RFQ

PD 26-27.009

PENSACOLA BAY CENTER - OWNER'S REPRESENTATIVE (OR) /

CONSTRUCTION, ENGINEERING, AND INSPECTION (CEI)

CONSULTANT

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: November 9, 2026

DEADLINE FOR QUESTIONS: November 24, 2026

RESPONSE DEADLINE: December 9, 2026, 1:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Escambia County

RFQ

Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI) Consultant

1. Introduction

2. Scope of Work

3. Solicitation Terms & Conditions

4. General Terms and Conditions

5. Standard Insurance Requirements and Certificates

6. Professional Errors and Omissions

7. Evidence/Certificates of Insurance

8. Vendor Submissions

9. Evaluation Process

10. Evaluation Criteria

RFQ #PD 26-27.009

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI) Consultant

1. Introduction

1.1. Summary

The Pensacola Bay Center Reimagined (PBC-R) Project is intended to revitalize and expand the existing entertainment campus to better serve residents, visitors, event partners, and the broader Northwest Florida region. The initiative seeks to modernize the existing facility, introduce new event and hospitality spaces, and evaluate additional multipurpose venues that support evolving market demands, regional economic development, tourism competitiveness, and long-term community objectives.

Escambia County intends to solicit qualifications from professional consulting firms with demonstrated experience in providing Owner’s Representative (OR) services and, when separately authorized by the County, Construction Engineering and Inspection (CEI) services for the Pensacola Bay Center Reimagined (PBC-R) Project. Professional consulting services may be required throughout multiple phases of the project, including planning, design, procurement, construction, commissioning, and project closeout. The specific scope, extent, and duration of services will be determined by the County based on project priorities, funding availability, implementation schedules, and the unique requirements of each authorized phase.

The selected Consultant may be required to provide a comprehensive range of professional services, including project management and oversight; planning and programming support;

design coordination and review; procurement assistance; construction administration and oversight; CEI services, when specifically authorized; project controls; cost estimating, budgeting, and cost management; schedule development and monitoring; quality assurance;

risk assessment and management; commissioning coordination; project closeout; and warranty administration.

The specific services to be performed shall be established through the Consultant’s approved scope of services and shall be subject to the County’s authorization for each applicable project phase.

The OR Consultant shall serve as Escambia County’s designated representative, acting solely within the authority expressly delegated by the County. The Consultant shall provide project management, coordination, and oversight services and facilitate effective communication among the County, Architect/Engineer of Record, construction contractor, subcontractors, testing agencies, utility providers, regulatory authorities, and other project stakeholders. The

Consultant shall represent and protect the County’s interests by promoting adherence to the approved project scope, budget, schedule, quality standards, Contract Documents, and applicable regulatory requirements, while maintaining transparency, accountability, and effective project controls. The County shall retain sole authority over all contractual commitments, procurement actions, funding allocations, policy determinations, and other decisions not expressly delegated to the Consultant in writing. The Consultant shall not

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI) independently authorize changes to the project scope, contract price, schedule, or other contractual obligations without prior written approval from the County.

Project Description

Escambia County is undertaking a multiphase revitalization and potential expansion initiative known as the Pensacola Bay Center Reimagined (PBC-R) Project. The program is intended to modernize and enhance the existing Pensacola Bay Center and its surrounding campus, expand its operational capabilities, and strengthen its role as a regional destination for entertainment, tourism, hospitality, recreation, and community events.

The proposed program is anticipated to include renovations and modernization of the existing facility, with potential future development of a new multipurpose event center, additional recreational facilities, structured parking, and associated campus infrastructure improvements.

The overall project is currently envisioned as three potential phases, as generally described below. The final scope, sequencing, schedule, and implementation of each phase will be determined by the County based on further planning and design development, feasibility evaluations, funding availability, operational priorities, and applicable regulatory approvals.

Selection of a Consultant for one phase shall not constitute a commitment or guarantee of selection or engagement for any subsequent phase. Each phase shall be subject to separate written authorization by the County, with its respective scope of services, professional fees, staffing requirements, deliverables, and schedule established and approved prior to commencement of work.

Phase 1 – Renovation of Existing Facility

This phase is anticipated to encompass renovations, modernization, and improvements to the existing facility and associated campus areas. The proposed scope of work may include, but is not limited to, the following:

• Interior and exterior architectural, aesthetic, and functional improvements.

• Development of premium event and hospitality spaces, including club seating, lounges, and restaurant areas.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Expansion and modernization of food and beverage concession facilities.

