ITN_TS_47-26_04202026_(FINAL).pdf

INVITATION TO NEGOTIATE (ITN) & RESPONDENT’S ACKNOWLEDGEMENT

ITN TITLE:

PUBLIC TRANSPORTATION SERVICES

ITN NUMBER:

ITN TS 47-26

ISSUE DATE: April 20, 2026

PRE-PROPOSAL MEETING:

LAST DAY FOR QUESTIONS:

PROPOSALS DUE:

April 29, 2026 @ 10:00 a.m. CDST May 8, 2026 May 20, 2026 by 5:00 p.m. CDST

NOTE: PROPOSALS RECEIVED AFTER THE PROPOSAL OPENING DATE & TIME WILL NOT BE CONSIDERED.

Okaloosa County, Florida solicits your company to submit a response on the above referenced services. All terms, specifications and conditions set forth in this ITN are incorporated into your response. A response will not be accepted unless all conditions have been met. All responses must have an authorized signature in the space provided below. All responses must be submitted electronically by the time and date listed above. Responses may not be withdrawn for a period of one-hundred twenty (120) days after the bid opening unless otherwise specified.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 IDENTIFICATION NUMBER (FEIN):

TELEPHONE NUMBER: EXT: FAX:

EMAIL:

I CERTIFY THAT THIS PROPOSAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING A PROPOSAL 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 PROPOSAL AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS PROPOSAL FOR

THE RESPONDENT.

AUTHORIZED SIGNATURE: PRINTED NAME:

TITLE: DATE:

Rev: September 22, 2015

NOTICE TO RESPONDENTS

PUBLIC TRANSPORTATION SERVICES

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept responses until 5:00 p.m.

CDST, May 20, 2026, for Public Transportation Services. Interested respondents desiring consideration shall submit their response online at OpenGov through the link provided below:

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

A mandatory pre-proposal conference will be held at 10:00 a.m. local time on April 29, 2026, at the Destin-Fort Walton Beach (VPS) Airport located at 1701 Florida 85, Eglin AFB, FL 32542. *Please RSVP to Purchasing Department*

Unless otherwise stipulated in the proposal 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 5:00 p.m. (CDST) May 20, 2026, at which time all timely submitted bids will be opened and reviewed.

The County reserves the right to award to the firm submitting a responsive submittal with a resulting negotiated agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in responses received. Okaloosa County shall be the sole judge of the resulting negotiated agreement that is in its best interest, and its decision will be final.

For solicitation information, please contact:

DeRita Mason, Purchasing Manager dmason@myokaloosa.com 850-689-5960

DeRita Mason

Purchasing Manager Date

OKALOOSA COUNTY

BOARD OF COUNTY COMMISSIONERS

ROBERT A. “TREY” GOODWIN III, CHAIRMAN

https://procurement.opengov.com/portal/myokaloosa mailto:dmason@myokaloosa.com

SECTION I

INVITATION TO NEGOTIATE REQUIREMENTS

PROJECT #: ITN TS 47-26

TITLE: Public Transportation Service

1.0 BACKGROUND:

Emerald Coast (EC) Rider is a public transit system developed by Okaloosa County in 1987 to provide public transit services in Okaloosa County. The system services areas within the county, including incorporated and unincorporated areas of Okaloosa County. EC Rider provided 40,047 fixed-route trips with a total of 43,603 revenue hours and 59,916 demand response trips with 31,191 revenue hours in 2025.

The EC Rider System currently has weekday fixed-route service, with its headquarters located at 600 Transit Way in Fort Walton Beach, FL. The current hours of operation for fixed-route services are Monday – Friday, 5:00am to 7:30pm, excluding the following holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Fixed-route services consist of ten main routes that have a fixed-route schedule. An update to this service was addressed at the Okaloosa County Board of County Commissioners regular scheduled meeting held on Tuesday, March 24, 2026. Due to expiring grant funding and poor ridership performance, fixed routes will be removed from the upcoming contract requirement. Potential for optimized fixed routes and/or microtransit services will continue to be evaluated through this procurement process and could be a service explored and/or operated under the new contract award in FY27 or through a future amendment. Any such added service will be fully analyzed, tested and operated based off meeting or exceeding agreed metrics for the performance measures provided by the Florida Transportation Commission and related federal/state agencies.

