RFP_26-057_Promotional_Products_and_Custom_Logo_Apparel_&_Accessories.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/citrusfl

REQUEST FOR PROPOSAL

Project #: RFP 26-057

RFP 26-057 PROMOTIONAL PRODUCTS AND CUSTOM LOGO APPAREL &

ACCESSORIES

Bid Due Date: Tuesday, February 3, 2026 @ 2:00 pm

Issue Request for Proposal December 27, 2025

Deadline for Questions January 21, 2026, 4:00pm

Proposal submittal Due Date and Time February 3, 2026, 2:00pm

Public Opening Date and Time via

Microsoft Teams (Non-Mandatory)

February 3, 2026, 2:15pm

Microsoft Teams Meeting ID: 245 901 985 995 96 Passcode:9J4ES64k

Individual Scorer Reviews of Proposals

Due (Subject to change)

February 18, 2026, 2:00pm

Public Tally of Scores (Subject to

Change) (Non-Mandatory)

February 19, 2026, 10:00am

Microsoft Teams Meeting ID: 296 382 440 497 31 Passcode:tR2a8PL3

For more information, please visit our online supplier portal, located at

Board Approval of Selection and Award

(subject to change)

March 31, 2026

CITRUS COUNTY, FLORIDA

A political subdivision of the State of Florida

Department of Management & Budget

3600 W. Sovereign Path, Suite 266

Lecanto, FL 34461

TABLE OF CONTENTS

1. DEFINITIONS

2. INTRODUCTION

3. REQUIREMENTS

4. PROPOSAL FORMAT

5. PROCUREMENT INFORMATION

6. EVALUATION OF PROPOSALS

7. AWARD OF AGREEMENT

8. TERM OF AGREEMENT

9. CONTENTS OF RFP

10. ADDITIONAL INFORMATION

11. MINIMUM INSURANCE REQUIREMENTS

12. SCOPE OF SERVICES

13. PRICE PROPOSAL

14. RESPONDENT RESPONSES

15. EXHIBITS

Attachments:

A - Exhibit A Scope of Sevices

B - Exhibit B Compensation

C - RFP 26-057 Sample Agreement

1. DEFINITIONS

"Addenda" means a written or graphic instrument issued by the County prior to the execution of the Agreement which modifies or interprets the Request for Proposal by additions, deletions, clarifications, corrections, or other type of modifications. Addenda will become part of the Contract Documents when the Agreement is executed.

"Agreement" means a legal document, executed by the County and the Successful Respondent. The Agreement, as amended from time to time, forms the Contract between County and the Successful Respondent setting forth the roles, responsibilities and obligations of the parties including, but not limited to, the performance of the Services and the basis of payment.

"Contractor/Vendor": In the context of the Request for Proposal, the Consultant is the Respondent. In the context of the Contract Documents, Contractor/Vendor means any company, firm, partnership, corporation, association, joint venture, or other legal entity permitted by law to perform the Services in the State of Florida. Such legal entity shall be the entity that enters into a written Agreement with County to perform the Services for the Project described in the Request for

Proposal and Contract Documents. The Consultant will have sole responsibility for the performance of the Services covered under an Agreement that is awarded in conjunction with this Request for Proposal.

"Contract Documents" means the Request for Proposal, including Addenda to such, the Agreement, including Addenda to such, General Terms and Conditions of the Agreement, Respondent's Bid, Scope of Services, Certificate(s) of Insurance, Notice of Intent to Award, Notice of Award, Notice to Proceed, Drawings and Specifications, and any other documents mailed, e-mailed or otherwise transmitted to the Respondent prior to or after the submittal of their Bid, and prior to or after

Award, all of which are all to be treated as one in the form of the Contract Documents.

"County" means Citrus County, Florida, a political subdivision of the State of Florida, its officers, employees, agents, and volunteers and/or Owner.

“Governmental Entity” means a political subdivision or agency of this state or of any state of the United States, including, but not limited to, state government, county, municipality, school district, nonprofit public university or college, single purpose or multipurpose special district, single-purpose special or multipurpose authority, metropolitan or consolidated government, separate legal entity or administrative entity, or any agency of the Federal Government.

"Individual Scorers" County employees selected to score the Proposals and Oral Presentation (if applicable) and recommend to the Board the Successful Contractor(s) for an award.

"Minor Irregularity" means a variation from the Request for Proposal terms and conditions which does not affect the price or give the Bidder an advantage or benefit not enjoyed by the other Respondent or does not adversely impact the interests of the County.

"Notice of Award" means a written notice submitted by the County notifying the Successful Respondent that they have been awarded the project.

