DOCUMENT #12: GOVERNMENTAL DEBARMENT & SUSPENSION

RESPONSE DOCUMENT #13: VENDORS ON SCRUTINIZED COMPANIES LIST

RESPONSE DOCUMENT #14: GRANT FUNDED CLAUSES

RESPONSE DOCUMENT #15: BUY AMERICAN CERTIFICATE

RESPONSE DOCUMENT #16: BID RESPONSE SHEET

RESPONSE DOCUMENT #17: ANTI-COLLUSION STATEMENT

RESPONSE DOCUMENT #18: DRUG-FREE WORKPLACE CERTIFICATION

RESPONSE DOCUMENT #19: ANTI-HUMAN TRAFFICKING AFFIDAVIT

RESPONSE DOCUMENT #20: CERTIFICATE OF GOOD STANDING FOR THE STATE OF FLORIDA-

PROVIDED BY CONTRACTOR – see above* (vendor provided form)

RESPONSE DOCUMENT #2: CONFLICT OF INTEREST DISCLOSURE FORM

For purposes of determining any possible conflict of interest, all Respondents, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(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.” If yes, give person(s) name(s) and position(s) with your business.

YES: NO:

NAME(S) POSITION(S)

FIRM NAME:

BY (TYPE/PRINT):

BY (SIGNATURE):

TITLE:

ADDRESS:

PHONE NUMBER:

E-MAIL:

DATE:

RESPONSE DOCUMENT #3: FEDERAL E-VERIFY COMPLIANCE CERTIFICATION

In accordance with Okaloosa County Policy and Executive Order Number 11-116 from the office of the Governor of the State of Florida, Respondent hereby certifies that the U.S. Department of Homeland Security’s E-Verify system will be used to verify the employment eligibility of all new employees hired by the Respondent during the contract term, and shall expressly require any subcontractors performing work or providing services pursuant to the contact to likewise utilize the U.S. Department of Homeland Securities E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term; and shall provide documentation such verification to the COUNTY upon request.

As the person authorized to sign this statement, I certify that this company complies/will comply fully with the above requirements.

DATE: SIGNATURE:

COMPANY: NAME:

ADDRESS: TITLE:

PHONE #:

RESPONSE DOCUMENT #4: CONE OF SILENCE FORM

The Board of County Commissioners have established a solicitation silence policy (Cone of Silence) that prohibits oral and written communication regarding all formal solicitations for goods and services (ITB, RFP, ITQ, ITN, and RFQ) or other competitive solicitation between the bidder (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 Board including the County’s Architect, Engineer or their sub-consultants, or anyone designated to provide a recommendation to award a particular contract, other than the Purchasing Department Staff.

The period commences from the time of advertisement until contract award.

Any information thought to affect the committee or staff recommendation submitted after bids are due, should be directed to the Purchasing Manager or an appointed representative. It shall be the Purchasing Manager’s decision whether to consider this information in the decision process.

Any violation of this policy shall be grounds to disqualify the Respondent from consideration during the selection process.

All Respondents must agree to comply with this policy by signing the following statement and including it with their submittal.

I, representing Signature Company Name on this day of 2026, I hereby agree to abide by the County’s “Cone of Silence Clause” and understand violation of this…