The EC Rider System also provides essential door-to-door paratransit services through its Dial-a-Ride program, a key component of Florida’s Transportation Disadvantaged (TD) Program. This service supports individuals who are unable to access or use fixed-route public transportation due to disability, age, income, or other limiting circumstances. Demand response programs currently operate Monday–Friday: 4:00am – 8:00pm, Saturday: 4:00am – 7:00pm, and Sunday: 5:00am – 12:00pm. The COUNTY currently owns and utilizes Trapeze Software Version 21.19.00 and Genfare Data System 7, Software Version 4.0.5 technology in the operation of the system.

1.1 SCOPE (not all inclusive):

Okaloosa County (hereby referred to as COUNTY) is seeking ITN proposals for a qualified service operator/vendor (hereby referred to as OPERATOR) to provide public transportation services for demand response (door-to-door), non-emergency, and Transportation Disadvantaged services throughout the county and the surrounding area. The COUNTY is responsible for procurement and disposition of the transit vehicles to be operated by the OPERATOR. The OPERATOR will be responsible for full-service maintenance, daily inspections, cleaning and custodial maintenance of vehicles and any bus stops/shelters required for active routes.

Responses to this ITN must not only clearly demonstrate the OPERATOR’s understanding of the COUNTY’s current system and needs, but must also include recommended innovations and improvements which may include, but are not limited to, the introduction of new technologies to include cashless payment systems and real-time vehicle/route tracking, operational changes to include analysis of services, equipment, vehicle changes, or any other modifications the respondent believes will provide an efficient, cost-effective, and reliable TD transportation network. OPERATOR will provide assistance with identification, application, management and adherence with transportation-related grants by any legal agency in order to fund the services.

1.2 REQUIREMENTS

1.2.1 Demand Response and Transportation Disadvantage Service The OPERATOR shall provide EC Rider’s demand response service in accordance with EC Rider policy and federal/state requirements. The EC Rider service shall comply with the Americans with Disabilities Act (ADA), and the OPERATOR shall assist and fully cooperate with the COUNTY in ensuring ADA compliance. EC Rider’s demand response service shall be operated in accordance with the policies and procedures listed below. OPERATOR shall not subcontract demand response and TD services required to be performed.

1.2.2 Regulatory Requirements

Responses shall include the OPERATOR’s qualifications and certifications as needed to receive federal and state funds, including but not limited to, employee training, safety training, drug and alcohol testing, and other requirements. The OPERATOR will be responsible for providing emergency evacuation services as described in the Reference Manual for States & Transit Agencies on Response and Recovery from Declared Disasters and FTA’s Emergency Relief Program (49 U.S.C.

5324).

Responses must demonstrate the OPERATORS’ understanding of the following regulations and their significance to a public transportation program as well as the actual project team members’ firsthand experience in operating under these regulations and guidance:

• 49 USC, esp. sections 5307, 5310, 5311, 5335, and 5339

• 49 CFR

• 2 CFR 200

• FTA Circulars including in particular 4220.1F, 5010.1E, 9040.1G, 9030.1E, 9500.1

• Chapter 14-90, Florida Administrative Code

• Chapter 14-73, Florida Administrative Code

• Chapter 41-2, Florida Administrative Code

• Chapter 427, Florida Statutes

• Americans with Disabilities Act, specifically 49 U.S.C. § 5323(l) (1) 31 U.S.C. §§ 3801-3812 18 U.S.C. § 1001

49 C.F.R. part 31

• Public Law 112-141 – Map 21

1.2.3 PERFORMANCE MEASURES

Responses shall specifically acknowledge that the respondent selected must meet the following performance standards:

• On-time performance of demand response service consistent with the goal of the TDSP. The current performance standard level is at 90%, which is subject to change at the COUNTY’s discretion.

• Maintaining a minimum of 1.7 riders per revenue hour for paratransit service on a monthly basis.

1.2.4 PENALTIES

Failure to perform in accordance with federal and state regulations, as well as non-compliance with the terms of brokered transportation contracts, may cause harm to the COUNTY in ways including but not limited to the inability to utilize grant funds to pay for service, loss of ability to participate in grant programs, customer dissatisfaction, and loss of program income through brokered transportation contracts. Because in many, if not most cases it may be difficult or impossible to determine an exact amount of damage, and to help expedite resolution of liquidated damages claims, the contract resulting from this ITN will include penalties similar to those identified below. Pending final services included in the contract, performance penalties will be negotiated with the OPERATOR as a result of the analysis and finalized negotiation process.