"Notice of Intent to Award" A verbal or written notice submitted by County notifying the Successful Contractor that

County intends to award the project to them contingent upon the Successful Contractor executing the Agreement and submitting any outstanding documents.

"Piggyback" means a government authority other than the County purchasing commodities from the Successful Bidder under the same terms and conditions that the Successful Bidder has agreed to offer the County.

"Proposal" Means the response to the Solicitation submitted by Contractor. Also, means Bid.

"Public Opening" Opening of the Proposals and the announcement of Contractors who submitted a Proposal in response to the Solicitation in the presence of the public.

"Recommendation of Award" A written notification sent by way of facsimile or electronic e-mail to those who submitted a Proposal in response to this Solicitation advising them of County's decision for its selection of the Successful

Contractor(s) and its intent to award to that Contractor.

"Request for Proposal" Contents of this solicitation and all supporting documents including Addendum to such, or other related information transmitted to potential Contractors.

"Responsible Respondent" An entity that submits a proposal that shows that they have the capability in all respects to perform fully the Work outlined in the Solicitation, and the integrity and reliability that will assure good faith performance.

"Responsive" means a Bid that conforms in all material respects to the Request for Proposal requirements.

"Services" means all supervision, labor, materials, equipment, supplies, subcontractors, and incidental expenses required by the Bidder to execute and complete the requirements of the Services outlined in the Contract Documents, including those prescribed or implied.

"Subcontractor/Subconsultant" means an entity having a direct contract with the Successful Respondent or with any other Subcontractor of the Successful Respondent who will provide product(s) or service(s) for the performance of a part of the Work required under the Contract Documents under the sole control and direction of the Successful Respondent.

"Successful Respondent" Most responsive and responsible Contractor with the highest final score to whom County (on the basis of County’s evaluation as hereinafter provided) selects to make an award.

"Timeline" means the list of critical dates and actions involved in the Request for Proposal.

2. INTRODUCTION

2.1. Solicitation Overview

Citrus County, Florida (“County”) is seeking proposals from qualified vendors of promotional products, including embroidered/screen printed clothing. The Agreement for this RFP will be for an initial two (2) year period with an option to renew for an additional three (3) one-year extensions by mutual consent.

The purpose of this Request for Proposal (RFP) is to inform interested proposers how to prepare and submit a sealed proposal for serving as a vendor.

All interested vendors are requested to submit their proposal in accordance with the specifications set forth in the attached documents. The County reserves the right to choose more than one vendor to service its needs throughout the County.

2.2. Background

The County currently places orders, approximately $25,000 annually, for promotional projects. Examples of items ordered include, but are not limited to, magnets, hats, tote bags, business apparel, t-shirts, trophies and awards, drinkware, koozies, writing instruments, lapel pins, enamel ornaments, and other miscellaneous promotional printing.

Some projects are considered industry specific, such as fire and medical, public works, water conservation, visiting and tourism, parks and recreation, library services and the animal shelter. The County is seeking a vendor willing to extend pricing agreed upon under this agreement to all County department representatives.

3. REQUIREMENTS

a. The Respondent shall have a minimum of three (3) years of business experience providing apparel, embroidery, screen printing, and other related promotional items.

b. Respondent shall have an active registration in Sunbiz (https://dos.fl.gov/sunbiz/start-business/know-before-starting/).

c. Respondent shall answer and submit all documents required in RESPONDENT RESPONSES section.

4. PROPOSAL FORMAT

The following format must be followed when submitting responses to the Request for Proposal and the following criteria is what the Committee Evaluation Team will utilize to rate Bidder/Respondent’s response. Bidder/Respondent’s response must provide all information requested below in items # 1 through # 7 or items #1 though #8 if claiming local preference.

Please upload your complete Proposal, excluding the price proposal form, in the RESPONDENT RESPONSES section.

1. Title Page

Provide the RFP # and title, the Company’s name; the name, address, telephone number and email of the contact person;

and the date of the proposal.

2. Letter of Transmittal

A transmittal letter must be provided briefly stating the Respondent’s understanding of the work to be done, the commitment to perform the work within the required time period, a statement why the Company believes they are the best qualified to perform the work and a statement that the proposal is a contractual obligation and irrevocable offer until such time as County awards a contract as a result of this RFP.

The transmittal letter must be signed by a duly authorized officer(s) of Bidder/Respondent’s Company, as registered with the Florida Secretary of State through the Division of Corporations website at: www.sunbiz.org. Bidder/Respondent must provide a copy of Company’s Sunbiz following the transmittal letter in order to verify the duly authorized officers. If such an officer is not listed in Sunbiz for Bidder/Respondent, Bidder/Respondent must provide a legal document, such as a

Certificate of Resolution, stating that the officer is authorized to execute all documents on behalf of the

Bidder/Respondent.

