Mobile_Dialysis_Services_for_Escambia_County_Corrections.pdf

REQUEST FOR PROPOSAL

PD 25-26.121

MOBILE DIALYSIS SERVICES FOR ESCAMBIA COUNTY

CORRECTIONS

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: October 1, 2026

DEADLINE FOR QUESTIONS: October 16, 2026

RESPONSE DEADLINE: November 3, 2026, 9:30 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Escambia County

REQUEST FOR PROPOSAL

Mobile Dialysis Services for Escambia County Corrections

1. Introduction

2. Scope of Work

3. Solicitation Terms and Conditions 3+1+1

4. Purchase Agreements with Other Government Agencies

5. General Terms and Conditions

6. Standard Insurance Requirements and Certificates

7. Medical Professional Liability Insurance

8. Evidence/Certificates of Insurance

9. Vendor Submissions

10. Evaluation Process

11. Evaluation Criteria

Attachments:

A - Copy of Dialysis stats

Request For Proposal #PD 25-26.121 Title: Mobile Dialysis Services for Escambia County Corrections

1. Introduction

1.1. Summary

Escambia County Corrections Department (ECCD) is soliciting proposals from qualified and experienced healthcare providers to provide comprehensive onsite chronic dialysis services for inmate patients housed at County Corrections facilities.

The selected Contractor shall provide all personnel, equipment, supplies, medications, treatment services, clinical oversight, documentation, quality assurance, and related services necessary to provide safe, timely, and reliable dialysis treatment.

The primary purpose of this solicitation is to provide necessary chronic dialysis services onsite within the correctional facility, thereby facilitating timely access to medically necessary treatment and reducing the need for transportation of inmate patients to offsite medical facilities.

1.2. Background

The ECCD is responsible for the care, custody, and control of inmates housed within its correctional facilities.

The current location of the inmate facilities identified in the source solicitation include:

Facility Location Average Daily

Population (2025)

Housing Designation

Escambia County Jail 3080 N. Pace Blvd. Pensacola, Florida 32505

1,235 Minimum to High Maximum

Escambia County Work

Annex

601 Highway 297A

Cantonment, Florida 32533

177 Minimum

The County reserves the right to modify facility assignments, patient populations, schedules, or service requirements during the term of the resulting agreement based upon operational and medical needs. The dialysis room for services is located at 3080 N. Pace Blvd., Pensacola, FL 32505. Any inmates needing dialysis will be located at the 3080 N. Pace Blvd. location.

1.3. Contact Information

Tammy Straughn

Purchasing Coordinator

221 Palafox Place 2nd Floor

Pensacola, FL 32502

Email: tmbaker1@myescambia.com

Phone: (850) 595-4985

Department:

Purchasing mailto:tmbaker1@myescambia.com tel:(850)595-4985

1.4. Timeline

Release Project Date October 1, 2026

Pre-Solicitation Meeting (Non-Mandatory) October 9, 2026, 9:30am

Escambia County Jail

3080 N Pace Blvd

Pensacola, FL 32505

Question Submission Deadline October 16, 2026, 9:30am

Submission Deadline November 3, 2026, 9:30am

Escambia County Office of Purchasing

213 Palafox Place, 2nd Floor

Pensacola, FL 32502

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2.1. PURPOSE OF THE SOLICITATION

The County seeks a qualified Contractor capable of providing comprehensive mobile dialysis services within the Escambia County Corrections Clinic.

The Contractor shall be responsible for the complete delivery of dialysis services, including, but not limited to:

• Qualified clinical and technical personnel;

• Dialysis equipment;

• Water treatment equipment and related systems;

• Dialysis supplies and consumables;

• Medications required for dialysis treatment;

• Patient assessment and treatment;

• Clinical oversight;

• Infection prevention and control;

• Emergency response;

• Equipment maintenance and calibration;

• Medical records and treatment documentation;

• Quality assurance;

• Setup and recovery of equipment;

• Proper handling of sharps, chemicals, and medical waste; and

• Coordination with County Corrections personnel.

All requirements stated as “shall,” “must,” or “required” in this RFP are mandatory requirements unless otherwise specifically stated.

2.2. SCOPE OF SERVICES

A. General Requirements

The Contractor shall provide comprehensive onsite chronic dialysis services for eligible inmate patients at the

Escambia County Corrections Clinic.

The Contractor shall provide all services necessary to safely and effectively perform dialysis treatments without requiring County medical staff to provide the actual chronic dialysis treatment services.

The Contractor shall maintain sufficient personnel, equipment, supplies, medications, and operational resources to meet the requirements of this RFP throughout the contract term.

B. Service Location

Services shall be provided onsite at the Escambia County Corrections Clinic located in Pensacola, Florida.

The County shall designate the treatment area to be used for dialysis services and shall provide the dialysis recliners identified as County-provided equipment.