Performance Penalties:

• Failure to meet on-time performance standards in the TDSP for paratransit service as measured each month

• Assigning trips to drivers lacking the requisite certifications to perform said trips

• Failure to submit required reporting/data (such as training, accident/incident, denials, capacity, etc.), invoices, performance to budget analysis, new budget inputs, or other required documents by their deadline

• Failure to maintain vehicle inspections within the target provided in the Preventative Maintenance Plan associated with the manufacture’s service and maintenance requirements and specifications

• Failure to submit FTA, FDOT, and County accepted Drug & Alcohol MIS Report prior to the annual suspense

• Assigning a driver to a vehicle with expired license(s) and/or documentation

• Failure to enter manifest data within three days of trip(s) being provided (exemptions apply for circumstances outside OPERATOR’s control)

• Failure to pick up or drop off passenger within 30-minute window of scheduled pickup/drop off time. 100% failure will be considered error. If on-time performance goal is not met, penalties are assessed for anything above 10% of the target

• Failure to provide service within the allotted time window resulting in the client cancelling a trip shall be considered a missed trip, not a no-show or cancellation

• Failure to respond to a complaint in a timely manner

• Failure to maintain an average of 1.7 riders per revenue hour for paratransit services as applicable, including brokered healthcare service trips when measured monthly. Consideration will be given to circumstances outside the OPERATOR’s control, such as passenger no-shows or certain weather events

1.3 ROLES AND RESPONSIBILITIES

1.3.1 COUNTY RESPONSIBILITIES

• Provide a Transit Manager, Compliance, and Operational Oversight

• Provide Contract Administration and overall Policy Development

• FTA and FDOT Grant Administration and act as the designated recipient of all grant funds

• Provide Financial Oversight and Regulatory Reporting

• National Transit Database (NTD) reporting to FTA, as required

• Florida Commission for the Transportation Disadvantaged (CTD) reporting to the State, as required

• Compliance assurance with all applicable Federal, State and Local regulations

• Final annual budget determination for the provision of service

• Long range planning for the transit service

• Establishment of fare policies and structure

• Approval of routes and stops for any fixed route or micro transit applications if necessary

• Decisions regarding expansion or reduction of services

• Provide building and maintenance facility for lease

• Provide capital assets, including all rolling stock, both revenue and non-revenue vehicles for lease

• Fuel for transit revenue and non-revenue vehicles used for official business

• Receipt of complaints, comments, and commendations for action, as appropriate, by the Operator

1.3.2 OPERATOR RESPONSIBILITIES

The responsibilities of the OPERATOR will include but are not limited to the following list:

• Day-to-day operations and management of the transportation system o Operating and scheduling Paratransit Services IAW section 1.2 o Receiving, processing and approving program participant applications o Customer relations, i.e., distribution of information, positive interaction with the public o Intake and handling of all fares and other revenues; issuance of tickets, passes, etc.

o Contacting riders no less than 24 hours prior to a scheduled trip to verify that the rider still requires a trip o Provide timely responses to comments, complaints, and commendations as directed by the County o Paying contractors and subcontractors for contracted services on a timely basis o Invoicing and receiving payments from non-medical emergency medical transportation (currently

LogistiCare and Secure Transportation) for transportation services rendered and other contract services o Assisting with the negotiation of brokered transportation contracts for non-medical emergency transportation o Negotiating contracts with subcontractors for services o Providing staffing levels sufficient to provide services as contemplated herein

• Compliance with all applicable federal, state and local regulations and mandatory reporting requirements

• Coordination with the transportation disadvantaged (TD) system

• Assists the County in preparing for all Local, State, and Federal (CTD, FDOT, and FTA) Reviews.

• Assists the County with grant funding solutions and prepares any data necessary for grant applications

• Advanced preparation, attendance, and presentations at various meetings as required by the County

• Participates in, and as needed, hosts public meetings and workshops regarding transportation operations

• Develop updates and analysis of transportation related plans and regulatory required plans

• Performance of environmental justice and Section 6 analyses as needed to implement route changes

• Assistance with transportation related procurement activities

• Finance, accounting and budgeting of public transportation operations

• Support the County in the preparation of an annual budget

• Operational recommendations to the County including staffing, fares, hours of operation, etc.

• Monitoring and evaluation of all operations, systems and procedures

• Personnel development and training

• Safety planning, training and risk management

• Acquisition of all capital necessary for system operations

• Daily custodial maintenance of the transit vehicles including washing, trash and garbage removal, and refueling

• Performance of daily vehicle inspections

• Preventative maintenance and repair of all vehicles as defined in lease agreement

• Maintenance of buildings and facilities as defined in lease agreement

• Janitorial, landscaping and refuge services for all leased buildings and facilities

• Vehicle camera and security systems installation, maintenance, software and cloud retention

• Information Technology (IT) systems and physical site security

• Custodial (non-structural) maintenance of transit shelters (garbage and trash pick-up, glass cleaning, etc.)