• Construction of a stage pocket and associated back-of-house infrastructure.

• Expansion or reconfiguration of lobby and concourse areas.

• Development of an outdoor event plaza.

• Associated building systems, accessibility, life-safety, operational, and site improvements identified during project development.

The final scope of Phase 1 will be determined by the County as project design, budget considerations, operational needs, and implementation priorities are further evaluated and refined.

Phase 2 – New Multipurpose Event Center (Subject to Financing and Authorization)

This potential phase contemplates the planning, design, and construction of a new multipurpose event center, preliminarily estimated at approximately 150,000 square feet. The proposed facility may accommodate a variety of functions, including conventions, exhibitions, sporting tournaments, graduations, banquets, ballroom events, conferences, meetings, and other large-scale indoor gatherings. The scope, size, configuration, and implementation of this phase remain preliminary and are subject to further evaluation, funding availability, and formal authorization by Escambia County.

The goals of this Event Center expansion project will be to deliver:

• Large dividable Event Floor Space (185’x300’)

• Pre-function and Spectator Facilities

• Multi-purpose/Multi-sport Spaces

• Conference / Exposition / Trade Show Space

• Meeting Rooms

• Ballrooms

• Under-Building Structured Parking

The additional Service Area / Connector / Loading Dock expansion would include:

• Event Operations Support Facilities for the entire PBC Campus

• Commercial Kitchen (Preparation and Warming)

• Dry and Cold Food Storage

• Loading / Marshalling Area

• VIP / Delivery Drop-off (secure and under-roof)

• Small Meeting Rooms

• Large Restroom Facilities

• Create a physical, under-roof connection between PBC and Event Center.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

The final size, configuration, functional program, and supporting infrastructure requirements of the proposed facility will be established through further programming, feasibility assessments, constructability evaluations, design development, and funding considerations. Implementation of this phase shall be contingent upon the County’s determination of project feasibility, availability of sufficient funding, and formal authorization to proceed.

Phase 3 – Optional Facilities (Subject to Financing and Authorization)

At the County’s discretion, future phases of the project may include the development of additional facilities and supporting infrastructure within the Pensacola Bay Center campus.

Potential improvements may include, but are not limited to, the following:

• New Ice-Skating Facility: A standalone ice-skating facility, separate from the existing tenant-scheduled rink, potentially incorporating concession areas, spectator seating, public restrooms, private event and party rooms, rooftop outdoor event spaces, administrative offices, and associated support facilities.

• Structured Parking Facility: A multilevel parking garage designed to accommodate increased parking demand, improve campus accessibility, and support event operations.

Preliminary concepts contemplate a five-level parking structure capable of accommodating approximately 1,300 vehicles, subject to further evaluation and design.

The necessity, feasibility, scope, configuration, and implementation of these potential improvements will be evaluated independently. Neither facility is guaranteed to proceed, and any future development shall be contingent upon the County’s determination of project feasibility, funding availability, applicable regulatory approvals, procurement requirements, and formal authorization to proceed.

Overall Project Vision

Collectively, the proposed improvements are intended to transform the Pensacola Bay Center into a modern, versatile, and integrated entertainment and event campus within walking distance of Pensacola’s Downtown Historic District. The overall redevelopment program is envisioned to enhance the facility’s ability to accommodate diverse entertainment, recreational, convenand community activities while promoting regional tourism, stimulating economic development, improving the visitor experience, and supporting the long-term operational and financial sustainability of the Pensacola Bay Center.

1.2. Background

Escambia County, Florida, owns and operates the Pensacola Bay Center (PBC), an approximately

8,600-seat civic, entertainment, and community event venue originally constructed in 1985. For

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI) more than four decades, the facility has served Pensacola and the surrounding Gulf Coast region by hosting concerts, sporting events, conventions, graduations, and community programs.

As regional market conditions, event programming, patron expectations, and operational requirements have evolved, the existing facility requires significant evaluation, modernization, and potential expansion to sustain its role as a regional entertainment and economic asset. The existing facility presents limitations in contemporary event functionality, patron amenities, operational efficiency, revenue-generating opportunities, and supporting infrastructure. Market demand and regional tourism objectives indicate a need to evaluate more flexible event spaces, enhanced hospitality offerings, improved concessions, expanded back-of-house capabilities, and additional facilities capable of accommodating a broader range of events.

Escambia County intends to evaluate and pursue a comprehensive, phased redevelopment program that balances market opportunities, community priorities, operational needs, project feasibility, and fiscal responsibility. The County seeks qualified professional consultants capable of providing the management, technical coordination, oversight, and reporting necessary to support informed decisions and the successful delivery of authorized improvements.

