REQUEST FOR PROPOSAL

RFP-5277-26/GCM

MEDICAL DIRECTOR SERVICES AGREEMENT

1301 East Second St.

Sanford, FL 32771

RELEASE DATE: July 8, 2026

DEADLINE FOR QUESTIONS: July 27, 2026

RESPONSE DEADLINE: August 5, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/seminolefl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Seminole County

RFP #RFP-5277-26/GCM

Medical Director Services Agreement

TABLE OF CONTENTS

I. Introduction II. Scope of Services

III. Instructions to Proposers IV. Instructions for the preparation of Submittals V. Price Proposal VI. Evaluation Phases

Attachments:

B - Draft Agreement with exhibits 7.7.26

Title: Medical Director Services Agreement

1. Introduction

The Proposer is expected to completely analyze the information contained in this Request for

Proposals (RFP) as guidance for the preparation of their written submittal. The Proposer’s written proposal should be specific, detailed, and complete to demonstrate the Proposer’s understanding of the requested work clearly and fully and/or delivery requirements.

Public Records: Article 1, Section 24, Florida Constitution, guarantees every person access to all public records, and Section 119.011, Florida Statutes, provides a broad definition of “public records.” As such, all responses to this competitive solicitation are public records. Any Bidder or Respondent claiming any portion of its response to the solicitation contains information that is exempt from the public records law shall review and strictly follow the procedures set forth herein.

1.1. Summary

Seminole County is seeking proposals from qualified physicians to serve as the Medical Director for the Seminole County Emergency Medical Services (EMS) System. The Medical Director will provide medical oversight, clinical leadership, and direction for the County's pre-hospital EMS system while collaborating with County leadership, the Seminole County Fire Chief, and municipal Fire Chiefs to ensure the delivery of high-quality emergency medical care.

The selected Medical Director will function as an independent contractor responsible for overseeing the clinical aspects of the EMS system, supporting continuous quality improvement, and ensuring compliance with applicable medical standards and protocols. To maintain public confidence and avoid the appearance of preferential treatment, the Medical Director must not have a direct contractual affiliation with any hospital to which Seminole County EMS providers routinely transport patients. The County seeks an experienced, collaborative leader with a demonstrated commitment to excellence in emergency medical services and patient care.

1.2. Contact Information

Gladys Marrozos Procurement Administrator 1301 East 1st Street Sanford, FL 32771 Email: gmarrozos@seminolecountyfl.gov Phone: (407) 665-7112

Department:

Administrative Services - Purchasing & Contracts

1.3. Timeline

Release Project Date July 8, 2026

Question Submission Deadline July 27, 2026, 5:00pm mailto:gmarrozos@seminolecountyfl.gov tel:(407)665-7112

Proposal Submission Deadline August 5, 2026, 2:00pm

Attend bid opening via Microsoft Teams at:

https://teams.microsoft.com/meet/2375787075

45?p=S3tsxHJlPhNVKw6uG0

Meeting ID: 237 578 707 545 Passcode: By9VR7oV https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0 https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0

2. Scope of Services

2.1. MEDICAL DIRECTOR SERVICES AGREEMENT

I. COORDINATION AND OVERSIGHT

A. The Medical Director shall report to the County Manager regarding areas of County wide concern and shall provide reports to the Board of County Commissioners on matters as determined by the County Manager.

B. The Medical Director shall report to the Director (Seminole County Fire Chief) regarding the operational aspects of the EMS system and the administration of this Agreement.

C. For matters relating to the delivery of pre-hospital medical care within the Seminole County

EMS System, the Medical Director shall coordinate with and be accountable to the Director and municipal Fire Chiefs of Seminole County.

D. The Medical Director shall be an independent contractor with no direct hospital or hospital system contractual affiliation with any hospital that Seminole County paramedics and

Emergency Medical Technicians (“EMTs”), collectively referred to as “EMS Providers”, routinely transport patients to. This requirement is to avoid the perception that there is a preferred transport facility or an affiliation agreement between the Seminole County EMS System and the respective hospital facility.

II. POSITION REQUIREMENTS OF THE MEDICAL DIRECTOR

The Medical Director of the Seminole County Emergency Medical Services System shall:

A. Be a Florida licensed M.D. or D.O., pursuant to Sections 401.23 through 401.465 Florida

Statutes and Rule 64J-1.004, F.A.C. or most current version.

B. Possess a thorough understanding of pre-hospital emergency care and have 10 or more years of experience and/or specialty training in pre-hospital emergency medicine.