• Maintenance and repair of transit facilities

• All computer hardware and software that support scheduling and routing, automated vehicle location, intake and handling of all fares and other revenues, and automated data collection systems o The COUNTY will be provided with access/log-in credentials to any IT platform necessary to produce reports, analyze data, access security related information, and revenue collection systems as needed.

• Utilities including telephone, cable, internet, water, sewer, natural gas and janitorial services

• Toll charges and traffic violations

• Marketing and public outreach

• Providing adequate and comprehensive insurance

1.4 COMPETITION PROCEDURES:

The Invitation to Negotiate (ITN) is a competitive negotiation process that is used when Okaloosa County deems it in their best interest to negotiate with offerors to achieve the “best value”. A short list of acceptable respondents will be created for follow-on concurrent negotiation. Not being selected for the short list of acceptable respondents shall not be protested.

1.5 TIMELINE GOALS (Tentative)

ITN Activities Date

Advertise April 20, 2026 Mandatory Pre-Proposal Meeting and Site Survey April 29, 2026 Questions from Potential Proposers Due May 8, 2026 Issue Addendum (if necessary) May 13, 2026 Proposal Response Due May 20, 2026 Review Committee Meeting Week of May 25, 2026 Short List Announcement May 29, 2026 Presentation by Vendors Week of June 9, 2026 Negotiation period with selected vendor(s) June 15 – June 26, 2026 ITA Recommendation June 26, 2026 Execution of contract by selected vendor July 31, 2026 Board approval of Selected Vendor August 18, 2026 Effective start date for Selected Vendor September 1, 2026

1.6 PROCEDURES

1. RSVP attendance of Pre-Proposal Meeting and Site Survey NLT April 29, 2026, by sending an email to dmason@myokaloosa.com.

2. The Pre-Proposal Meeting will be held at the Destin-Fort Walton Beach Airport (VPS) located at 1701 State Road 85 N, Eglin AFB, FL 32542 followed by the Site Survey at the Okaloosa County Transit Building 600 Transit Way, Fort Walton Beach, FL, 32548.

3. After the Pre-Proposal Meeting and Site Survey, inquiries are to be sent to Okaloosa County Purchasing, 5479A Old Bethel Road, Crestview, FL 32536, dmason@myokaloosa.com.

4. Receipt of Proposals to include the respondent’s via OpenGov.

5. Public opening and listing of all proposals received. (Opening is held at the Purchasing Office)

6. An Evaluation Committee shall meet to evaluate each proposal in accordance with the requirements of this ITN.

7. A short list of proposals will be selected to go forward into final evaluation.

8. Once the short list of Respondents is selected, further information may be desired and clarifications sought.

9. Short-list Respondents may be requested to make additional written submissions with oral presentation / demonstration / samples on site to the Evaluation Committee. The location for the oral presentation / demonstration / sample presentation will be at the Destin-Fort Walton Beach Airport (VPS) located at 1701 State Road 85 N, Eglin

AFB, FL 32542.

10. Negotiations will be conducted with best & final offers requested and reviewed.

11. The Evaluation Committee shall recommend to the Board of County Commissioners the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the COUNTY.

12. 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.

1.7 EVALUATION OF PROPOSALS:

Proposals will be scored based on the criteria described below and should address the following areas:

1.7.1 Analysis and Recommendations: (Point Value = 20)

Respondents must clearly demonstrate their understanding of the COUNTY’s current system. The OPERATOR should utilize the latest in industry technologies and methods to analyze the area’s needs based on demographics and geographical challenges.

The analysis should also include how innovations and improvements which may include, but are not limited to, the introduction of new technologies, operational changes, equipment and vehicle changes, or any other modifications the respondent believes can provide an efficient, cost-effective, and reliable transportation network. Provide how you would deliver an assessment for optimized fixed routes and/or microtransit services for consideration under the new contract award in FY27 or may be reserved for future consideration and incorporation into the TDSP.

1.7.2 Implementation Approach: (Point Value = 30)

Provide a detailed description of how the requested demand response and Transportation Disadvantaged services will be provided.

Describe the timeline to implement recommendations from section 1.7.1 and if all services will be in place at contract start or whether a phased approach is necessary. Implementation should include the total number and types of vehicles required to optimize performance at the least cost. Implementation of the service(s) described in section 1.7.1 should be reflected in the proposed hourly rates for Demand Response and Transportation Disadvantaged Services, understanding the CONTRACTOR responsibilities in Section 1.3.2.