The Contractor shall be responsible for providing all other equipment, supplies, medications, and resources necessary to perform the services unless specifically identified as a County responsibility.

2.3. SERVICE SCHEDULE AND CAPACITY

A. Routine Schedule

Routine dialysis services shall be available:

Days: Monday through Friday

Hours: 8:00 a.m. through 4:00 p.m.

The Contractor shall coordinate patient scheduling with ECCD to minimize disruption to facility operations while ensuring that medically necessary treatment schedules are maintained.

B. Patient Capacity

The Contractor shall maintain sufficient equipment, personnel, and supplies to provide dialysis treatment to an average of two inmate patients simultaneously.

The Contractor's proposed staffing and equipment plan shall demonstrate its ability to meet this capacity requirement.

C. Urgent Services

The Contractor shall maintain procedures and resources to respond to medically necessary urgent dialysis requirements.

Urgent dialysis treatment shall be provided when medically necessary and authorized through the appropriate County medical process.

The Contractor shall be capable of responding to an urgent dialysis request within twelve (12) hours of notification.

2.4. MANDATORY CONTRACTOR RESPONSIBILITIES

The Contractor shall:

1. Provide all personnel necessary to perform the services.

2. Provide all dialysis equipment and related systems.

3. Provide all required dialysis supplies and consumables.

4. Provide medications required for dialysis treatment.

5. Provide clinical oversight of dialysis services.

6. Conduct patient assessments necessary to establish and maintain individualized treatment plans.

7. Provide scheduled dialysis treatments.

8. Monitor patients during treatment.

9. Document treatment parameters, patient responses, complications, and adverse events.

10. Maintain appropriate infection prevention and control procedures.

11. Maintain and calibrate equipment in accordance with applicable requirements and manufacturer specifications.

12. Maintain appropriate emergency response procedures.

13. Provide required emergency medical supplies and medications.

14. Maintain appropriate quality assurance procedures.

15. Coordinate treatment schedules with ECCD.

16. Maintain required licenses and certifications.

17. Comply with all applicable federal, state, and local laws and regulations.

18. Comply with all Florida Model Jail Standards (FMJS) and accreditation requirements set for by the

Florida Corrections Accreditation Commission (FCAC) and the National Commission on Correctional

Healthcare (NCCHC) at the time of implementation.

1. 1. The FMJS can be found at the following link https://www.flsheriffs.org/law-enforcement-programs/training/florida-model-jail-standards

2. The FCAC standards can be found at the following link: https://flaccreditation.org/.

3. NCCHC Standards can be found at the following link: https://www.ncchc.org/jails-and-prisons/

19. If ECCD chooses to pursue further accreditation in the future, the bidder agrees to work collectively with the facility to meet the requirements of said additional accreditation.

20. Maintain confidentiality of protected health information.

21. Properly handle and reconcile sharps and chemicals.

22. Maintain appropriate safety documentation, including Safety Data Sheets (SDS).

23. Set up and tear down the mobile dialysis equipment.

24. Maintain the treatment area in a clean and orderly condition.

25. Provide required treatment records with the ECCD Medical Records Unit.

26. Cooperate with County inspections, audits, meetings, and quality assurance activities.

27. Maintain continuity of services throughout the contract term.

2.5. EQUIPMENT, SUPPLIES, AND MEDICATIONS

A. Dialysis Equipment https://www.flsheriffs.org/law-enforcement-programs/training/florida-model-jail-standards https://www.flsheriffs.org/law-enforcement-programs/training/florida-model-jail-standards https://flaccreditation.org/ https://www.ncchc.org/jails-and-prisons/ https://www.ncchc.org/jails-and-prisons/

The Contractor shall provide all dialysis equipment necessary to perform the services, including dialysis machines and related equipment.

All equipment shall:

• Be appropriate for the intended clinical use;

• Comply with applicable federal and state requirements;

• Be properly maintained;

• Be routinely inspected;

• Be calibrated as required;

• Be operated in accordance with manufacturer specifications; and

• Be maintained in safe and sanitary operating condition.

The Contractor shall provide all necessary water treatment equipment and related systems required to perform dialysis services.

Equipment shall comply with applicable ANSI/AAMI standards identified in the Contractor's proposed service plan.

B. Supplies and Consumables

The Contractor shall provide all consumable supplies necessary for each treatment, including, but not limited to:

• Dialyzers;

• Bloodlines;

• Needles;

• Syringes;

• Dialysate solutions;

• Personal protective equipment;

• Sharps containers;

• Cleaning and disinfection supplies; and

• Other supplies necessary to safely complete dialysis treatment.

C. Medications

The Contractor shall provide medications necessary for dialysis treatment, including anticoagulants and other supportive medications required as part of the dialysis treatment process.

All medications shall be properly stored, secured, administered, documented, and handled in accordance with applicable requirements.