3. Experience and Qualifications (25 points maximum) https://dos.fl.gov/sunbiz/start-business/know-before-starting/) https://procurement.opengov.com/portal/citrusfl/projects/221291/document?section=2081083 https://procurement.opengov.com/portal/citrusfl/projects/221291/document?section=2081083 http://www.sunbiz.org/

a. Include a description of your company including company’s history and size. Provide information regarding how long the proposer has provided the services requested in this RFP.

b. Describe previous experience with local government or other public entities. Include how many local government accounts are in your current client base. Did your company perform satisfactorily to the terms and conditions of the last award given to your company? Were there any discrepancies, issues or complaints reported concerning your company’s performance?

c. Identify the key staff members who will be assigned to the County, including their respective responsibilities for this project. If personnel substitutions are contemplated on a contingency basis, they should also be identified.

d. Address customer service strategies for delivering a high level of customer service and handling customer complaints. Describe how your organization handles complaints, comments, or suggestions received.

e. What are the procedures for handling defective merchandise?

6.

4. Product Mix, Quality and Presentation (30 points maximum)

Provide information on your company's promotional mix; how do you advertise new products and incentives to your customers, your public relations strategy, and examples of sales promotions. How products are recommended, presented and imprinted is also important.

Provide a link to your digital marketing/catalog. How often are they updated? A wide selection of on-trend and quality promotional products, product displays, and branded clothing is critical.

Respondents may be asked to provide product ideas for various projects/target demographics. Please provide product recommendations for the following categories:

Visitors and Tourism, Water Conservation, Fire Safety, Parks and Recreation, Community Services Activities

Respondents are asked to submit a physical sample of one (1) garment with embroidery as well as one (1) physical sample of a t-shirt with screen printing that are representative of current product lines and production vendors. Please also submit a minimum of two (2) different promotional items. The samples must be received by County on or before

February 3, 2026. Please indicate if samples need to be returned and provide a postage paid mailing label if so.

You must contact purchasing (Contact list provided in section PROCUREMENT INFORMATION ) to arrange drop-off between the hours of 8:00 am and 4:00 pm Monday through Friday or mail samples.

or

Mail to: Citrus County Board of County Commissioners

Attn: Purchasing

3600 W. Sovereign Path, STE 266

Lecanto, FL 34461

5. Price Proposal Form (25 points maximum)

Respondents are to provide a schedule of their fees utilizing the PRICE PROPOSAL. Do not include this Form with the copies of submittals.

6. Required Forms/Documentation (10 points maximum)

1. Certificate of Insurance (evidence of liability insurance)

2. List of subcontractors/subconsultants (if applicable) https://procurement.opengov.com/portal/citrusfl/projects/221291/document?section=2081069 https://procurement.opengov.com/portal/citrusfl/projects/221291/document?section=2081070

3. Human Trafficking Affidavit

4. Conflict of Interest (if applicable)

5. Sunbiz Registration documentation

7. Production Timeframe (10 points maximum)

County seeks a vendor to provide products/service in a timely manner. Please provide timelines for the promotional products your company offers and include lead times for screen printing and embroidery.

8. Local Vendor Preference (extra 5 points)

See section 5.15 in PROCUREMENT INFORMATION

5. PROCUREMENT INFORMATION

Respondents are encouraged to carefully review all the materials contained herein and prepare their Proposal accordingly. The detailed requirements set forth below will be used to evaluate the Proposals and failure of Respondent to provide the information requested for a specific requirement may render their Proposal as non-responsive and result in being rejected. Failure of Respondent to comply with all terms of this Solicitation may result in disqualification of

Respondent and rejection of Respondent’s proposal by County.

County shall not be liable for any costs incurred by a Respondent in preparing or producing its Proposal or for any Service provided before execution of an Agreement.

All terms and conditions outlined in this Solicitation and any associated Addenda, shall become a part of the Agreement entered into between County and the Successful Respondent.

5.1. Vendor System-OpenGov Registration

County has partnered with OpenGov Procurement, a web-based eProcurement service. Current bid solicitations and associated addenda, notices of recommended bid award, and current bid awards will be posted at https://procurement.opengov.com/portal/citrusfl.

Bid Notifications will be sent electronically via e-mail from OpenGov to registered Bidders. It is the sole responsibility of interested parties to monitor OpenGov for solicitation opportunities and updates.

Visit https://procurement.opengov.com/signup to register. OpenGov is an online Bidder registration system that provides a free, at no cost to Bidder, secure, user-friendly Internet portal and one-stop service center to register with County. This system also allows you to receive automatic email notifications regarding County’s upcoming competitive solicitations as opportunities become available. Registration assistance is available by e-mail procurement-support@opengov.com.