C. Comply with all requirements of Florida Statutes Chapter 401 and Chapter 64J-1.004

"Medical Direction" of the Florida Administrative Code or their most current version.

D. Be available twenty-four (24) hours per day, seven (7) days per week for emergency consultations from system EMS providers. The Medical Director will be furnished with an accessible communication device, i.e. cell phone, by the Seminole County Fire Department.

The cell phone must be carried by the Medical Director at all times and be available to contact the communications center immediately upon being contacted for services under this

Agreement. The Medical Director must appoint a similarly qualified physician, Physician

Assistant (PA) or Advanced Registered Nurse Practitioner (ARNP) to be available in the event the Medical Director is unavailable.

E. Possess proof of current registration as a Medical Director with the US Department of

Justice, Drug Enforcement Administration (DEA), to provide controlled substances to an

EMS provider. The DEA registration shall include each address at which controlled substances are stored, in accordance with Chapter 401, Florida Statutes, and Section

64J-1.004 (3)(c), F.A.C., as may be amended copies of the Medical Director's license and registrations must be provided to Seminole County and each municipality with a fire department within Seminole County (“Agency or Agencies”).

F. Work a minimum of 18 office/field hours per week in quality improvement (QI) activities, meetings, testing, parameter development/revision, field observation and system monitoring.

G. Submit pre-hospital care contemplated changes or parameter revisions that could result in significant capital expense, change in procedures or additional training costs to the Fire Chiefs Executive Group for approval prior to implementation.

H. Provide, at a minimum, verbal quarterly EMS System performance reports to the Fire

Chiefs Executive Group that include the following:

A. Field observation of EMS Providers performing patient care at a minimum of eight

(8) incidents per month.

B. Visit and interact with EMS Providers, hospital emergency department staff and other public safety personnel for quality improvement and/or education purposes at least three (3) times per month.

I. Provide monthly activity reports, either verbally or by written minutes through the EMS

Group and/or the Quality Council, to the Fire Chiefs Executive Group detailing activities related to the EMS System.

J. Attend monthly meetings of the EMS Quality Council, EMS Group of Seminole County and other meetings, as requested or deemed in the best interest of the Seminole County EMS

System by the Fire Chiefs Executive Group.

K. Provide medical oversight for Community AED Program including County, Municipal and

Law Enforcement participants.

L. In coordination with the Fire Chiefs Executive Group, regularly schedule face-to-face meetings with EMS Providers to include the following topics:

a. Identification of problem areas.

b. Individualize education and quality improvement.

c. New protocol development.

d. System-wide education and quality improvement.

e. Disaster preparedness.

f. Review of medical equipment, medications, and supplies.

g. System monitoring.

h. Conflict resolution.

M. Provide an illustrative overview (organizational chart) of the Office of the Medical Director with an accompanying written plan to address succession/continuity of operations.

III. RESPONSIBILITIES OF THE MEDICAL DIRECTOR

The Medical Director shall:

A. Supervise and assume direct responsibility for the medical performance of EMS

Providers operating for the EMS System pursuant to Section 401.265, Florida Statutes, and any other applicable statute or rule.

B. Provide consultation to County Management and Directors regarding medical issues that may impact Seminole County, i.e. pandemics, general health/medical issues, mental health initiatives, infection control programs, and medical grant funding etc.

C. Serve as a spokesperson for the office of the Medical Director and County when directed by the County Manager.

Inquiries from the media to the Medical Director concerning issues that are related to the performance of the Medical Director’s responsibilities or the EMS

System, shall be referred to the Seminole County Communications Team in a timely fashion to coordinate a response.

D. Assume direct responsibility for the clinical activities of all EMS Providers performing in the EMS System.

E. Discharge all duties in accordance Section 401.265, Florida Statutes and Section 64J-

1.004, F.A.C., as may be amended.

F. Be actively involved in the Florida Association of EMS Medical Directors and attend at least two (2) meetings per year.

G. Present a minimum of four (4) Medical Director updates per year to EMS Providers operating under their direction.

H. Provide consultation regarding EMS issues to the Fire Chiefs and Agency supervisors and field personnel, as requested. Consultations that are non-emergent in nature should be conducted during normal business hours, i.e., Monday through Friday 0800-1700 hrs.

I. Provide continuous twenty-four (24) hours per day, seven (7) days per week emergency consultations from EMS System providers and "on-line" medical direction to personnel, when requested.

J. Assist in the resolution of problems involving the delivery of pre-hospital care and other emergency medical services in accordance with Florida Statutes Chapter 401 and 64J-1.004 of the Florida Administrative Code, as may be amended.