2.6. CLINICAL STAFFING REQUIREMENTS

The Contractor shall provide qualified, appropriately licensed, trained, and credentialed personnel sufficient to provide all required services.

A. Registered Nurses

All dialysis services shall be provided by Registered Nurses:

• Maintain an active and unrestricted license applicable to the services provided;

• Possess appropriate dialysis experience and training;

• Maintain current Basic Life Support (BLS) certification; and

• Meet all applicable professional, regulatory, and facility requirements.

B. Nephrologist/Clinical Oversight

The Contractor shall provide licensed and appropriately qualified nephrologist oversight for the dialysis program and treatment of inmate patients as required by the Contractor's clinical model and applicable requirements.

The Contractor shall identify its nephrologist or other medical director responsible for clinical oversight in its proposal.

C. Dialysis Technicians

Where dialysis technicians are utilized, the Contractor shall ensure that technicians are appropriately trained, qualified, and authorized to perform their assigned duties.

D. Staffing Plan

The Contractor shall provide a staffing plan demonstrating that sufficient personnel will be available to:

• Meet the routine treatment schedule;

• Treat an average of two patients simultaneously;

• Respond to emergency treatment needs;

• Perform setup and teardown;

• Maintain required documentation;

• Maintain infection control procedures; and

• Provide continuity of services.

2.7. PATIENT ASSESSMENT AND DIALYSIS TREATMENT

A. Initial Assessment

The Contractor shall conduct a comprehensive assessment of each inmate patient requiring dialysis and shall establish an individualized treatment plan based upon the patient's medical needs.

The Contractor shall coordinate treatment planning with appropriate County medical personnel.

B. Dialysis Treatment

The Contractor shall provide dialysis treatments according to the patient's prescribed treatment plan and medical needs.

Treatment shall generally occur three times per week unless a different treatment schedule is medically necessary.

C. Patient Monitoring

The Contractor shall monitor patients throughout each dialysis treatment and shall document, as applicable:

• Vital signs;

• Treatment parameters;

• Patient response;

• Blood work and relevant clinical indicators;

• Complications;

• Adverse events; and

• Other clinically relevant information.

D. Coordination of Care

The Contractor shall coordinate with ECCD medical personnel to facilitate continuity of care and appropriate communication concerning the inmate patient's treatment.

2.8. INFECTION PREVENTION AND CONTROL

The Contractor shall maintain and implement appropriate infection prevention and control procedures for all dialysis services.

At a minimum, the Contractor shall:

1. Follow applicable infection prevention and control requirements.

2. Require appropriate PPE for personnel performing dialysis services.

3. Clean and disinfect treatment equipment as required.

4. Sanitize treatment areas before and after treatment sessions.

5. Properly handle contaminated materials.

6. Properly dispose of medical waste and sharps.

7. Maintain procedures to prevent cross-contamination.

8. Maintain appropriate documentation of required infection control activities.

2.9. EMERGENCY MEDICAL RESPONSE

The Contractor shall maintain written emergency procedures addressing medical emergencies that may occur during dialysis treatment.

Emergency procedures shall address, as applicable:

• Medical deterioration;

• Cardiac emergencies;

• Hypotension;

• Bleeding;

• Dialysis-related complications;

• Adverse medication reactions;

• Equipment failure;

• Emergency transport; and

• Activation of emergency medical services.

Contractor personnel shall be trained in emergency response procedures appropriate to their assigned duties.

The Contractor shall maintain appropriate emergency equipment and supplies necessary to respond to foreseeable dialysis-related emergencies

2.10. MEDICAL RECORDS AND DOCUMENTATION

The Contractor shall maintain complete and accurate records for each dialysis treatment.

Documentation shall include, at a minimum:

• Patient identification;

• Date and time of treatment;

• Treatment parameters;

• Vital signs;

• Medications administered;

• Patient response;

• Complications or adverse events;

• Equipment or treatment issues;

• Clinical observations; and

• Other information required by applicable standards.

The Contractor shall provide copies of treatment records to the County Medical Records Unit for inclusion in the inmate patient's medical record.

Where required by the County, the Contractor may be required to enter applicable clinical information into the patient's medical record.

All treatment documentation shall be submitted to the County Medical Records Unit within twenty-four (24) hours following completion of the treatment session.

2.11. QUALITY ASSURANCE AND PERFORMANCE MONITORING

The Contractor shall maintain a written quality assurance program for the services provided under this RFP.

The quality assurance program shall include procedures for:

• Monitoring quality of patient care;

• Reviewing treatment records;

• Identifying adverse events;

• Monitoring infection control;

• Monitoring equipment maintenance;

• Reviewing service interruptions;

• Addressing deficiencies;

• Implementing corrective actions; and

• Evaluating overall service performance.

ECCD may conduct audits, reviews, inspections, and performance meetings concerning the Contractor's services.