1.3. Contact Information

Angela Jones

Senior Purchasing Coordinator

213 Palafox

2nd Floor

Pensacola, FL 32502

Email: ajjones@myescambia.com

Phone: (850) 595-4953

Department:

Purchasing

1.4. Timeline

Release Project Date November 9, 2026

Question Submission Deadline November 24, 2026, 1:00pm mailto:ajjones@myescambia.com tel:(850)595-4953

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

Submission Deadline December 9, 2026, 1:30pm

Office of Purchasing

213 Palafox Place 2nd floor

Pensacola, Fl. 32502

OR

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2. Scope of Work

2.1. Scope of Solicitation

This solicitation encompasses all three anticipated phases of the Pensacola Bay Center

Reimagined (PBC-R) Project. The specific scope of services, professional fees, deliverables, staffing requirements, and project milestones for each phase will be further defined and negotiated as the County determines the need and authorization to proceed.

The County reserves the right, at its sole discretion, to authorize, defer, modify, or discontinue consultant services associated with any future phase. The County further reserves the right to retain the selected consultant for subsequent phases or to pursue separate solicitations and engage other qualified firms, as deemed to be in the County’s best interest and in accordance with applicable procurement requirements.

Prior to proceeding with Phases 2 and/or 3, Escambia County may negotiate the applicable scope of services, professional fees, staffing, deliverables, and project schedules with the selected consultant. Any such negotiations shall be completed, and the resulting agreements formally approved and authorized by the County, prior to the commencement of services for the respective phase. Selection under this solicitation does not guarantee an award or authorization of services for any subsequent phase.

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Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

2.2. Summary of Work

The Owner’s Representative (OR) Consultant shall serve as the County’s designated representative in providing project management, coordination, oversight, and administrative support throughout the authorized phases of the project. The OR Consultant shall assist the

County in managing project delivery to achieve the approved scope, budget, schedule, quality standards, Contract Documents, applicable laws and regulations, and County requirements.

The OR Consultant shall not replace, assume, or relieve the Architect/Engineer of Record, Contractor, or other licensed professionals of their respective contractual, statutory, or professional responsibilities. Any additional professional services requiring specific licensure shall be performed only when expressly authorized by the County, included within the

Consultant’s approved scope of services, and provided by appropriately licensed professionals in accordance with applicable laws and regulations.

General Responsibilities

The OR Consultant will:

• Serve as the County’s primary project-management representative and central point of coordination among the County, Architect/Engineer, Contractor, consultants, vendors, utilities, regulatory agencies, and other project participants.

• Plan, coordinate, manage, and monitor the various aspects of the project.

• Advise the County on matters involving scope, cost, schedule, constructability, quality, procurement, risk, and project delivery.

• Act in the County’s interest, within the authority delegated to the consultant under the agreement and applicable task order, in maintaining the required quality while managing project costs and schedule.

• Establish clear responsibilities and communication procedures among the project participants.

• Identify decisions that require County action or approval and help ensure those decisions are addressed in a timely manner.

• Identify potential problems, conflicts, delays, cost impacts, and other project risks and promptly advise the County of recommended actions.

• Maintain complete and accurate project records in a format acceptable to the County.

• Follow applicable Escambia County policies and procedures, contract requirements, and federal, state, and local laws, rules, codes, and regulations.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Attend County meetings, public meetings, Board of County Commissioners meetings, and other meetings when requested.

• Provide enough qualified personnel to properly perform the services required for each project.

• Assist the County with the evaluation and selection of Architectural/Engineering consultants and other professional service providers.

• Coordinate value-engineering activities when requested.

• Monitor the design team’s progress and apparent compliance with established project requirements, without assuming the Architect/Engineer’s professional responsibility for the design throughout the project as applicable.

Project Management and Administration

The OR Consultant will:

• Develop and maintain a Project Management Plan appropriate to the size and complexity of the project.

• Assist the County in establishing and documenting project goals, objectives, scope, budget, schedule, and performance requirements.

• Establish and maintain project communication and document-control procedures.

• Coordinate project meetings and prepare agendas, meeting minutes, action-item logs, and decision logs.

• Maintain current logs for RFIs, submittals, change orders, potential change orders, design revisions, pay applications, testing, inspections, deficiencies, and other significant project matters.

• Track project decisions, approvals, financial commitments, and changes in scope.