K. When requested by an Agency, evaluate, monitor and provide conflict resolution for hospital emergency department diversions and delays in patient care transfers.

L. Chair the EMS Quality Council and facilitate discussions with emergency physicians, physician specialists, surgeons, trauma specialists, physician assistants, nurse practitioners, nursing staff and other ancillary medical personnel to provide input in the continued enhancement of the EMS System.

M. Periodically, on an as needed basis, review, recommend, and/or authorize medical telecommunication protocols for the Seminole County Fire Department Emergency

Communications Center.

IV. PRACTICE PROTOCOLS

A. Develop and revise the pre-hospital care practice protocols as needed for the EMS

System. The practice protocols shall be revised as necessary to maintain clinical currency and a complete review performed a minimum of every two years.

B. Develop medically correct standing protocols which permit ALS and BLS procedures when communication cannot be established with the Medical Director, or designee, or when any delay in patient care would potentially threaten the life or health of a patient in accordance with 64J-

1.004, Florida Administrative Code, as may be amended.

C. Develop or revise practice protocols in a manner that considers patient care first.

D. Submit new, revised and additional protocols that will result in a significant capital expense, change in budgeted funds or inherent additional training costs for the Agencies to the

Fire Chiefs Executive Group for approval prior to implementation.

E. Ensure that all EMS Providers are trained in the use of the Trauma Scorecard

Methodology, as provided in Section 64J-2.004 F.A.C. for adult patients and Section 64J-2.005

F.A.C. for pediatric patients.

F. Develop and revise Trauma Transport Protocols (TIP) in accordance with Section 64J-

1.004(4)(i), F.A.C., when necessary or as required by the Florida Bureau of EMS. The TTPs must be submitted as required to the Florida Bureau of EMS for approval.

G. Draft for distribution memorandums related to changes that may have potential to create system level impacts.

H. Establish and maintain listing(s) of initial receiving facilities and transport criteria in compliance with State and Federal regulations, and in consultation with the Fire Chief or designee.

V. CONTINUOUS QUALITY ASSURANCE/ QUALITY IMPROVEMENT

A. In conjunction with Agencies’ management, develop and establish an EMS Quality

Assurance/ Quality Improvement Program (“QA/QI Program”) in accordance with Section

401.265(2), Florida Statutes, and Section 64J-1.004 (4) (b), F.A.C., as may be amended.

B. The QA/QI Program developed by the Medical Director shall require each Agency to implement and maintain a process for the review of EMS patient care reports and clinical performance within its own Agency. The Medical Director shall oversee each Agencies’ quality improvement activities to ensure consistency with EMS System standards, applicable statutes, and accepted practices and protocols in pre-hospital emergency medicine. The Medical Director shall coordinate with the Fire Chiefs from each Agency directly for development, oversight and implementation of the QA/QI Program on an individual Agency level.

C. The Medical Director shall audit the performance of EMS Providers through the QA/QI

Program by review of patient care records, direct observation, comparison of performance standards for drugs, equipment, system protocols and procedures.

D. Establish internal and external benchmarks of key performance measures as pertain to patient outcomes.

E. In conjunction with management designee appointed by the Fire Chief, the Medical

Director or similarly qualified persons designated by the Medical Director, shall work a minimum of 10 hours weekly to review EMS System patient care reports, for the purpose of quality improvements in patient care, documentation and identification of any and all deviations from

EMS System practice protocols.

F. In conjunction with the Agencies, periodically communicate with the hospital emergency departments to exchange information and review the quality of care provided by the EMS

System.

VI. CONTINUING EDUCATION/TRAINING PROGRAM

The Medical Director shall be responsible for ensuring the quality of the Continuing

Medical Education (CME) training provided to EMS Providers by:

A. Complying with all applicable requirements of Section 64J-1.004(4), F.A.C.

B. Reviewing and approving all curriculum and courses for continuing education units (CEU) prior to the EMS Providers being trained.

C. Participating in classroom teaching or review of student performance, a minimum or four

(4) hours per month in accordance with Section 64J-1.004 (4)(f) F.A.C., as may be amended.

D. Actively participating in the development of EMS training programs by identifying educational topics, presenting lectures and providing other educational opportunities for the enhancement of the EMS System.

E. Assist in developing procedures to evaluate the clinical impact and effectiveness of the entire CME program.

F. Evaluating the educational effectiveness of instruction, courses and programs.

G. Participate in Advanced Cardiac Life Support (ACLS), Pre-Hospital Trauma Life Support

(PHTLS), and Pediatric Education for Pre-hospital Providers (PEPP) or their program equivalent refresher courses and programs adopted by the EMS System.