1.7.3 Similar Experience and References: (Point Value = 10)

Describe prior experience providing the like scope of work and contractual model for paratransit, demand response, and fixed/microtransit services. Provide a detailed summary of similar services performed for up to three (3) similar transit agencies in the last five (5) years for the provision of public transportation services. Information should include the names of the entities (City, County, etc.), contract amount, project description, administration responsibilities, and whether the service was ultimately performed within budget. Respondents are reminded they must state the levels of service provided to any entity listed. Describe the Respondent’s specific experience working with government agencies to maximize the use of agency resources and improve public transit services to the public. Include a list of references that your firm (and staff) is currently providing or has provided for similar services within the last five (5) years. OPERATOR must demonstrate a satisfactory record of performance, including positive references from other recent clients. A satisfactory record of performance shall include delivery of services within budget, having an acceptable on‐time performance, positive customer feedback, and a consistently cooperative relationship with the contract purveyor.

1.7.4 Management/Organization Resources (Point Value = 15)

Provide a detailed profile of your organization that includes an organization chart, number of years in business, home office location, and any other information to be considered in the evaluation of your organization’s ability to render services to the COUNTY. Describe the experience and expertise of management staff that will be assigned to the COUNTY. Include copies of their resumes, certifications, and information concerning the specific program knowledge that will be brought to the COUNTY in the performance of the scope of work. Staff members who will be assigned to management positions must have at least one year of experience in these roles. If subcontractors are to be used, a description must be provided of each person or firm and the work to be done by each subcontractor. Describe the methods used to monitor and evaluate driver screening, selection, and training;

sensitivity and first aid training for employees; and pre/post-trip training and quality assurance methods for ensuring timely identification of defects and repairs to promote safety.

1.7.5 Quality Assurance (Point Value = 15): OPERATOR should demonstrate their success in ensuring compliance with federal and state requirements, as well as making sure excellent customer service is provided to riders. Describe methods for tracking driver requirements, such as training and license requirements, and preventative maintenance schedules to ensure timely inspections and repair activities. Describe these methods in detail, as well as methods for how customer complaints, commendations, and route deviation requests will be monitored and reported.

1.7.6 Financial Capacity (Point Value = 10): Include the latest financial audit of the OPERATOR prepared by an independent auditor or Certified Public Accountant (CPA). If the OPERATOR is not required to conduct an audit, please state the reason an audit is not required and provide financial statements prepared by an independent accounting agency. Because of the schedule for reimbursement of operating costs, the OPERATOR must have a 45‐day cash reserve based on the estimated proposed annual budget.

Provide documentation of the reserve and its designation for use only in the COUNTY's transit system. The COUNTY will evaluate the OPERATOR’s overall financial capacity and assess any liabilities currently facing them. If selected, the OPERATOR must procure and maintain insurance at its own cost and expense for the duration of the agreement.

1.7.7 Total Eligible Score for Written Proposal Evaluation = 100 points

1.8 NEGOTIATION PROCESS:

1.8.1 Vendors selected for the negotiation process will be selected from those who submit responses to this ITN.

References will be provided within your response using the specified format in this ITN. Selection of vendors for this phase will be based on the respective vendor’s scores on the criteria outlined in the Evaluation of Proposals section. Selected Proposers chosen to enter into the negotiation phase of this ITN will be notified.

1.8.2 During the negotiation process Respondents will be expected to provide responses in writing to questions or requests of clarification from Okaloosa County Purchasing.

1.8.3 As a part of the evaluation process, the evaluation committee will schedule presentations from the short-list of respondents selected for the negotiation phase. A standard to follow during the presentations along with time limits will be given to the short-list respondents. Proposer(s) will be expected to follow the presentation standard and set time limit. Presentation slides containing trade secret or business confidential information shall be clearly marked for redaction.

Presentations will require Proposer(s) to present a demonstration or a sample of their management plan for the Public Transportation Services. Failure of a Respondent to furnish the product(s) and/or service(s) to meet the County’s specified requirements during the demonstration may result in rejection of the Respondent’s proposal. The successful demonstration of the Respondent’s product(s) and/or service(s) does not constitute acceptance by the County. Any product(s) and/or service(s) furnished by the Respondent for the purposes of demonstration must be identical with those addressed in the proposal and the resultant contract.

1.9 TERM OF CONTRACT

This Agreement shall be effective September 1, 2026, and run through August 31, 2029.