The Contractor shall cooperate fully with ECCD quality assurance and performance monitoring activities.

2.12. FACILITY, SECURITY, AND CORRECTIONAL REQUIREMENTS

The Contractor shall comply with all ECCD security procedures applicable to vendors and healthcare providers entering or working within correctional facilities.

All Contractor personnel shall:

• Complete required County security procedures;

• Submit to required background screening;

• Complete fingerprinting before entering the facility; and

• Comply with all facility security instructions.

Contractor personnel shall not bring unauthorized items, equipment, medications, chemicals, tools, or other materials into the facility.

The ECCD reserves the right to deny facility access to any Contractor employee which fail to satisfy applicable security requirements.

2.13. SHARPS, CHEMICALS, AND MEDICAL WASTE

The Contractor shall be responsible for the safe handling, storage, transportation, reconciliation, and disposal of sharps, chemicals, and other materials used in providing dialysis services, except where otherwise specifically agreed in writing.

The Contractor shall conduct daily reconciliation of sharps and chemical liquids used during treatment.

The Contractor shall provide Safety Data Sheets (SDS) for applicable chemicals and maintain required copies onsite.

All medical waste and sharps shall be handled and disposed of in accordance with applicable requirements.

2.14. SETUP, RECOVERY, AND HOUSEKEEPING

The Contractor shall be responsible for all setup and recovery associated with mobile dialysis services.

Equipment and supplies shall be delivered and set up prior to the beginning of the scheduled treatment session.

Following each treatment session, the Contractor shall:

• Remove or secure equipment and supplies as appropriate;

• Clean and disinfect equipment;

• Properly dispose of waste;

• Secure medications and supplies;

• Reconcile sharps and chemicals;

• Clean the treatment area; and

• Leave the treatment area in a clean, sanitary, and orderly condition.

2.15. COMMUNICATION AND COORDINATION

The Contractor shall maintain open and timely communication with ECCD personnel.

The Contractor shall coordinate with designated ECCD personnel regarding:

• Patient scheduling;

• Treatment requirements;

• Medical concerns;

• Emergency treatment;

• Equipment problems;

• Staffing issues;

• Service interruptions;

• Documentation;

• Quality assurance; and

• Other matters affecting dialysis services.

The Contractor shall participate in periodic meetings with County personnel as requested.

2.16. TRAINING AND CREDENTIALING

The Contractor shall ensure that all personnel assigned to the ECCD are appropriately trained and credentialed for their assigned duties.

Personnel shall maintain all required licenses, certifications, registrations, and continuing education.

The Contractor shall provide documentation of licenses, certifications, training, and credentials upon request by the County.

The Contractor shall ensure that personnel maintain current BLS certification as required by this RFP.

Training shall include, as applicable:

• Dialysis procedures;

• Infection prevention;

• Emergency response;

• Equipment operation;

• Patient safety;

• Correctional facility security procedures;

• HIPAA and confidentiality;

• Sharps safety;

• Chemical safety; and

• Other training necessary to safely perform assigned duties.

2.17. REGULATORY AND PROFESSIONAL COMPLIANCE

The Contractor shall comply with all applicable federal, state, and local laws, regulations, rules, licensing requirements, and professional standards governing the provision of dialysis services.

The Contractor shall maintain all licenses and certifications necessary to provide the services in the State of

Florida.

The Contractor shall comply with applicable requirements concerning:

• Dialysis services;

• Healthcare facilities and providers;

• Occupational safety;

• Infection control;

• Patient privacy and confidentiality;

• Medication management;

• Medical records;

• Emergency medical response;

• Equipment safety; and

• Correctional facility access and security.

The Contractor shall comply with applicable requirements and standards identified in the solicitation, including, where applicable, CMS, NKF, CDC, OSHA, HIPAA, ANA, NCSBN, and ANNA requirements.

2.18. MINIMUM QUALIFICATIONS OF CONTRACTOR

To be considered responsive, the Contractor must meet the following minimum qualifications:

1. Be legally authorized and properly licensed to provide dialysis services in the State of Florida.

2. Have a minimum of five (5) years of experience providing dialysis services, with mobile dialysis experience preferred.

3. Demonstrate experience providing services comparable in scope and complexity to the requirements of this solicitation.

4. Demonstrate the ability to provide qualified clinical personnel, equipment, supplies, medications, clinical oversight, emergency response, documentation, and quality assurance.

5. Maintain appropriate licenses, certifications, registrations, and professional credentials.

6. Demonstrate substantial compliance with the requirements of this RFP.

7. Be registered and authorized to conduct business in the State of Florida.

8. Certify that the Contractor can commence full operations within sixty (60) days following notification of award, unless an alternate implementation period is approved by the County.

9. Agree that assigned personnel shall complete required County fingerprinting and background screening.

10. Demonstrate the ability to comply with applicable County Corrections security, healthcare, and operational requirements.