H. Participate in a minimum of ten (10) hours per year in direct contact with EMS Providers for continuing medical education related to pre-hospital care or teaching or a combination of both in accordance with Chapter 401, Florida Statutes and Section 64J-1.004 (4), F.A.C., as may be amended.

I. Monitor and audit at least one (1) class session of every CME/CEU course held.

VII. CERTIFICATION OF EMS PROVIDERS

A. Be responsible for establishing and periodically updating the minimum personnel standards and certification requirements for practice in the EMS System.

B. Standards shall include the requirements for initial training and mentoring as outlined in the Paramedic Clinical Assessment Program (PCAP) and EMT initial training requirements;

requirements for continuing medical education; state and national recertification requirements;

standards for professional conduct; and testing requirements for EMS Providers to maintain EMS System county practice certification.

C. Establish procedures for the issuance, renewal, suspension and revocation of certifications for EMS Providers.

VIII. MEDICAL EQUIPMENT AND SUPPLIES

A. The Medical Director shall conduct ongoing and comprehensive reviews of all EMS equipment, medications and medical supplies as necessary to ensure reliable delivery of medical services in the EMS System with a focus of providing evidence based excellent care.

B. The Medical Director shall ensure and certify that security procedures for the EMS

System with respect to medications, controlled substances and medical fluids are in compliance with Chapters 499 and 893, Florida Statutes, and Chapter 61N-1, F.A.C., pursuant to Section 64J-1.004, F.A.C.

IX. DISASTER ASSITANCE AND PLANNING

A. The Medical Director, or designee, shall be available for consultation and/or response during a disaster situation, pandemic or declared state/federal emergency affecting Seminole

County.

B. The Medical Director shall be available for emergency consultation during a multiple casualty incident. The Medical Director shall function as a liaison between EMS field operations, hospitals and public health agencies during these types of incidents.

C. The Medical Director shall assist in the mitigation of specific emergency medical care aspects of disaster situations affecting or potentially affecting Seminole County.

D. The Medical Director shall support the Seminole County Office of Emergency

Management, in an advisory role as a subject matter expert, with the development of emergency response/management plans and procedures during non-emergency/disaster times.

E. The Medical Director shall serve as the County’s medical advisor on the Executive

Advisory Group for all emergencies/disasters which require Seminole County Emergency

Operations Center activation.

F. In coordination with the Seminole County Communications Office, the Medical Director shall support Seminole County at press conferences during times of emergency / disaster at the request of the County Manager’s office.

G. The Medical Director shall serve as a medical advisor/subject matter expert for all

Seminole County Long Term Care Facility Working Group meetings and conference calls.

H. The Medical Director shall serve as the Doctor of Record for medical response sites, as needed.

I. The Medical Director shall serve as an advisor to the Emergency Operations Center

Safety and Planning Section – to advise on internal and external field operations, safety procedures, and policies during emergencies.

X. STATE INVOLVEMENT

A. The Medical Director shall demonstrate active participation in the State EMS Medical

Director's Association or a statewide physician's group involved in pre-hospital care in accordance with Chapter 401, Florida Statutes and Section 64J-1.004 (3) (d) F.A.C., as may be amended.

XI. INFECTION CONTROL

A. The Medical Director, or designee, shall consult with Seminole County’s contracted infectious disease specialist, to develop and revise the infection control plan for the EMS

System as needed to assure compliance with state and federal requirements.

B. The Medical Director shall be available for consultation with EMS Providers, management or contracted Infectious Disease Specialist to evaluate and determine the significance of any blood or body fluid exposure to personnel in accordance with the Post Exposure Prophylaxis

Program (PEP) for Seminole County. The Medical Director shall provide support to the contracted Infectious Disease Specialist to establish treatment plan for the affected employee(s).

XII. ADVANCE COMMUNITY PARAMEDICINE

For the purpose of integrating emergency medical services with identified needs of the community, where services could enhance the quality of life of the Seminole County citizens, the Medical Director team shall provide guidance and assistance Advance

Community Paramedicine programs within the County.

The program shall identify areas of need within Seminole County and opportunities to provide service to address those needs. (The following is considered a working list, and is not all inclusive)

A. Follow up of hospital discharges

B. Regular checkups

C. Annual Wellness Visits

D. Telemedicine

E. Transport to an alternate destination

F. Provide treatment in place with a qualified health care practitioner, either on the scene or connected using telehealth

G. Advanced certification requirements of providers

H. Provide medical needs to citizens who have limited access to service

3. Instructions to Proposers

3.1. Contact

All prospective Proposers are hereby instructed not to contact any member of the Seminole

County Board of County Commissioners, the County Manager or Deputy Manager, or any

Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person, Gladys Marrozos, regarding this RFP or their written proposal at any time prior to the posting on the COUNTY’S Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your proposal. Interpretation of this clause will be solely at the discretion of the COUNTY.