1.9.1 Renewal Option:

The contract may be renewed for two (2) additional one (1) year periods with mutual consent from both parties and subject to all other terms and conditions of the agreement.

1.9.2 Performance Bond:

A performance bond in the amount of 100% of the awarded contract price will be required for the duration of the contract.

Bond Requirement

The Contractor shall, at its sole cost and expense, furnish and maintain a surety bond in the penal sum of Five Hundred Thousand Dollars ($500,000.00) (the “Bond”) as security for the faithful performance of all obligations under this Agreement.

The Bond shall:

1. Be issued by a surety company authorized to do business in the State of Florida and having a minimum rating of A-or better as published by A.M. Best (or equivalent rating agency acceptable to the Owner).

2. Be in a form acceptable to the Owner and issued in favor of the Owner as obligee.

3. Remain in full force and effect for the entire duration of this Agreement, including any extensions, renewals, or holdover periods.

The Contractor shall provide the Bond to the Owner within ten (10) days of execution of this Agreement and prior to the commencement of any work or services. Failure to provide or maintain the Bond as required herein shall constitute a material breach of this Agreement.

If at any time the surety issuing the Bond becomes unacceptable to the Owner, becomes insolvent, or loses its required rating, the Contractor shall, within ten (10) days of written notice from the Owner, provide a replacement bond meeting the requirements of this section.

The Bond shall guarantee the full and faithful performance of the Contractor’s obligations under this Agreement. In the event of a default by the Contractor, the Owner shall have the right to make a claim against the Bond in accordance with its terms and applicable law.

The Bond shall not be canceled, terminated, or allowed to lapse without at least thirty (30) days’ prior written notice to the Owner. The Contractor shall be responsible for all costs associated with obtaining and maintaining the Bond.

The Bond shall remain in effect until final completion of all obligations under this Agreement and acceptance thereof by the Owner.

2.0 Vehicle Lease Agreement

The vehicle lease agreement shall be negotiated and implemented between the COUNTY and OPERATOR. The lease agreement shall include the COUNTY’s vehicle fleet inventory and shall cover the entire term of the contract. In cases where service changes may result in additional vehicle fleet, a separate lease agreement shall be implemented for the new vehicles and will cover the remaining term of contract.

3.0 Facility and Equipment Lease Agreement

The facility and equipment lease agreement shall be negotiated and implemented between the COUNTY and OPERATOR. The lease agreement shall include the COUNTY’s transit facility and all associated equipment, parking and facilities maintenance and repairs which shall run concurrently with the term of the contract.

GENERAL SERVICES INSURANCE REQUIREMENTS FOR

PROFESSIONAL LIABILITY

CONTRACTORS INSURANCE

1. The Contractor shall not commence any work in connection with this Agreement until he has obtained all required insurance and the certificate of insurance has been approved by the Okaloosa County Risk Manager or designee.

2. All insurance policies shall be with insurers authorized to do business in the State of Florida and having a minimum rating of A, Class X in the Best Key Rating Guide published by A.M. Best & Co.

Inc.

3. All insurance shall include the interest of all entities named and their respective officials, employees

& volunteers of each and all other interests as may be reasonably required by Okaloosa County. The coverage afforded by the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance.

4. With the exception of Workers’ Compensation policies and Professional Liability, the County shall be shown as an Additional Insured with Endorsement for each policy on the Certificate of Insurance.

5. The County shall retain the right to reject all insurance policies that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice from the Contractor.

6. The County reserves the right at any time to require the Contractor to provide copies (redacted if necessary) of any insurance policies to document the insurance coverage specified in this Agreement.

7. Any subsidiaries used shall also be required to obtain and maintain the same insurance requirements as are being required herein of the Contactor.

8. Any exclusions or provisions in the insurance maintained by the Contractor that excludes coverage for work contemplated in this agreement shall be deemed unacceptable and shall be considered breach of contract.

WORKERS’ COMPENSATION INSURANCE

1. The Contractor shall secure and maintain during the life of this Agreement Workers’ Compensation insurance for all of his employees employed for the project or any site connected with the work, including supervision, administration or management, of this project and in case any work is sublet, with the approval of the County, the Contractor shall require the Subcontractor similarly to provide Workers’ Compensation insurance for all employees employed at the site of the project, and such evidence of insurance shall be furnished to the County not less than ten (10) days prior to the commencement of any and all sub-contractual Agreements which have been approved by the County.

2. Contractor must be in compliance with all applicable State and Federal workers’ compensation laws, including the U.S. Longshore Harbor Workers’ Act or Jones Act, if applicable.