11. Provide at least three (3) current or former client references for comparable dialysis services.

2.19. PERSONNEL SUBSTITUTIONS

Personnel identified in the Contractor's proposal shall be considered essential to the successful performance of the services.

No substitution of key personnel shall occur without prior written notification to and approval by the ECCD.

Any requested replacement shall:

• Be submitted in writing;

• Include the proposed individual's resume;

• Identify the reason for the substitution;

• Demonstrate comparable or superior qualifications; and

• Meet all applicable licensing, certification, security, and credentialing requirements.

The County reserves the right to reject proposed personnel who do not meet the requirements of this solicitation or the resulting agreement.

2.20. CONTINUITY OF SERVICES

The Contractor shall maintain sufficient resources to provide uninterrupted dialysis services throughout the contract term.

The Contractor shall maintain contingency procedures addressing:

• Equipment failure;

• Staffing shortages;

• Supply interruptions;

• Medication shortages;

• Emergency treatment requirements;

• Utility or water treatment issues;

• Facility access interruptions; and

• Other circumstances that could affect continuity of dialysis services.

Any anticipated interruption in service shall be communicated to the County immediately.

2.21. SERVICE PERFORMANCE REQUIREMENTS

The Contractor shall perform all services in a timely, professional, safe, and reliable manner.

At a minimum, the Contractor shall:

• Maintain the established Monday through Friday schedule;

• Provide services between 8:00 a.m. and 4:00 p.m.;

• Maintain capacity for an average of two simultaneous patients;

• Provide emergency dialysis services when medically necessary;

• Respond to emergency dialysis requests within one hour of notification;

• Have equipment and supplies ready before the beginning of each treatment session;

• Maintain equipment according to manufacturer specifications;

• Complete required treatment documentation;

• Submit treatment documentation within 24 hours;

• Maintain required licenses and certifications;

• Maintain appropriate infection control procedures;

• Maintain emergency response procedures; and

• Communicate promptly with County Corrections regarding service issues.

2.22. MINIMUM SERVICE DELIVERABLES

The successful Contractor shall provide, at a minimum:

1. Qualified dialysis clinical personnel.

2. Nephrologist/clinical oversight.

3. Dialysis technicians when required for the Contractor's service model.

4. Dialysis machines.

5. Water treatment equipment and related systems.

6. Dialysis supplies and consumables.

7. Required medications.

8. Emergency medical supplies.

9. PPE and infection control supplies.

10. Equipment maintenance and calibration.

11. Patient assessment and treatment planning.

12. Routine dialysis treatments.

13. Emergency dialysis response.

14. Complete treatment documentation.

15. Medical records submission.

16. Quality assurance program.

17. Infection prevention and control procedures.

18. Sharps and chemical reconciliation.

19. SDS documentation.

20. Setup and teardown services.

21. Housekeeping and sanitation related to the Contractor's services.

22. Required staff training and credentialing.

23. Compliance with applicable healthcare and correctional requirements.

2.23. COUNTY RESPONSIBILITIES

The County shall:

1. Provide a designated treatment area within the medical clinic.

2. Provide the dialysis recliners identified as County-provided equipment.

3. Provide reasonable access to the designated treatment area.

4. Coordinate security and facility access for authorized Contractor personnel.

5. Coordinate patient scheduling with the Contractor.

6. Provide appropriate notification regarding inmate patients requiring dialysis services.

7. Provide access to applicable County medical records as permitted by law and County policy.

8. Coordinate with the Contractor regarding facility operational and security requirements.

ECCD nursing staff and medical providers will not participate in the provision of the Contractor's routine chronic dialysis treatment services unless otherwise specifically authorized or required for emergency or continuity-of-care purposes.

2.24. PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall be prepared in accordance with the following tab structure.

TAB 1 – CONTRACTOR'S QUALIFICATIONS AND REFERENCES

Provide complete name and address of the proposing firm, including contact information for correspondence regarding the proposal.

Provide contractor experience and qualifications.

Provide at least three (3) current or former client references for comparable dialysis services.

For each reference, provide:

• Client/facility name;

• Location;

• Description of services provided;

• Contract term;

• Name of reference contact;

• Telephone number; and

• Email address.

Reference contacts shall have personal knowledge of the Contractor's performance.

The Contractor shall notify reference contacts that they have been identified as references and that the

County may contact them.

Failure of a reference to respond to County inquiries may affect the evaluation of the proposal.

TAB 2 – PERSONNEL/ PROFESSIONAL QUALIFICATIONS

Identify each member of the proposed project team, including:

• Name;

• Position;

• Responsibilities;

• Professional license;

• Certifications;

• Education;

• Relevant experience;

• Dialysis experience;

• Proposed role in the County account;

• Telephone number; and

• Email address.

Provide resumes for key management and clinical personnel.

The Contractor shall also provide job descriptions and minimum qualifications for each position proposed.