3.2. Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

3.3. Public Opening

Electronic submittals shall be received by PCD online in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda. Persons with disabilities needing assistance to participate in the Public Opening should call the noted PCD Contact

Person at least forty-eight (48) hours in advance of the Public Opening at (407) 665-7112.

Attend bid opening via Microsoft Teams at https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0.

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 237 578 707 545

Passcode: By9VR7oV

3.4. Delays

The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s

Website: (https://secure.procurenow.com/portal/seminolefl)

3.5. Proposal Submission and Withdrawal

The COUNTY will accept submittals electronically via the COUNTY’s e-Procurement Portal until

2:00 pm on Wednesday, August 5, 2026. Proposals received after the scheduled due date and time for submission shall not be considered. Proposals submitted in any other format other than via the COUNTY’S e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed. Companies shall register on the COUNTY’S e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Proposer for this solicitation and will appear on the Follower’s list. Proposers that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the COUNTY’S e-Procurement Portal, and therefore will be unable to https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Faka.ms%2FJoinTeamsMeeting%3Fomkt%3Den-US&data=05%7C02%7Cltorres%40seminolecountyfl.gov%7C631e7ee202ac46256e5608dda8547486%7C9d380a55ed1044b9813bb83cfe0e80d4%7C1%7C0%7C638851802863957101%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=V5vNikox%2BrhxGJ6C4PPD69gzbL0kShvF%2BJ%2FJzaVHIRQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25229d380a55-ed10-44b9-813b-b83cfe0e80d4%2522%252c%2522Oid%2522%253a%2522462f8932-cfb6-408b-89d3-e432396ca876%2522%257d&data=05%7C02%7Cltorres%40seminolecountyfl.gov%7C631e7ee202ac46256e5608dda8547486%7C9d380a55ed1044b9813bb83cfe0e80d4%7C1%7C0%7C638851802863980745%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=hlj%2FeswEYt0%2B6dgzTjNiTmwKIvQ4inmdJOGA5WVgLT4%3D&reserved=0 participate or be considered for this RFP. If a Proposer encounters technical difficulties using the COUNTY’S e-Procurement Portal, or needs assistance using the Portal, Proposers may access the Help Center for vendor training guides provided by OpenGov-Procurement, the

Software Administrator. Proposers may also contact the Software Administrator using the real-time chat function on the COUNTY’S e-Procurement Portal (located in lower right-hand corner of the screen), or via email at support@procurenow.com for support.

The COUNTY will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither the COUNTY, nor the Software Administrator, will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic proposal before the deadline indicated herein shall be at the Proposer's sole risk, and no relief will be given for late and/or improperly submitted proposals. Once file(s) have been uploaded and the

Submission Status shows as “Submitted” the submission is complete. At that point, the

Proposer will also receive an email confirmation from the COUNTY’s e-Procurement Portal.

Telephone confirmation of timely receipt of any submittal should be made by calling (407) 665-

7112, before the 2:00 pm deadline.

The Proposer is required to submit ONE (1) ELECTRONIC FORMATTED file of their complete written submittal.

Proposers may withdraw their submittal electronically via the COUNTY’S e-Procurement Portal at any time prior to the scheduled due date and time for submission.

3.6. Inquiries

All Proposers should carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of PCD Contact Person in writing via the Q&A tab in the

COUNTY’S e-Procurement Portal prior to the scheduled due date and time for submission.

Failure to do so, on the part of the Proposer, shall constitute an acceptance by the Proposer of any subsequent decision made by the COUNTY. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached Draft Agreement, shall be requested in writing, and received no later than 5:00 pm on Monday, July 27, 2026. Written requests shall be submitted via the COUNTY’S e-Procurement Portal The COUNTY will not be responsible for oral instructions made by employees of the COUNTY or its authorized representatives in regard to this RFP. If the Q&A deadline has passed, a Proposer may contact the COUNTY directly if necessary at gmarrozos@seminolecountyfl.gov. The COUNTY reserves the right to reject any questions sent after the Q&A deadline.