All Citrus County Vendors/Contractors/Consultants will need to register with OpenGov in order to be able to submit

Bids/Proposals/Qualifications etc., to County.

OpenGov Procurement has no affiliation with the County other than as a service that facilitates communication between the

County and its Bidder. OpenGov Procurement is an independent entity and is not an agent or representative of the County.

5.2. Contact Person

All inquiries pertaining to this Request for Proposal are to be directed to all:

Department of Management & Budget, Purchasing

3600 W. Sovereign Path, Suite 266

Lecanto, Florida, 34461

Phone: 352-527-5457

Fax: 352-527-5424 https://procurement.opengov.com/portal/citrusfl/projects/221291/document?section=2081069 https://procurement.opengov.com/portal/citrusfl https://procurement.opengov.com/signup mailto:procurement-support@opengov.com

Linda Morse, Purchasing & Contracts Manager, linda.morse@citrusbocc.com

Karin McMahon, Purchasing & Contracts Specialist, Karin.mcmahon@citrusbocc.com

Leigha Utter, Purchasing Assistant, leigha.utter@citrusbocc.com

Saleem Mahmood, Purchasing Assistant, Saleem.mahmood@citrusbocc.com

CAUTION

PROHIBITED COMMUNICATIONS: In accordance with Section 287.057 (25) of the Florida Statutes, Respondents to this solicitation, or persons acting on their behalf, may not contact, between the release of the solicitation and the end of the

72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays and legal holidays, any employee or officer of the County concerning any aspect of this solicitation, except in writing to the Contact

Person noted above. Violation of this provision may be grounds for rejecting a response to this solicitation.

5.3. Questions/Additional Terms and Conditions/Variances/Exceptions

Respondents may submit questions about the meaning or intent of the Request for Proposal or Agreement to the website link (https://procurement.opengov.com/portal/citrusfl/projects/221291) in written format only and shall submit such on or before the deadline for questions listed in the Event Timeline. Interpretations or clarifications considered necessary in response to such questions will be issued by a written Addendum. Only questions answered by formal written

Addendum will be binding. Oral and other interpretations or clarifications will be without legal effect. Questions submitted shall not constitute formal protest of the specifications or of this Request for Proposal.

A written addendum, if applicable, will be issued online to OpenGov (https://procurement.opengov.com/portal/citrusfl) and/or

DemandStar® websites in response to questions received as of the specified deadline in the Event Timeline.

Issues regarding any and all discrepancies, errors, or ambiguities in the Request for Proposal documents, including those noted in the Agreement shall be submitted in writing to https://procurement.opengov.com/portal/citrusfl on or before the deadline for questions which is listed in the Event Timeline.

5.4. Event Timeline

Respondents should review and become familiar with the Event Timeline. The dates and times of each activity within the

Timeline may be subject to change. It is the responsibility of Respondent to check for any changes. All changes to the

Timeline will be made through an addendum to this Request for Proposal.

If you are hearing or speech impaired, dial 7-1-1 or (800) 955-8771 (TTY) or (800) 955-8770 (v), via Florida Relay

Service.

If you need a Spanish Translator, dial 7-1-1 or (800) 955-8771 (TTY) or (800) 955-8773 (v), via Florida Relay Service. For all other languages, please contact Human Resources at (352) 527-5370.

Si usted necesita un Traductor en Español, marque 7-1-1 o (800) 955-8771 (TTY) o (800) 955-8773 (v), a través del

Servicio de Retransmisión de Florida.

**All public Meetings are subject to change or can be canceled.

Issue Request for Proposal: December 27, 2025

Deadline for Questions: January 21, 2026, 4:00pm

Response submittal Due Date and Time: February 3, 2026, 2:00pm

Public Opening Date and Time via Microsoft

Teams:

February 3, 2026, 2:15pm

Scores Due February 18, 2026, 2:00pm mailto:linda.morse@citrusbocc.com mailto:Karin.mcmahon@citrusbocc.com mailto:leigha.utter@citrusbocc.com mailto:Saleem.mahmood@citrusbocc.com https://procurement.opengov.com/portal/citrusfl/projects/221291

Public Tally February 19, 2026, 10:00am

Board Approval of Selection and Award (subject to change):

March 31, 2026

5.5. Solicitations or Awards in Violation of Law

If, prior to contract award, it is determined that this Solicitation or proposed contract award is in violation of law, then this

Solicitation or contract award shall be cancelled, or revised to comply with the law.

If, after an award of a contract, it is determined that this Solicitation or contract award is in violation of law, then the awarded contract may be ratified and affirmed, provided it is determined that doing so is in the best interest of County, or the contract may be terminated.