3. No class of employee, including the Contractor himself, shall be excluded from the Workers’ Compensation insurance coverage. The Workers’ Compensation insurance shall also include Employer’s Liability coverage and a Waiver of Subrogation in favor of the County on the Certificate of Insurance. If there is an existing approved State of Florida Exemption for Workers’ Compensation it must be provided to Okaloosa County.

BUSINESS AUTOMOBILE LIABILITY

Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property Damage. If the contractor does not own vehicles, the contractor shall maintain coverage for Hired & Non- Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Policy. Contractor must maintain this insurance coverage throughout the life of this Agreement.

COMMERCIAL GENERAL LIABILITY INSURANCE

1. The Contractor shall carry Commercial General Liability insurance against all claims for Bodily Injury, Property Damage and Personal and Advertising Injury liability caused by the Contractor.

2. Commercial General Liability coverage shall include the following:

1.) Premises & Operations Liability 2.) Bodily Injury and Property Damage Liability 3.) Independent Contractors Liability 4.) Contractual Liability 5.) Products and Completed Operations Liability

3. The contractor shall agree to keep in continuous force Commercial General Liability coverage for the length of the contract.

PROFESSIONAL LIABILITY and/or ERRORS AND OMISSIONS LIABILITY

Coverage must be afforded for Wrongful Acts, errors or omissions committed by the Contractor or its employees in performing its professional services under this contract. Contractors must keep insurance in force until the third anniversary of expiration of this agreement or the third anniversary of acceptance of work by the County.

INSURANCE LIMITS OF LIABILITY

The insurance required shall be written for not less than the following, or greater if required by law and shall include Employer’s liability with limits as prescribed in this contract:

LIMIT

1. Workers’ Compensation

1.) State Statutory 2.) Employer’s Liability $500,000 each accident

2. Business Automobile $1M each accident (A combined single limit)

3. Commercial General Liability $1M each occurrence for Bodily Injury & Property Damage $1M each occurrence Products and completed operations

4. Personal and Advertising Injury $1M each occurrence

5. Professional Liability (E&O) $1M each claim

NOTICE OF CLAIMS OR LITIGATION

The Contractor agrees to report any incident or claim that results from performance of this Agreement. The County representative shall receive written notice in the form of a detailed written report describing the incident or claim within ten (10) days of the Contractor’s knowledge. In the event such an incident or claim involves injury and/or property damage to a third party, verbal notification shall be given the same day the Contractor becomes aware of the incident or claim followed by a detailed written report within ten (10) days of verbal notification.

INDEMNIFICATION & HOLD HARMLESS

To the fullest extent permitted by law, Contractor shall indemnify and hold harmless the County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or wrongful conduct of the Contractor and other persons employed or utilized by the Contractor in the performance of this contract.

CERTIFICATE OF INSURANCE

1. Certificates of Insurance indicating the project name, number, evidencing all required coverage, and if applicable any State of Florida approved Workers’ Compensation Exemption must be submitted not less than 10 days prior to the commencement of any of the work. The certificate holder(s) shall be as follows:

Okaloosa County BCC, 5479-A Old Bethel Road, Crestview, Florida, 32536.

2. The contractor shall provide a Certificate of Insurance to the County with a thirty (30) day prior written notice of cancellation; ten (10 days’ prior written notice if cancellation is for nonpayment of premium).

3. In the event that the insurer is unable to accommodate the cancellation notice Requirement, it shall be the responsibility of the contractor to provide the proper notice. Such notification shall be in writing by registered mail, return receipt requested, and Addressed to the Okaloosa County Purchasing Department at 5479-A Old Bethel Road, Crestview, FL 32536.

4. In the event the contract term goes beyond the expiration date of the insurance policy, the contractor shall provide the County with an updated Certificate of insurance no later than ten (10) days prior to the expiration of the insurance currently in effect. The County reserves the right to suspend the contract until this requirement is met.

5. The certificate shall indicate if coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claims-made form, the certificate will show a retroactive date, which should be the same date as the initial contract or prior.

6. All certificates shall be subject to Okaloosa County’s approval of adequacy of protection.

7. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the Contractor’s full responsibility.

8. In no way will the entities listed as Additional Insured be responsible for, pay for, be damaged by, or limited to, coverage required by this schedule due to the existence of a deductible or SIR.

GENERAL TERMS

Any type of insurance or increase of limits of liability not described above which, the Contractor required for its own protection or on account of statute shall be its own responsibility and at its own expense.