3.7. Draft Legal Agreement

The COUNTY’s standard written legal agreement (hereinafter “Draft Agreement”), attached hereto, contains the terms and conditions that will become an integral part of the Contract. Any proposed revisions to the Draft Agreement will only be considered by the COUNTY if requested by Bidder/Proposer, and received in writing by COUNTY, prior to the scheduled due date and time identified herein as the Submission Deadline.

http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

Any proposed revisions received by the COUNTY after the due date and time identified herein as the Submission Deadline will not be considered.

Bidders/Proposers who do not request any revisions agree to be legally bound by the terms and conditions of the Draft Agreement.

3.8. Addenda

Should revisions to the RFP documents become necessary, the COUNTY will post Addenda information on the COUNTY's e-Procurement Portal. The COUNTY’s e-Procurement Portal will issue an automated email notification to all “Followers” on the RFP’s Followers list. All

Proposers should check the COUNTY's Website or notify Gladys Marrozos to verify information regarding Addenda. Failure to do so may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. By execution of the Formal Notice for this RFP, the

Proposer acknowledges receipt of all Addenda issued under this solicitation. Addenda information will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda.

3.9. Selection Process and Award

Proposals will be reviewed by the COUNTY Evaluation Committee in accordance with the evaluation criteria set forth in the RFP documents. The COUNTY reserves the right to conduct interviews and require presentations of any or all Proposers prior to selection. The COUNTY will not be liable for any costs incurred by the Proposer in connection with such presentations.

Should oral presentations for this RFP be required by the COUNTY, the evaluation criteria and weights shall be used to short-list the Proposers. The County will award a contract based on the proposal that best meets the County's requirements. The Proposer understands that this RFP does not constitute an agreement or a contract with the Proposer. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to waive formalities, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety.

3.10. Proposal Preparation Costs

Neither the COUNTY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFP. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the

Proposer's ability to meet the requirements of this RFP.

3.11. Accuracy of Proposal Information

By submission of a proposal, Proposer acknowledges that they have carefully examined the

Request for Proposal documents and agrees to furnish the services specified in the solicitation at the prices, rates or discounts as proposed. Proposers agree that their proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the County adequate time to evaluate the submittals.

By submission of a proposal, Proposer agrees to abide by all conditions of this proposal and understands that a background investigation may be conducted by the Seminole County

Sheriff’s Department prior to award. Proposer certifies that all information contained in their proposal is truthful to the best of their knowledge and belief. Proposer further certifies that they are duly authorized to submit this proposal on behalf of the vendor/Proposer as its act and deed and that the vendor/Proposer is ready, willing and able to perform if selected.

3.12. Insurance

A misstatement or omission of a material fact, whether intentional or not, regarding the

Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the

Proposer’s submitted proposal and rescission of any ensuing Award Agreement.

The COUNTY recommends that all Proposers review the insurance requirements listed within the Draft Agreement with their insurance carriers. A copy of the insurance certificate shall be furnished to the COUNTY prior to the final execution of the COUNTY’s

Award Agreement. The COUNTY reserves the right to reject the award to any Proposer that fails to provide the insurance as required within the COUNTY’s Award Agreement.

3.13. Licenses

Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal under this RFP. Failure of the Proposer to be fully licensed and certified, may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. Any permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, County, City, etc., is the responsibility of the Proposer.

3.14. Posting of the RFP’s Recommendation and Intent to Award

The recommendation and intent to award for this RFP will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). Failure to file a protest with the COUNTY’s

Purchasing & Contracts Manager within the time prescribed in the COUNTY's Purchasing Code, Policies and Procedures shall constitute a waiver of proceedings.

3.15. Public Records Compliance

By executing this Contract, the Contractor hereby certifies that it understands and agrees that all books, records, and accounts related to the performance of this Contract shall be subject to the applicable public records provisions of Chapter 119, Florida Statutes. As such, all books, records, and accounts created by the Contractor, or provided to the Contractor pursuant to this Contract, are public records and the Contractor agrees to assist the County in compliance with any request for such public records made in accordance with Chapter 119, Florida Statutes.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE COUNTY’S PUBLIC RECORDS

COORDINATOR AT:

407-665-7410, PUBLICRECORDS@SEMINOLECOUNTYFL.GOV

1101 E. FIRST STREET

SANFORD, FL 32771

A. CONTRACTOR specifically acknowledges its obligations to comply with Section

119.0701, Florida Statues, with regard to public records and shall:

1. Keep and maintain public records that ordinarily and necessarily would be required by

COUNTY; and

2. Provide the public with access to public records on the same terms and conditions that

COUNTY would provide the records and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law; and

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law; and

4. Meet all requirements for retaining public records and transfer, at no cost to the

COUNTY, all public records in possession of CONTRACTOR upon termination of this

Contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to COUNTY in a format that is compatible with the information technology system of COUNTY.