TAB 3 – CAPABILITIES AND UNDERSTANDING OF SCOPE

In this section, the Vendor will discuss the requirements, item by item, as requested in, the solicitation.

Provide a description of the Contractor's approach, technique and procedures to accomplish the scope of services identified and required by this document. A restatement of tasks or mere affirmation of willingness and ability to perform the tasks will not be considered a responsive. The information presented will be in sufficient detail to enable the County to ascertain the Contractor’s understanding the results to be accomplished and the way in which the Contractor intends to accomplish them.

The response shall address, at a minimum:

• Staffing;

• Patient capacity;

• Dialysis equipment;

• Water treatment;

• Supplies;

• Medications;

• Treatment procedures;

• Infection control;

• Emergency response;

• Medical records;

• Quality assurance;

• Equipment maintenance;

• Security;

• Setup and teardown;

• Scheduling;

• Emergency response;

• Continuity of services; and

• Communication with County Corrections.

TAB 4 – COST PROPOSAL

Provide a detailed cost proposal for all services required under this RFP.

Pricing shall identify all costs associated with the proposed services, including:

• Routine dialysis treatments;

• Emergency treatments;

• Equipment;

• Supplies;

• Medications;

• Personnel;

• Setup and recovery;

• Maintenance;

• Transportation or delivery, if applicable;

• Documentation;

• Administrative costs; and

• Any other applicable charges.

The Contractor shall identify any additional or potential costs not otherwise included in the proposed pricing.

TAB 5 – IMPLEMENTATION PLAN

Provide a detailed implementation plan and timeline demonstrating the Contractor's ability to commence full operations within sixty (60) days following notification of award.

The implementation plan shall identify:

• Key implementation activities;

• Staffing;

• Credentialing;

• Background screening;

• Equipment delivery;

• Equipment setup;

• Supplies;

• Scheduling;

• Training;

• Testing;

• Facility coordination; and

• Proposed service commencement date.

TAB 6 – APPENDIX OR ADDIONAL/OPTIONAL SERVICE

Include any additional information or materials that the Contractor believes will assist the County in evaluating the proposal.

Proposed additional contractual terms and conditions may be included in this section.

Submission of proposed terms does not constitute acceptance by the County. Only terms approved and incorporated into the final agreement shall become contractual requirements.

TAB 7 – REQUIRED PURCHASING DOCUMENTS

Include all required County purchasing forms and documents identified in the Vendor Submission

Checklist.

Unless otherwise directed by the County's procurement instructions, the complete proposal shall be submitted as one PDF document containing all required tabs and supporting documentation.

3. Solicitation Terms and Conditions 3+1+1

3.1. Solicitation Terms and Conditions

Submission of a bid in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the bidder. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Bid Inquiries

Submission of a proposal in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the respondent. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Proposal Inquiries

All inquiries concerning the solicitation, including, but not limited to, the scope of work, specifications, additional requirements, attachments, general or supplemental terms and conditions, must be submitted to the Office of Purchasing through the e-procurement portal hosted by OpenGov.

All questions or inquiries must be received no later than the last day for questions stated on the cover page of the solicitation. Any modification to the solicitation documents will be in the form of a written addendum issued by the County not less than five (5) days prior to the date and time of solicitation closing. Addenda will be provided to each respondent via email and will be posted to the Escambia

County website at Escambia County Solicitations

(https://procurement.opengov.com/portal/escambiacountyfl). Such written addenda or modification shall be part of the solicitation documents and shall be binding upon each respondent. Each respondent is required to submit with the proposal a written acknowledgment to confirm receipt of any and all addenda. No respondent may rely upon any verbal modification to or interpretation of the solicitation documents, and no interpretation shall be considered binding unless provided in writing by the Office of

Purchasing as provided in this provision.

Examination of Documents and Site

Before submitting a proposal, the Respondents shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other relevant documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

Preparation of Proposal

The Proposal shall be based upon the completion of the Scope of Work according to the drawings and specifications, together with all addenda thereto. The proposal must be executed by an individual listed as an authorized representative with the records on file with the Florida Division of Corporations website (Sunbiz) with the principal address provided below the signature. The proposal shall include evidence of respondent’s authority and qualification to do business in the State of Florida.

As applicable, a state contractor license # for the State of Florida shall also be included in the proposal, and Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

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

Recommended Proposal Preparation Guidelines

All respondents shall provide a straightforward and concise description of their ability to meet the proposal requirements. The proposal shall clearly show the technical approach to include work tasks, estimated time phasing and the proposed approach. The County discourages overly lengthy or costly proposals, all proposals shall be submitted in one electronic file.

Integrity of Documents

Respondents shall use the original solicitation documents in the format provided by the Escambia

County Office of Purchasing and enter information only in the spaces where a response is requested.