• Maintain an electronic project file containing correspondence, meeting records, reports, schedules, cost information, approvals, testing documentation, inspection records, and other project records.

• Provide project documentation requested by the County within the timeframe established by the County.

• Assist the County and its auditors with audits and reviews involving project records, payments, reports, and contract compliance.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Promptly notify the County of matters requiring County action or approval.

• Maintain the Project Action Register identifying responsible party, required action, date assigned, required completion date, current status, and resolution.

Design and Preconstruction Services

When included in the project, the OR Consultant will:

Design Compliance Monitoring

Participate in and advise the County throughout the design process, including programming, design charrettes, constructability reviews, and other design activities.

The OR Consultant will manage and monitor the design schedule, design reviews, coordination, and approved design modifications. The OR Consultant will review drawings and specifications and serve as an agent of Escambia County during the design, construction, commissioning, and occupancy phases of the project, as applicable.

The OR Consultant will:

• Assist the County with developing and refining the project scope, concepts, design narratives, and schematic designs.

• Review design development for scope, budget, schedule, constructability, maintainability, and operational considerations.

• Develop and maintain a Master Schedule and Master Project Budget, along with individual project schedules and budgets as needed.

• Coordinate the activities of the Architect/Engineer and other design professionals.

• Facilitate and coordinate Owner-led design and project management meetings and participate in construction meetings as appropriate.

• Review plans and specifications for constructability, coordination, completeness, and consistency with the approved project requirements.

• Assist with value engineering and identify opportunities to reduce project costs without compromising the project requirements.

• Review estimates of probable construction cost at appropriate stages of design.

• Monitor design progress against the approved schedule.

• Identify long-lead materials and equipment, permitting requirements, utility needs, and other items requiring early action.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Facilitate and manage the County’s Owner Direct Purchase (ODP) and Owner-

Furnished/Contractor-Installed (OFCI) programs.

• Assist the owner in the development of specifications for solicitation of ODP or OFCI materials, equipment, or services. Coordinate vendors with consultants or contractors to assure schedule and quality compliance.

• Assist the County with preparing construction procurement documents.

• Assist the County’s Purchasing and Legal Departments with contractor procurement and evaluation.

• Assist the County in evaluating contractor proposals, bids, alternates, and other procurement information.

• Identify potential conflicts, omissions, or deficiencies in the design documents and coordinate their resolution with the Architect/Engineer and County.

Citizen Interface

Coordinate with the County’s Community Media Relations Department regarding project-related citizen comments, inquiries, complaints, public notices, and outreach. The Consultant shall not issue public statements on behalf of the County unless specifically authorized.

Prescriptive and Performance Criteria Evaluation

The OR Consultant will review the project and recommend which elements should be addressed through prescriptive requirements, and which may be more appropriately addressed through performance criteria in the technical specifications.

Sustainable Design Analysis

The OR Consultant will provide expertise to assist the design team and County in evaluating sustainable design concepts and elements appropriate for public-sector projects.

Potential sustainable design elements will be evaluated for their impact on facility operating costs, maintenance, and environmental quality. The County does not require a specific LEED or other construction-certification target.

Project-Designed System Advancement

The OR Consultant will perform Owner-side systems evaluations consistent with the project requirements and the approved prescriptive-versus-performance approach.

Project systems may include electrical, mechanical, structural, security/life safety, and plumbing systems.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

Specification Outlines

As design narratives are developed or refined by discipline, the OR Consultant will develop corresponding outline specifications using a standard format. The level of detail will be appropriate to the prescriptive and performance criteria established for the project.

Design Constructability Review

The OR Consultant will review construction documents prepared by the design professionals before construction to identify issues involving completeness, constructability, coordination, conflicts, and other concerns that should be addressed before bidding or construction.

The OR Consultant will not perform or approve professional design services requiring a licensed

Architect or Engineer unless those services are specifically included in the Consultant’s contract and performed by appropriately licensed professionals.

Optional Professional Design Support Services

These services, if the OR Consultant is retained to provide, may only be authorized by Task

Order and must be performed under the responsible charge of appropriately Florida licensed professionals.

Construction Administration

During construction, the OR Consultant will:

• Serve as the primary coordination point among the County, Contractor, Architect/Engineer, CEI personnel, testing agencies, utilities, and other project participants.

• Attend and facilitate regular Owner/Architect/Contractor meetings.

• Monitor construction progress and upcoming activities.

• Observe and document the progress and apparent quality of construction and identify observed deviations from the Contract Documents for review and disposition by the appropriate party.