3.16. Prohibition Against Contingent Fees

It shall be unethical for any person to be retained, or to retain any company or person, other than a bonafide employee working solely for the Proposer to solicit or secure the Award

Agreement for this RFP, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bonafide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from award or making of this Award Agreement. For the breach or violation of this provision, the

COUNTY shall have the right to terminate the Award Agreement at its sole discretion, without liability and to deduct from the Award Agreement price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

3.17. Rejection/Disqualification

The COUNTY reserves the right to reject the proposal of any Proposer who has failed to perform, in a timely manner, the scope of services of a previously awarded agreement. The

COUNTY reserves the right to inspect all facilities of Proposers in order to make a determination as to the available resources to perform properly under this award. The COUNTY reserves the right to waive any irregularities, informalities, and technicalities and may, at its discretion, issue a re-procurement. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal submittal will be cause for rejection of all proposals in which such Proposers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers.

Proposals in which the prices obviously are unbalanced will be subject to rejection.

3.18. Purchasing Code

Seminole County Code Chapter 220 (Purchasing Code) and Administrative Code Section 3.55

(Purchasing Policy) apply to this RFP in their entirety.

3.19. Affirmation

By submission of a proposal, the Proposer affirms that their proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFP and the resulting Award Agreement as prepared by Seminole County.

3.20. Governmental Restrictions

In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Purchasing and

Contracts Division at once, indicating in his/her letter the specific regulation which required an alteration, including any price adjustments occasioned thereby. The County reserves the right to accept such alteration or to cancel the contract or order at no further expense to the County.

3.21. Advertising

In submitting a proposal, Proposer agrees not to use the results therefrom as a part of any commercial advertising, without the express written approval of the County Manager’s Office.

3.22. Patents and Royalties

Unless otherwise provided, the Proposer shall be solely responsible for obtaining the right to use any patented or copyrighted materials in the performance of the contract resulting from this

PS. The Proposer, without exception, shall indemnify and save harmless the County and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the Proposer. In the event of any claim against the County of copyright or patent infringement, the County shall promptly provide written notification to the Proposer. If such a claim is made, the Consultant shall use its best efforts to promptly purchase for the County the legitimate version of any infringing products or services or procure a license from the patent or copyright holder at no cost to County that will allow continued use of the service or product. If none of the alternatives are reasonably available, the County agrees to return the article on request to the Proposer and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

3.23. Drug-Free Workplace Compliance

Proposer shall comply with Section 287.087, Florida Statutes, and failure to comply shall result in rejection/disqualification of the proposal and all agreements as a result of this solicitation.

3.24. Public Entity Crime

Any Person or affiliate, as defined in Section 287.133, Florida Statutes, shall not be allowed to contract with the COUNTY, nor be allowed to enter into a subcontract for Work on this Project, if such a person or affiliate has been convicted of a public entity crime within three (3) years from the date this Project was advertised for Proposal, or if such person or affiliate was listed on the

State's convicted vendor list, within three (3) years of the date this Project was advertised, whichever time period is greater. A public entity crime means a violation of any state or federal law with respect to and directly related to the transaction of business with any public entity or agency (federal, state or local), including but not limited to, any contract for the construction or repair of a public building or public work involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, forgery, falsification of records, receiving stolen property or material misrepresentation. Any Agreement with the COUNTY obtained in violation of this Section shall be subject to termination for cause. A sub-contractor who obtains a subcontract in violation of this Section shall be removed from the Project and promptly replaced by a sub-contractor acceptable to the COUNTY.

3.25. Proprietary/Restrictive Specifications

Proposers who feel the specifications contained herein are proprietary or restrictive in nature, thus potentially resulting in reduced competition, must notify the Purchasing and Contracts

Division of their rejection upon receipt of this Request for Proposals and prior to the due date.

3.26. Payment Terms/Discounts

The County’s payment terms are in accordance with Section 218, Part VII, Florida Statutes, Florida Prompt Payment Act. Cash discounts for prompt payment shall not be considered in determining the lowest net cost for evaluation purposes.

3.27. Additional Terms and Conditions

Unless expressly accepted by the County, only the terms and conditions in this document and

Award Agreement shall apply. Any and all additional terms and conditions shall have no force and effect, and are inapplicable to this proposal if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general and/or special conditions in these RFP documents and any Addenda issued under this solicitation are the only conditions applicable to this proposal and the Proposer's authorized signature on the Proposal Response

Form attests to this.