5.6. Public Opening

Electronic Proposals shall be opened on February 3, 2026, at 2:15 PM. Since qualifications and pricing will be evaluated in determining an award, the only information conveyed at the Public Opening will be the names of Bidder/Respondents.

Public Opening shall be via a recorded, online “Microsoft Teams” meeting, use link listed below:

Microsoft Teams

Join the meeting now

Meeting ID: 245 901 985 995 96

Passcode: 9J4ES64k

5.7. Submission of Proposal

Electronic Bid submittal for this Request for Proposal are to be submitted on or before February 3, 2026 at 2:00 pm. It is the sole responsibility of the Respondent to ensure that their Proposal is submitted through OpenGov Procurement no later than the time and date specified in the Solicitation or subsequent addenda. RESPONDENTS MUST COMPLETE THE

INFORMATION REQUESTED IN THE RESPONDENT RESPONSES SECTION.

Proposals shall be submitted through the online solicitation management portal, https://procurement.opengov.com/portal/citrusfl. You may enter information and/or upload completed forms/documents using the OpenGov portal. Respondents must have registered and received an established account in advance of uploading submissions. When submitting an offer electronically through the solicitation posting portal, please allow sufficient time to complete the online forms and upload documents. The solicitation offer will end at the closing time listed in the Event

Timeline included in this Solicitation. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your proposal will not be received by the system. It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted up to the due date and time. If technical difficulties arise during submission of the Solicitation submittal, it is the submitting Respondent’s responsibility to contact OpenGov Procurement technical support. For support, click on the “Help” link on the Solicitation

Posting portal; or email procurement-support@opengov.com.

NOTE: In the event, there is a verified technical issue with the Platform (and not user/Respondent issues) that prevents all

Respondents from submitting a Bid within the two (2) hours immediately before the due time, the County may issue an addendum to extend the solicitation due date and time. However, the technical issue must be a result of the Platform provider (OpenGov Procurement) and affect all participating Respondents. The County shall verify the technical issue or unavailability of the Platform with OpenGov Procurement, and the system provider. Technical issues localized to a single

Respondent will not be considered cause for an extension. County shall not be responsible for delays caused in any occurrence.

5.8. Joint Ventures

Two or more agencies may submit a Proposal under a joint venture arrangement. Joint ventures shall be considered as a single entity in the evaluation of a Proposal. That is, the traits of individual agencies shall be blended in arriving at an overall

Proposal evaluation score and oral interview score for the joint venture.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzAyZjUxY2EtYmJhNi00MmFmLTkzZDUtMjg4Njc0ZDIxNDY0%40thread.v2/0?context=%7b%22Tid%22%3a%226bbaf887-dd15-4d63-b8cf-1b1dba1f2bfb%22%2c%22Oid%22%3a%22823202a6-c487-42d7-bd03-33452a2df10e%22%7d https://procurement.opengov.com/portal/citrusfl/projects/221291/document?section=2081083 mailto:procurement-support@opengov.com

An agency that submits a Proposal under a joint venture arrangement may satisfy the technical certification requirements outlined in this Solicitation as the prime Bidder/Respondent through one or more of the agencies comprising the Joint

Venture. The Joint Venture shall at a minimum comply with the following additional requirements:

1) The Joint Venture shall, in its own name, be registered with the State of Florida Division of Corporations prior to submittal of a Proposal.

2) Each individual Agency comprising the Joint Venture shall, in its own name, be qualified in their respective areas of expertise prior to submittal of a Proposal.

Full compliance with the requirements set forth above is required, as well as properly documented compliance with any other certification and additional requirements set forth in the Solicitation.

5.9. Timeliness of Proposal Submittal

County assumes no responsibility for a Proposal received after the due date and time. There will be no exceptions to this policy. It is the responsibility of Respondent to make sure their proposal is uploaded by the due date and time listed in the Event Timeline to the OpenGov portal.

5.10. Modification / Withdraw of Proposal

Bidders/Respondents have the right to modify or withdraw their Proposal without cause or without liability whatsoever at any time prior to the stipulated submittal date and time. Such requests must be made to County in writing.

Modified or withdrawn Proposals may be resubmitted, in accordance with the instructions in this Solicitation prior to the stipulated submittal date and time. If applicable, any changes in pricing shall be so worded as not to reveal the pricing that was noted in the original Proposal.

5.11. Less Than Two Proposals Received

If less than two Proposals are received, County may negotiate the best terms and conditions with that Bidder/Respondent or reject the Proposal and re-solicit the Service.