• Track RFIs, submittals, shop drawings, design revisions, change requests, and other construction-administration activities.

• Coordinate with the Architect/Engineer on technical questions and interpretations of the contract documents.

• Monitor the procurement and delivery of long-lead materials and equipment.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Coordinate activities among the Contractor, County staff, utilities, Owner-furnished vendors, and other parties.

• Monitor the Contractor’s compliance with required permits, approvals, insurance, bonding, safety requirements, environmental requirements, and other contractual obligations.

• Assist the County in identifying potential noncompliance and documenting required corrective actions.

• Maintain necessary project logs and records throughout construction.

• Submittal management will require tracking by the Consultant. The approval of the technical content of submittals will remain with the Architect/Engineer design team unless the Consultant is specifically assigned that professional responsibility.

Construction, Engineering, and Inspection (CEI) Services

When CEI services are included, the OR Consultant will provide qualified inspection personnel appropriate for the type and complexity of the project. Certification from another state, nationally recognized institution, or other approved agency may be acceptable in lieu of State of Florida certification.

Inspection services will include, at a minimum:

• Provide field observation and inspection at a frequency appropriate to the work in progress and as established by the County and project-specific Task Order. When required, provide full-time or activity-specific inspection coverage.

• Observe and document apparent compliance with the project-specific safety requirements when such matters are encountered during the Consultant’s performance of its services; however, the Consultant shall not control or have responsibility for construction means, methods, techniques, sequences, procedures, or the Contractor’s safety programs and precautions.

• Verification and documentation of quantities used to support payment.

• Field measurements and other documentation necessary to support pay applications.

• Monitoring of construction activities, materials, equipment, workmanship, and required testing.

• Identification and documentation of defective, incomplete, or nonconforming work.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Verification of traffic control, erosion and sediment control, site safety requirements within the scope of the contract, and other required field controls.

• Coordination and observation of required testing and inspections.

• Distribution and documentation of project-related correspondence among consultants, contractors, and other project participants. These communication records will become part of the final project record.

• Review of testing reports and certifications before recommending payment.

• Maintenance of daily inspection reports and project diaries.

• Documentation of contractors and subcontractors present, personnel and equipment on site, work performed, weather conditions, delays, instructions, significant events, and other information relevant to the project record.

• Prompt notification to the County of significant deficiencies, safety concerns, delays, potential claims, or other conditions requiring County attention.

• Coordinate, in consultation with the County and Design Professionals, the selection and activities of special testing and inspection agencies as required. Review testing and inspection reports and make appropriate recommendations.

Inspection personnel must have the certifications, licenses, qualifications, training, and experience required by applicable law, and funding agency requirements appropriate for the work being inspected. Equivalent certifications may be accepted only with prior written approval of the County.

Schedule Management

The OR Consultant will establish, monitor, and report on the project schedule.

Services will include:

• Develop and maintain a process to manage the Contractor’s Critical Path Method (CPM) schedule for individual projects. Management of the Contractor’s schedule will include baseline schedule review, monthly schedule narratives, critical/near-critical path analysis, float review, recovery schedules, time-extension analysis, and contemporaneous delay documentation. Develop and maintain a Master Schedule covering all phases and separate elements of the project.

• Review and evaluate the Contractor’s baseline schedule.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Review schedule logic, sequencing, durations, milestones, critical path, resources, and contractual completion dates.

• Review monthly schedule updates and revised schedules.

• Compare actual progress against the approved baseline schedule.

• Identify and analyze actual and potential delays and their impacts on the project.

• Evaluate proposed schedule recovery measures.

• Monitor design, procurement, construction, testing, commissioning, closeout, and warranty milestones.

• Prepare schedule-status reports and monthly look-ahead schedules.

• Identify schedule risks and recommend corrective actions.

• Review requests for extensions of time and support documentation.

The OR Consultant will promptly notify the County of any condition that may adversely affect the project completion date.

Cost Control and Financial Management

The OR Consultant will assist the County in protecting and properly managing project funds.

Services will include:

• Establish and maintain an effective project cost-control system. The Consultant will report monthly on budget progress including, but not limited to, Original contract amounts, approved changes, pending changes, forecast changes, forecasted final cost, and remaining contingency.

• Develop and maintain a Master Project Budget and individual project budgets as needed.

• Independently validate estimates of probable construction cost at design milestones identified in the applicable Task Order. Individual projects may require additional or separate estimates.

• Monitor approved construction costs, professional services, contingencies, allowances, permits, testing, utilities, Owner-furnished equipment, and other project expenditures.