3.28. Price Redeterminations

1. During the Renewal Term: Petitions for price redeterminations must be made at the time of

County’s notification to the Contractor of the renewal period. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract to reflect the new prices for the renewal term.

2. Outside the Renewal Term: Petitions for price redeterminations must be made within thirty

(30) days of the anniversary date of the Contract. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract.

BASIS FOR PRICE REDETERMINATIONS. The Contractor may petition the Purchasing and

Contracts Division for price redetermination based on the increased costs of wages, fuel, or materials. Price redeterminations will be based solely upon changes in pricing or costs documented by either the Employment Cost Index (ECI) or Producer Price Index (PPI), whichever is applicable, as published by the Bureau of Labor Statistics. The base index number for the ECI will be for the quarter in which the solicitation opens. The base index number for the

PPI will be for the month the solicitation opens. Any subsequent price redeterminations will use the last price redetermination approved for that price redetermination category as the "base index number." The County shall have the right to audit the Contractor's records, including, but not limited to, payroll, materials, and fuel cost records, to verify or otherwise investigate the validity of any price redetermination request.

WAGE PRICE REDETERMINATION. When requesting a price redetermination based upon an increase in wage costs, the Contractor shall refer to and utilize the Pay & Benefits, Employment

Cost Index, Private Industry, Compensation as prepared by the Bureau of Labor Statistics in the

U.S. Department of Labor available at www.bls.gov.

MINIMUM WAGE PRICE REDETERMINATION. If the minimum wage increases during the term of the Contract, including any renewal or extension period thereunder, the Contractor may petition the Purchasing and Contracts Division for price redetermination for those job categories where the pay to the Contractor's employee(s) is the current minimum wage. Upon verification of the information provided, the County will grant an increase of exactly the amount of the minimum wage increase (not the percentage increase). The Contractor must increase the pay to the employee(s) by the amount the Contractor has requested, which shall not exceed the amount of the minimum wage increase. The amount paid to the Contractor will be the increase plus any written and documented increase in FICA, Medicare, and Workers' Compensation insurance. The Contractor must supply written documentation of any other increase that is beyond the scope and control of the Contractor. All written documentation must satisfy the reasonable expectations of the Purchasing and Contracts Division.

• Example: Minimum wage increases from $7.31 to $7.56 per hour. The Contractor may petition for an increase of $0.25 per hour to be paid to the affected employee(s) and shall provide written and documented cost increases for FICA, Medicare and Workers' Compensation. The resulting increase in costs shall be incorporated into fees/rates billed to the County.

If the Contractor bills the County at a higher price according to any price redetermination granted by the County, and the Contractor fails to increase the hourly rate paid to the employee for the same period, the Contractor will be considered in Contract default and the Contract will be immediately terminated.

FUEL PRICE REDETERMINATION. If and when the price of fuel increases by a minimum of ten

(10%) percent, the Contractor may petition the Purchasing and Contracts Division for a fuel price redetermination. As a condition of petitioning for a fuel price increase, the Contractor shall be required to petition for a fuel price redetermination decrease if and when the price of fuel decreases by a minimum often (10%) percent. Failure to make such petition may be grounds for

Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior fuel price redetermination increase(s). Fuel price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) for the commodity "Gasoline - WPU057".

MATERIALS PRICE REDETERMINATION. At the anniversary date of the Agreement, the

Contractor may petition the Purchasing and Contracts Division for a materials price redetermination. As a condition of petitioning for a materials price increase, the Contractor shall be required to petition for a materials price redetermination decrease if/when the price of materials used by the Contractor in connection with the Contract decreases. Failure to make such petition may be grounds for Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior materials price redetermination increase(s). Materials price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) under Inflation & Prices, Industry Data, Construction Machinery Mfg. PCU 333120333120, as published by the Bureau of Labor

Statistics.

PRICE REDETERMINATION CALCULATION. All Price Redeterminations shall be calculated as follows:

Example: Contractor indicated on the Submittal Form that fourteen percent (14%) of the cost to provide the product/service is directly attributed to the redetermination category (wages, fuel, or materials).

PPI in the month the solicitation closed was 158.73.

Current PPI is 264.52 -158.73

=105.79

105.79 divided by 158.73 = .666%

The unit cost of the service is $100.00

14% of $100.00 = $14.00

$14.00 x .666 = $9.32

The New Unit Price for the service is $109.32 ($100.00 + $9.32)

3.29. Expiration Upon Failure to Agree to Price Redetermination

If the County and the Contractor cannot agree to a price redetermination pursuant to the terms and conditions of this Section, then the Contract will automatically expire without penalty or further expense to either party after a…