Submittal of Proposal

A proposal shall be submitted no later than the date and time prescribed in the Request for Proposal and shall be accompanied by all required documents. It is the respondent’s responsibility to ensure that its proposal is delivered at the proper time.

Each submittal shall include all the items listed in the Vendor Submissions section.

Identification of Subconsultants/Changes After the Fact

After submitting a proposal in response to this solicitation, respondents are prohibited from substituting, modifying, or amending the sub-consultants identified in the submittal at any time during the course of the solicitation process up to the final award of contract and including question and answer sessions, presentations or technical clarifications and submittals as may be required by the

Review/Selection Committee. A substitution or addition of sub-consultants or any other material changes to the submittal after the initial response will cause the submittal to be invalid for review and selection purposes.

Withdrawal of Submittals

Any respondent may withdraw its submittal, either personally or by written request, at any time prior to the scheduled time for opening submittals. Requests to alter or withdraw an offer must be submitted in writing to the Purchasing Director. Submittals may not be altered or unilaterally withdrawn by the respondent after the scheduled time for submittal opening. All offers not so withdrawn shall constitute an irrevocable offer and will remain subject to acceptance or rejection by the County for a period of 90 calendar days.

Proposal to Remain Subject to Acceptance

All proposals will remain subject to acceptance or rejection by Escambia County for ninety (90) calendar days after opening Submittals.

Conditional or Incomplete Proposals

Escambia County specifically reserves the right to reject any conditional or incomplete proposal.

Addition/Deletion of Item(s)

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

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Changes to Specification

Specifications are based on the most current literature available. The Office of Purchasing must be notified in writing of any proposed changes to the manufacturer’s specifications, including, but not limited to, materials used, manufacturing process, or construction, that conflict with the specifications provided in the solicitation. Proposed changes must be explained in detail along with a copy of the relevant manufacturer’s specifications. Proposed changes to the specifications provided in the solicitation shall not be binding upon the County unless evidenced by a Change Notice issued and signed by the Purchasing Director. Should Respondent fail to comply with this provision, Respondent will be liable for any costs incurred by the County to comply with the specifications provided in the solicitation.

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:

• Submission of more than one proposal for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• 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.

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

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under a previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

Investigation of Respondent

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

Negotiations

Should negotiations be required, the contents of the proposal of the successful firm shall become a basis for contractual negotiations.

Evaluation of Proposals and Award of Contract

Escambia County will review all proposals and will provide the recommendation to award to the County

Administrator, and the Board of County Commissioners. The County will award the proposal to the most responsive and responsible firm(s). The County reserves the right to award the proposal to the respondent submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Escambia County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Escambia County reserves its right to reject any or all Proposals, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Proposals. The County further reserves the right to reject the Proposal of any Respondent whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Respondents, the County may consider the qualifications of

Respondents and may consider the qualifications and experience of Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted as a part of the Proposal.

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

Award

Award shall be made on an “all-or-none total” basis.

Contract Term

A. The contract resulting from this solicitation shall commence effective upon execution by both parties and extend for a period of Thirty-Six (36). The contract may be renewed for two (2) additional twelve (12) month periods, up to a maximum Sixty (60) months total upon mutual agreement of both parties. If any such renewal results in changes in the terms or conditions, such changes shall be reduced to writing as an amendment to the contract and such addendum shall be executed by both parties and approved by the Board of County Commissioners.

B. Renewal of the contract shall be subject to appropriation of funds by the Board of County

Commissioners.

C. The initiating County department(s) shall issue release (purchase) orders against the term contract on an “as needed” basis.

D. The contract may be canceled by the awarded firm, for good cause, upon ninety (90) days prior written notice.

E. The County retains the right to terminate the contract, with or without good cause, upon (30) days prior written notice.

F. In the event of termination by either party as provided herein, the awarded firm shall be paid for services performed through the date of termination.

Option to Extend the Term of the Contract (Not applicable to Lump Sum Agreements)

After exercising all options to renew, if it is determined that interim performance is necessary to allow for the solicitation and award of new contract, the County may extend this Agreement for up to an additional six (6) months. The County shall provide written notice to the

Contractor no later than thirty (30) days prior to the expiration of the last one (1) year renewal period. The exercise of the option shall be for the period specified and for the prices listed on the bid form. All other terms and conditions of the contract shall apply to the option periods.

Form of Agreement

The Contract form shall be provided by the Office of Purchasing. The successful respondent shall, within

5 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the

County Legal Office all required contract documents. Failure to execute the contract within such period shall constitute a default, and the county may award the contract to the next responsive and responsible proposal or re-solicit and charge against the respondent the difference between the amount of the offer and the amount for which a contract is subsequently executed, irrespective of whether the amount due exceeds the amount of the bid surety. The awarded respondent shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Escambia

County Risk Manager before the successful respondent may proceed with the work.