• Review Contractor pay applications for accuracy and required supporting documentation.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Verify quantities and completed work before recommending payment.

• Confirm that required testing, inspections, certifications, and supporting documentation have been received before recommending payment.

• Track approved change orders and potential change orders.

• Evaluate proposed changes for scope, cost, schedule, and overall project impact.

• Review and, when directed by the County, negotiate proposed construction changes.

• Document the basis for additional costs.

• Maintain an updated forecast of total project costs through completion.

• Identify budget variances and potential cost overruns.

• Prepare monthly cost reports showing the approved budget, committed costs, expenditures to date, pending changes, projected final costs, and remaining funds.

• Review final payment documentation and provide a recommendation to the County.

The OR Consultant may not authorize a change, expenditure, or commitment of County funds unless specifically authorized in writing by the County and permitted by the applicable contract and County procedures.

Change Management / Supplemental Agreements

The OR Consultant will establish and administer a consistent process for identifying, evaluating, documenting, and tracking project changes.

The OR Consultant will:

• Identify and document potential changes to the project.

• Determine whether proposed changes appear to be within the existing contract scope.

• Evaluate the potential cost, schedule, quality, and operational impacts of proposed changes.

• Obtain supporting documentation from the Contractor and design professionals.

• Perform an independent evaluation of Contractor pricing, including labor, materials, equipment, subcontractor quotations, markups, general conditions, bonds, insurance, and schedule impacts of proposed changes.

• Maintain a contemporaneous record sufficient to support subsequent audit, claim analysis, or forensic review.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Coordinate technical reviews with the Architect/Engineer.

• Provide the County with a written recommendation regarding proposed changes.

• Maintain a current change-order and potential-change-order log.

• Track approved changes through completion.

• Ensure that project records clearly document the reason for each approved change, the authorization, cost, and schedule impact.

A change is not considered approved solely because it has been reviewed or recommended by the OR Consultant. All required County approvals must be obtained in accordance with applicable County procedures.

Quality Assurance and Contractor Quality Control Oversight

The OR Consultant will establish and monitor a project quality-control program appropriate to the size, complexity, and type of project. The Consultant shall monitor the Contractor’s implementation of it’s required Quality Control program and provide independent Quality

Assurance observation, inspection, documentation, and reporting on behalf of the County.

Services will include:

• Review Contractor and subcontractor quality-control procedures.

• Monitor construction for compliance with the plans and specifications.

• Coordinate required material testing and special inspections.

• Review testing reports, certifications, and inspection reports.

• Verify that required tests and inspections have been completed before applicable work is accepted or payment is recommended.

• Document deficiencies and required corrective actions.

• Monitor corrective work through completion.

• Coordinate additional testing or inspections when project conditions warrant.

• Maintain complete quality-control documentation as part of the project record.

Risk Management

The OR Consultant will identify, evaluate, monitor, and report project risks throughout the project.

Risk-management services will include:

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Identifying potential scope, cost, schedule, construction, procurement, regulatory, utility, and operational risks.

• Evaluating the potential impact of identified risks.

• Developing strategies to avoid, reduce, or otherwise manage identified risks.

• Monitoring identified risks throughout the project.

• Promptly notifying the County of significant emerging risks.

• Recommending appropriate corrective or mitigating actions.

• Maintain a project risk register minimally tracking Description of Risk, Probability, Impact, Owner, Mitigation, Target Date, and Status.

Project Reporting and Communication

The OR Consultant will maintain an effective communication and reporting process throughout all phases of the project.

Monthly reports will include, as applicable:

• Executive summary.

• Current project status.

• Approved budget and current projected cost.

• Expenditures and committed costs.

• Approved change orders and potential change orders.

• Construction progress.

• Design status.

• Procurement status.

• Schedule status.

• Critical path and milestone status.

• Current issues and project risks.

• Decisions requiring County action.

• Claims and potential claims.

• Testing and inspection status.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• One-month and three-month look-ahead activities.

• Photographic documentation.

• Other information requested by the County.

Project-related communications will be documented and maintained as part of the project records.

Claims and Disputes

The OR Consultant will:

• Promptly notify the County of actual or potential claims.

• Assist the County in documenting the circumstances and factual conditions, giving rise to a claim, including collecting relevant project records, communications, and supporting evidence.

• Review Contractor claims and support documentation.

• Coordinate technical and cost reviews with the Architect/Engineer and other appropriate consultants.