5.12. Examination of Proposal Documents

It is the responsibility of each Bidder/Respondent before submitting a Proposal, to (1) examine the Solicitation Documents thoroughly, (2) consider Federal, State, and Local Laws and Regulations that may affect cost, progress, performance or furnishing of the Work, (3) study and carefully correlate Bidder/Respondent's observations with the Solicitation Documents, and (4) notify the Contact Person of all conflicts, errors or discrepancies in the Solicitation Documents prior to submitting a formal Proposal.

Before submitting a Proposal, it shall be Bidder/Respondent's responsibility to submit to County a request for any additional information and data which pertains to the Project covered under this Solicitation which Bidder/Respondent deems necessary to develop their Proposal for performing the Work in accordance with the terms and conditions noted herein.

The submission of a Proposal in response to this Solicitation shall be considered as a representation that

Bidder/Respondent; (1) has carefully investigated all conditions that affect, or may at some future date, affect the performance of the Work covered by this Solicitation, (2) is fully informed concerning conditions to be encountered, the character, quality and quantity of the Work to be performed and the work product to be furnished, and (3) is familiar with what is required to perform the Work covered by this Solicitation. The contents of Bidder/Respondent's Proposal shall become a contractual obligation if Bidder/Respondent is awarded the Contract. Failure to accept these obligations in a contractual agreement shall result in cancellation of the Award.

5.13. Public Tally

Individual Scorers review of the Proposals will be opened publicly, and the total scores will be read aloud on February 19, 2026 (subject to Change).

Public Tally shall be via a recorded, online “Microsoft Teams” meeting, use link listed below:

Microsoft Teams

Join the meeting now

Meeting ID: 296 382 440 497 31

Passcode: tR2a8PL3

5.14. Protest Procedures

Solicitation Protest Procedures. Any Proposal award recommendation may be challenged on the grounds of material irregularities in the procurement procedure or in the scoring of the Proposal. Any person who submits a Proposal, but is not recommended for award of the contract, may protest such decision in strict compliance with this section. Failure to follow the Solicitation Protest Procedures within the time frames prescribed herein shall constitute a waiver of such protest and any resulting claims.

1. Notice of Intent to File a Protest. Any person who wishes to file a protest hereunder must file a Notice of Intent to

File a Protest (“Notice”), in writing, with Department of Management and Budget (“DMB”) within 72 hours of posting of a recommendation of award. Such Notice is considered filed when it is received by DMB. A copy of the Notice must also be provided to the apparent best Contractor. The Notice shall include the name and address of the protester, county RFP number and title, grounds upon which it is based, and must clearly indicate it is a Notice of

Intent to File a Protest.

2. Formal Protest. Within five (5) business days after the filing of the written Notice of Intent to File a Protest, a formal protest must be filed with DMB. The formal protest is considered filed when it is received by DMB. A copy of the formal protest must also be provided to the apparent best Contractor. The formal protest shall include the following:

a. County RFP number and title.

b. Name and address of the protester.

c. Concise statement of the facts alleged and of the rules, regulations, ordinances, statutory or constitutional provision, or other legal authorities entitling the protester to the relief requested.

d. Specifically request the relief to which the protester deems themselves entitled.

e. Any other relevant information that the protester deems to be material to the protest.

3. Protest Bond. Each formal protest must be accompanied by a protest bond in the form of a certified check, cashier’s check, or money order made payable to Citrus County, Florida, in an amount not less than five percent (5%) of the protester’s Proposal submitted to County. If the protester prevails, the bond shall be returned to the protester.

However, if after completion of the Solicitation Protest Procedures County denies the protest, the bond shall be forfeited to County.

4. Stay of Procurement. Once a formal protest is timely filed, DMB shall stay the award of the contract unless

County Administrator determines that delaying the award of the contract will adversely impact substantial interests of County.

5. Review of Protest by DMB. Within ten (10) business days of the filing of the formal protest, the DMB Director shall issue a written determination, including the rationale for reaching such a determination. The written determination shall also inform the protester of his/her right to appeal the DMB Director’s decision to County Administrator.

6. Appeal of DMB Determination. The protester may appeal DMB Director’s determination, in writing, to County

Administrator no later than five (5) business days after receipt of the DMB Director’s determination.

7. Final Determination of County Administrator. Within seven (7) business days of the filing of the appeal, County

Administrator, upon consulting with County Attorney, shall issue a final determination. The decision of County

Administrator will be final.

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If needed, a designee will be appointed for the DMB Director and/or County Administrator if they are unable to participate in the protest procedures as outlined hereto.