Indemnification

Offeror agrees to save harmless, indemnify, and defend County and their elected and appointed officials, agents, officers and employees from any and all claims, losses, penalties, interest, demands, judgements, and costs of suit, including attorneys' fees and paralegals' fees, for any expense, damage or liability incurred by any of them, whether for personal injury, death, property damage, direct or consequential damages, or economic loss, including environmental impairment, arising directly or indirectly on account of or in connection with the work performed by Offeror under this Agreement or by any person, firm or corporation to whom any portion of the Work is subcontracted Offeror; or resulting from the use by Offeror, or by any one for whom

Offeror is legally liable, of any materials, tools, machinery or other property of County.

County and Offeror agree the first $100.00 of the Contract Amount paid by County to Offeror shall be given as separate consideration for this indemnification, and any other indemnification of County by

Offeror provided for within the Contract Documents, the sufficiency of such separate consideration being acknowledged by Offeror by Offeror’s acceptance and execution of the Agreement.

The Offeror's obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance. The Offeror agrees to pay on behalf of

Escambia County, as well as provide a legal defense for the County, both of which will be done only when requested by the County, for all claims made. Such payment on behalf of the County shall be in addition to all other legal remedies available to the County and shall not be the County's exclusive remedy.

4. Purchase Agreements with Other Government Agencies

The submission of any offer in response to this Solicitation constitutes an offer made under the same terms and conditions, for the same contract price, to other governmental agencies unless otherwise stipulated by the offeror on the bid form.

5. General Terms and Conditions

Any and all Supplemental Terms and Conditions and specifications referenced within the solicitation that vary from these General Terms and Conditions shall have precedence. Submission of an offer in accordance with these General Terms and Conditions and Supplemental Terms and Conditions constitutes a binding offer from the offeror. The terms and conditions incorporated herein will become a part of the written agreement between the parties.

Prospective offerors may utilize the Office of Purchasing Home Page to obtain Vendor Information and

Solicitation Information, including Bid/Proposal Tabulations, Recommended Award(s), etc. In order to participate in a solicitation, offerors must establish an account via the e-procurement portal of the

County’s vendor management software hosted by OpenGov. Once the vendor registration is completed, the offeror will receive all notifications relating to the relevant solicitation via e-mail to the address registered with the account.

1. Sealed Solicitations: All solicitation forms shall be executed and submitted in the e-procurement portal of the County’s vendor management software. The file name shall contain the solicitation number and title and the contractor/vendor’s name. All solicitations are subject to the terms and conditions specified herein. Solicitation offers which do not comply with these terms and conditions are subject to rejection.

2. Execution of Solicitation: Solicitation forms shall be manually or electronically signed by an authorized representative in the space provided. Persons signing on behalf of a corporate entity must be identified as President or Vice President with the records on file with the Florida Division of Corporations or otherwise authorized by corporate resolution of the Board of Directors.

Persons signing on behalf of a limited liability company must be identified as a managing member or other authorized representative with the records on file with the Florida Division of

Corporations.

3. No Offer: If not submitting an offer, respond by selecting the “NO BID” option in the e-procurement portal of the County’s vendor management software, specify the reason in the drop-down menu, and confirm the “NO BID” before the expiration of the Submission Deadline.

4. Conduct of Participants: The following policy will apply to all solicitations:

Conduct of Participants.

After the issuance of any solicitation, all bidders/proposers/protestors, or individuals action on their behalf are hereby prohibited from lobbying as defined herein or otherwise attempting to persuade or influence any elected County official, their agents or employees, or any member of the relevant Selection Committee at any time during the blackout period as defined herein;

provided, however, nothing herein shall prohibit bidders/proposers/ protestors or individuals acting on their behalf from communicating with the purchasing staff concerning a pending solicitation unless otherwise provided for in the solicitation or unless otherwise directed by the

Purchasing Director.

Definitions.

Blackout Period means the period between the time the bids/proposals for Invitations to Bid or the Request for Proposal, or Qualification, or Information, or Request for Letters of Interest, or the Invitation to Negotiate, as applicable, are received at the Escambia County Office of

Purchasing, and the time the Board awards the Contract and any resulting bid protest is resolved or the solicitation is otherwise cancelled.

Lobbying means the attempt to influence the thinking of elected County officials, their agents or employees, or any member of the relevant Selection Committee, for or against a specific cause related to a pending solicitation.

5. Additional Terms and Conditions: No additional terms and conditions included with the offer will be considered, and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this solicitation. It is understood and agreed that the General and

Supplemental Terms and Conditions in this solicitation are the only terms and conditions applicable to this solicitation, and the contractor’s authorized signature affixed to the offer attests to this.

6. Mistakes: Contractors are expected to examine the specifications, delivery schedule, solicitation prices, extensions, and all instructions pertaining to supplies and services described in the solicitation. Failure to do so will be at contractor’s risk.