• Provide technical data, cost and schedule impact assessments, and a contractual analysis of each claim. Develop recommendations regarding entitlement and the extent of documented impacts, subject to review and approval by the County and the County

Attorney’s Office as appropriate.

• Perform a time-impact analysis and a contemporaneous schedule analysis when necessary.

• Maintain records necessary to support the County’s position.

• Assist the County, when requested, with the preparation and defense of claims or disputes.

Substantial Completion, Closeout, and Acceptance

The OR Consultant will coordinate project completion and closeout activities, including:

• Assist the Architect/Engineer and County in evaluating the Contractor’s readiness for

Substantial Completion and provide supporting inspection, punch-list, testing, schedule, and documentation information.

• Coordination of final inspections.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Development and tracking of punch-list items.

• Monitoring correction of deficiencies.

• Verification that punch-list work has been completed.

• Coordination of final testing and inspections.

• Review of as-built drawings and record documents.

• Review of operation and maintenance manuals.

• Review of warranties and guarantees.

• Verification of required certifications and permits.

• Coordination of Owner training.

• Coordination of commissioning activities when applicable.

• Review of final pay applications.

• Recommendation regarding final acceptance.

• Assembly and delivery of complete project records to the County.

Commissioning and Owner Training

When applicable, the OR Consultant will coordinate commissioning of project systems and equipment. Unless expressly included by the Task Order, the Consultant’s commissioning responsibilities are limited to coordination and oversight and do not constitute performance of the actual commissioning activities.

Commissioning activities may include:

• Coordinating with the Architect/Engineer, Contractor, commissioning agent, and County personnel.

• Monitoring testing and startup of building and infrastructure systems.

• Verifying that required commissioning documentation has been completed.

• Coordinating training for County Facilities Management and other applicable County personnel.

• Documenting completed training.

• Verifying that operation and maintenance documentation has been provided to the

County.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Identifying and tracking unresolved commissioning issues through resolution.

Warranty Administration

The OR Consultant will assist the County throughout the applicable warranty period.

Services will include:

• Maintaining a warranty log.

• Documenting warranty deficiencies.

• Notifying responsible Contractors or vendors of warranty issues.

• Coordinating warranty inspections and corrective work.

• Tracking warranty repairs through completion.

• Assisting the County with warranty disputes.

• Perform an 11th month Warranty Inspection prior to the expiration of the standard one-year warranty where applicable.

• Confirming completion of outstanding warranty obligations before final project closeout.

Project Records

The OR Consultant will maintain complete, accurate, organized, and readily accessible project records. Records shall be maintained within the County designated electronic document management platform using County approved file naming, metadata, folder structure, and document control procedures.

Records will include, as applicable:

• Contracts and amendments.

• Plans and specifications.

• Submittals and shop drawings.

• RFIs and responses.

• Meeting minutes.

• Correspondence.

• Daily inspection reports.

• Photographs.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• Testing and inspection reports.

• Pay applications and support documentation.

• Change orders and potential change orders.

• Schedule updates.

• Cost reports.

• Claims and dispute documentation.

• Permits and regulatory approvals.

• As-built drawings.

• Operation and maintenance manuals.

• Warranties and guarantees.

• Commissioning documentation.

• Training records.

• Final project documentation.

All records will be maintained in a format acceptable to the County and provided to the County upon request and at project completion.

2.3. County Authority, Approvals and Consultant Limitations

• The OR Consultant will provide professional oversight, management, and recommendations but will not bind Escambia County to contractual obligations, approve expenditures, authorize changes in project scope, or commit County funds unless specifically authorized in writing by the County.

• The County will retain authority over all matters requiring County approval, including contracts, change orders, change directives, payments, budget transfers, scope changes, and any other action that commits County funds or otherwise binds the County.

• The OR Consultant is responsible for ensuring that recommendations and supporting documentation submitted to the County are accurate, complete, properly documented, and consistent with the project requirements.

• The OR Consultant shall act solely within the authority delegated by Escambia County under the Agreement and applicable Task Order. Nothing in the Consultant’s services shall relieve the Architect/Engineer, Contractor, subcontractors, testing agencies, Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI) commissioning providers, or other project participants of their respective contractual statutory, or professional responsibilities.

• The OR Consultant shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs, which remain the responsibility of the Contractor. The Consultant’s observations, inspections, reviews, recommendations, or failure to identify defective or nonconforming work shall not relieve the Contractor of its obligation to perform the work in accordance with the

Contract Documents.