5.15. Local Preference

Section 2-211, Citrus County Code, provides that preference shall be given to "local business" for certain purchases of commodities and services. "Local business" means a Respondent that has paid its local business tax to the County at least six (6) months prior to the date of Bid; does business in Citrus County by providing goods, services, or construction; and maintains a physical business address located within the jurisdictional limits of Citrus County in an area zoned for the conduct of such business from which the Respondent operates or performs business on a day-to-day basis. Post office boxes do not establish such physical address.

a. In bidding for, or letting contracts for procurement of supplies, materials, equipment and services, as described in the purchasing policies of the County, County may give a preference to local businesses in making purchases or awarding contracts in an amount not to exceed five percent (5%) of the local businesses total bid price if the cost differential does not exceed $10,000 for procurement activities.

b. The total bid price shall include not only the base bid price but also all alterations to that base bid price resulting from alternates which were both part of the bid and actually purchased or awarded by County.

c. In the case of requests for proposals, qualifications, letters of interest, or other solicitations and competitive negotiations and selections in which objective factors are used to evaluate the responses, local businesses shall be assigned five percent (5%) of the total points of the total evaluation points.

6. EVALUATION OF PROPOSALS

Evaluation Criteria and Selection Process

Points will be assigned to all criteria and totaled to determine Respondent’s ranking based on the following:

No. Evaluation Criteria Weight of Importance (Score)

1 Title Page 0

2 Letter of Transmittal 0

3 Experience and Qualifications 25

4 Product Mix, Quality and Presentation 30

5 Price Proposal 25

6 Required forms, documents, and supporting information

7 Production Time 10

8 Local Preference (Section 5.15) 5

Total Possible Points for Proposal Evaluation (Criteria 1-

8)

Scoring of the Proposals

Scoring of Proposals will be performed by individual scorers and will be based on the scoring criteria noted in the above table. Each scoring criteria is assigned a weight based upon the importance of the criteria.

Individual scorers will score each Respondent's written Proposal (exclusive of price and local preference) and assign a score for each scoring criteria. Score can be zero to the maximum value, as noted in the table.

Scores given by all individual scorers for each scoring criteria will then be averaged to arrive at a single criterion score for each Bidder/Respondent.

Scores for all scoring criteria (exclusive of price and local preference) for each Bidder/Respondent will be totaled. If a

Bidder/Respondent was given a perfect score, that Bidder/Respondent would receive a total score of 75, as noted in the table above.

After individual scorers have reviewed all proposals and have been scored for each Bidder/Respondent, a public tally meeting will be advertised, and sealed scores will be read aloud.

After all Proposals have been scored and a score developed for each Bidder/Respondent (exclusive of price and local preference), the price and local preference will then be scored and added to the final score.

Pricing will be evaluated by the County’s Purchasing Section. The Bidder/Respondent with the lowest price will be given a score equal to that assigned to the pricing criteria, as noted in the table above. Scoring of the other Bidder/Respondents will be based on the ratio of their price in relation to the lowest price submitted. That ratio will be multiplied by the score assigned to the pricing criteria. The resultant product will be the score for Bidder/Respondent with the next lowest total overall price. For example:

Lowest Price ($10.00)

Next Lowest Price ($12.00) X Score for Price (20) = Score for Next Lowest Price (16.67)

Price score for each Bidder/Respondent will be added to their respective Proposal evaluation score to arrive at an overall total evaluation score.

If elected by staff, three or more of the highest-ranking Bidder/Respondents will be invited to make an oral presentation to the Individual Scorers. Such a presentation will provide an opportunity for the Bidder/Respondents to provide additional information concerning their agency and personnel, and to respond to questions that the Individual Scorers may have for clarifying the information provided in the Bidder/Respondent's Proposal.

Each Bidder/Respondent who gives an oral presentation will be scored and assigned a score of zero (0) to twenty (20), as noted in the table above. The scores given by all Individual Scorers for each Bidder/Respondent will then be averaged to arrive at a single oral presentation score.

Should there be a tie between any Bidder/Respondents; Bidder/Respondent with the highest average score for the evaluation criteria titled “Product Mix, Quality and Presentation” shall be ranked higher.

Based on overall total evaluation score, Bidder/Respondents will then be ranked highest (favorable) to lowest (unfavorable).

During the award process County may require supplemental information in order to fairly evaluate a Bidder/Respondent's offer. For this purpose, County may request such information, including a best and final offer, from Bidder/Respondent after the initial submittal. If such information is required, Bidder/Respondent will be notified in writing and allowed a reasonable period of time to submit information.

County reserves right to reject any or all proposals, to waive any irregularities or informalities in the Proposals received and to change the scoring process described above, if circumstances dictate this or it is otherwise in the best interest of County to do so. In the event a Proposal is rejected or otherwise does not result in a contract award, County shall not be liable for any costs incurred by Bidder/Respondent in connection with the preparation and submittal of proposal.

It is the intent of County to award multiple contracts as the result of this Solicitation. Orders shall be placed with the highest ranking Successful Respondent awarded provided they have the promotional products needed in stock and can deliver in the timeframe requested.