Any exclusions or provisions in the insurance maintained by the contractor that excludes coverage for work contemplated in this contract shall be deemed unacceptable and shall be considered breach of contract.

The carrying of the insurance described shall in no way be interpreted as relieving the Contractor of any responsibility under this contract.

Should the Contractor engage a subcontractor or sub-subcontractor, the same conditions will apply under this Agreement to each subcontractor and sub-subcontractor.

The Contractor hereby waives all rights of subrogation against Okaloosa County and its employees under all the foregoing policies of insurance.

EXCESS/UMBRELLA INSURANCE

The Contractor shall have the right to meet the liability insurance requirements with the purchase of an EXCESS/UMBRELLA insurance policy. In all instances, the combination of primary and EXCESS/UMBRELLA liability coverage must equal or exceed the minimum liability insurance limits stated in this Agreement.

GENERAL CONDITIONS

PRE-QUALIFICATION ACTIVITY

1. ADDENDUM - Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County Administrator, Commissioners, County staff, and Review Committee members, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be directed via OpenGov:

All questions or inquiries must be received no later than the last day for questions (reference ITN & Respondent’s Acknowledgement Form). Any addenda or other modification to the ITN 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 ITN 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 documents.

No respondent may rely upon any verbal modification or interpretation.

2. PREPARATION OF PROPOSAL – The proposal form is included with the proposal documents. Additional copies may be obtained from the County. The respondent shall submit originals and bid forms in accordance with the public notice.

All blanks in the proposal documents shall be completed electronically in both words and numbers with the amounts extended, totaled and the proposal signed. A proposal price shall be indicated for each section, proposal item, alternative, adjustment unit price item, and unit price item listed therein, or the words “No Proposal”, “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 numeric figures, the written amount shall govern. Any proposal 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 proposals may be rejected.

A proposal submitted by a corporation shall be executed in the corporate name by the president or a vice president or other corporate officer who has legal authority to sign.

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

A proposal submitted by a joint venture shall be executed by each joint venture in the manner indicated on the proposal form. The official address of the joint venture must be shown below the signature.

All signatures shall be submitted electronically - All names shall be typed or printed below the signature.

The proposal 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 proposal shall be shown.

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

If the respondent is an out-of-state corporation, the proposal shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida in accordance with Article 3. A state contractor license # for the State of Florida shall also be included on the proposal form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

3. INTEGRITY OF PROPOSAL DOCUMENTS - Respondents shall use the original Proposal 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 Proposal documents if sufficient space is not available. Any modifications or alterations to the original proposal documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any such modifications or alterations that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original proposal documents.

4. SUBMITTAL OF PROPOSAL – All proposals 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 within the document.

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

If within 24 hours after proposals 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 proposal, that respondent may withdraw its proposal, and the proposal security may be returned. Thereafter, if the work is re-proposal, that respondent will be disqualified from 1) further purposing on the work, and 2) doing any work on the contract, either as a subcontractor or in any other capacity.

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

7. CONDITIONAL & INCOMPLETE PROPOSALS - Okaloosa County specifically reserves the right to reject any conditional proposal and proposals which make it impossible to determine the true amount of the proposal.

8. CONTRACT FOR SERVICES – A copy of the County’s standard agreement for professional services such as the ones being procured herein is attached to this procurement. The selected respondent will be required to enter into the County’s standard agreement. It is the responsibility of the Respondent to raise any objections to the terms and conditions of the standard agreement at the time of submitting its response to this ITN. Failure to do so will be considered a waiver of respondent’s right to raise it later in the process or during negotiations. In the evaluation and negotiation processes the County has the right in its sole discretion to consider any objections raised by Respondent as part of the determination of the most responsible and responsive proposer.

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

10. APPLICABLE LAWS & REGULATIONS – All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the services shall apply to the proposal throughout, and they will be deemed to be included in the contract the same as though they were written in full therein. Further, from time to time the County may be eligible to obtain State of Federal grant funding for some of the services provided hereunder the requirements of the grants will be applicable to the services rendered.

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

a. Submission of more than one proposal for the same work from an individual, firm, agency, 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 the Federal Government on its barred/suspended vendor list.

12. AWARD OF CONTRACT -

Okaloosa County Review - Okaloosa County appointed selection committee consisting of the constitutional officers, shall review all proposals and will participate in the recommendations to the Board of County Commissioners. The Board of County Commissioners shall make final determination on any award of Contract.

The contract shall be awarded to the responsible and responsive respondent(s) whose proposal is determined to be the most advantageous to the County, taking into consideration the price and other criteria set forth in the request for proposals.