• The OR Consultant shall not modify the Contract Documents, authorize changes in t he

Work, approve additional compensation or time, accept or reject Work, direct the

Contractor’s workforce, or commit County funds except to the extent expressly authorized in writing by the County. Professional design interpretations, modifications, and certifications shall remain the responsibility of the Architect/Engineer of Record unless separately authorized professional services are included in the Consultant’s agreement and performed appropriately licensed professionals.

2.4. Conflict of Interest

• The OR Consultant shall disclose any actual, potential, or apparent conflict of interest involving the Consultant, its principals, employees, subconsultants, affiliates, the

Architect/Engineer, Contractor, subcontractors, suppliers, testing agencies, commissioning providers, or other project participants.

• The OR Consultant, including its principals, employees, subcontractors, and affiliated entities, must not have a financial interest in a construction contractor that creates an actual or apparent conflict of interest with the project.

• The OR Consultant, or any construction firm in which the Owner’s Representative has a prohibited financial interest, may not bid on or perform construction work that the

Owner’s Representative is responsible for overseeing under this contract.

2.5. Standard of Performance and Personnel

• The OR Consultant will perform all services in accordance with generally accepted professional practices applicable to public works, construction project management and

CEI services.

• The OR Consultant will comply with all applicable federal, state, and local laws, regulations, codes, County policies, and contract requirements.

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

• The OR Consultant will exercise independent professional judgment and provide timely notice to the County of conditions that could affect project scope, cost, schedule, quality, safety, compliance, or successful completion.

• The OR Consultant will provide qualified personnel with demonstrated experience in construction, construction administration, project management, cost control, scheduling, and CEI services appropriate with the project.

• Personnel assigned to the project must have licenses, certifications, training, and experience required for their assigned responsibilities.

• The County may require the replacement of personnel whose performance does not meet the requirements of the contract.

• Key personnel identified in the OR Consultant’s proposal shall remain assigned to the project unless otherwise approved in writing by the County. Proposed replacement personnel shall possess qualifications and experience equal to or greater than those of the personnel being replaced.

2.6. Compensation and Expenses

• Compensation will be provided on a “lump sum” awarded by the Escambia County

Board of County Commissioners.

• The OR Consultant shall warrant that no part of the total remuneration fee shall be paid directly or indirectly to an employee or official of the County as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the owner in connection with any service contemplated or performed relative to any proposal.

• The Respondent is responsible and liable for all costs incurred by it in replying to this

Request for Qualifications and subsequent project-related requests.

• The term shall be for a period defined as the life of the project commencing on date of a

Notice to Proceed from the County and continue through the end of the project.

2.7. Required Format and Contents of Proposal

Submissions must include all the information solicited in this RFQ, and any additional data that the Proposer deems pertinent to the understanding and evaluating of the proposal. The County reserves the sole right to reject any proposal received that is not in the format required. All proposals must be submitted with the required information presented in a “Tabbed” format with each tab corresponding to the proposal’s

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI)

Table of Contents in the order listed below.

Section Tab Title

1 - Cover Letter

2 - Table of Contents

3 - Executive Summary

4 A Firm’s Organizational Profile, Qualifications, Capacity, and Experience

5 B Key Personnel

6 C General Disclosure

7 D Project Understanding and Technical Approach

8 E Experience and Past Performance

9 F Subcontractor Plan (if applicable)

10 G Financial Statement

11 H Insurance Requirements

12 I Additional Items / Services Offered

13 J County Forms and Addenda

The Proposer should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Responses should be well thought out, thorough and concise. Clarity and brevity will be viewed favorably

Electronic copy proposals may be uploaded to the OpenGov procurement program. Follow the instructions for the uploading of electronic documents.

1 - Cover Letter (3 page maximum)

1.1 A cover letter transmitting the proposal to the County on company letterhead, signed by an official, authorized to contract for the firm.

1.2 The letter must contain the following: Name, title, address, telephone number, and email address of the company's contact person for the proposal; the federal tax Identification number, a statement that the proposer understands and agrees with the scope of services and

Title: Pensacola Bay Center - Owner's Representative (OR) / Construction, Engineering, and Inspection (CEI) accepts all other requirements, terms, and conditions of the RFQ; and identify all materials and enclosures being forwarded in response to the RFQ.

1.3 The Cover Letter is to be signed by authorized agents of the firm with documentation, such as a Memorandum of Authority, that this individual is authorized to commit the firm to a contract. The letter should name all people authorized to make representations for the

Proposer, including the titles, email addresses and telephone numbers of such persons.