Proposal Scoring and Award

County reserves the right to (1) cancel this Solicitation, (2) reject any or all Proposals, (3) waive any or all irregularities in the Proposals, (4) modify the Scope of the Services, or (5) disregard all nonconforming, non-responsive, unbalanced or conditional Proposals, as long as such does not give Bidder/Respondent an advantage or benefit not enjoyed by the other

Bidder/Respondents or does not adversely impact the interests of County. County reserves the right to re-advertise the

Solicitation, when it is in the best interest of County. County also reserves the right to reject the Proposal of any

Bidder/Respondent if County believes that it would not be in its best interest to make an award to that Bidder/Respondent, whether because the Proposal is non-responsive, or Bidder/Respondent is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by County.

In scoring Proposals, County shall consider (1) the qualifications of Bidder/Respondents, (2) whether or not the Proposals comply with the prescribed requirements, (3) such alternates, unit prices and other data, as may be requested in the

Solicitation, (4) the qualifications, equipment owned, and experience of Bidder/Respondent's proposed subconsultants (5) any additional terms and conditions, exceptions or variances stipulated by Bidder/Respondent, and (6) operating costs, maintenance data to include maintenance manuals, performance data, warranties and guarantees.

County may conduct investigations, seek clarifications, or request any information as County deems necessary to assist in the evaluation of any Proposal and to establish the responsibility, qualifications and financial ability of Bidder/Respondent and their proposed subcontractors. Failure to provide requested information may result in rejection of the Proposal.

County shall issue a written Notice of Intent to Award, if any, to the Successful Bidder/Successful Respondent, however, no contract shall be formed between the Successful Bidder/Successful Respondent and County until approved at a Meeting of the Board of County Commissioners of Citrus County, Florida.

Responsiveness of the Proposal and Disqualification

A responsive Proposal is one that complies with and conforms to the requirements of this Solicitation. A Proposal requiring changes to any portion of this Solicitation may be considered non-responsive. A Proposal that fails to comply with the

Scope of Services and other criteria outlined in this Solicitation may be deemed non-responsive.

A Proposal may be rejected if found to be conditional, irregular, incomplete or not in conformance with the requirements and instructions contained herein, such as, but not limited to: failure to strictly comply with and satisfactorily address the

Prerequisite Criteria; failure to submit the information needed to evaluate the Proposal based on the Evaluation Criteria;

failure to provide the required forms or other documentation; incomplete, indefinite or ambiguous language; and improper and/or undated signatures.

Other conditions, which shall cause rejection of the Proposal, include, but are not limited to, evidence of collusion among

Bidder/Respondents, obvious lack of experience or expertise to perform the Services, failure to perform or meet financial obligations for previous contracts, falsification of any form required by County, or lack of having valid and appropriate local, state or federal permits, certifications and/or licenses necessary to perform the Services.

County may conduct such investigations as County deems necessary to assist in the evaluation of any Proposal and to establish the responsibility, qualifications and financial ability of Bidder/Respondent and their proposed subcontractors. County reserves the right to seek clarifications or request any information deemed necessary for proper evaluation of Proposals from all Bidder/Respondents deemed eligible for Award. Failure to provide requested information may result in rejection of the Proposal.

Review of Successful Bidder/Respondent's Facilities and Proposal

After the Solicitation due date and prior to award of an Agreement, County reserves the right to perform or have performed an on-site review of Bidder/Respondent's facilities and qualifications, as well as documentation provided. This review will serve to verify data and representations submitted by Bidder/Respondent and may be used to determine whether

Bidder/Respondent has an adequate, equipment, qualified, and experienced staff that can provide the necessary facilities and perform the Work outlined in the Solicitation. The review may also serve to verify whether Bidder/Respondent has adequate financial capability to meet County's requirements. Should County determine that (1) the Proposal or subsequent documentation submitted by Bidder/Respondent has material misrepresentations, or (2) the size or nature of

Bidder/Respondent’s facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory performance, or (3) ascertains any other basis for concern as to Bidder/Respondent’s ability to perform the

Services, County has the right to reject their Proposal.

Financial Strength

Prior to award of a contract, County reserves the right to request financial information from the Successful Bidder/Successful

Respondent to assist County in further review of that Bidder/Respondent's capabilities. Financial information provided shall be for the current and previous years, to include, but not be limited to a financial statement prepared by a Certified Public

Accountant (i.e., balance sheet and income and cash flow statements) or a Supplier Qualifier Report prepared by Dun &

Bradstreet.

Clarifications

Before contract award, County reserves the right to seek clarifications for proper evaluation of the Proposal from all

Bidder/Respondents deemed eligible for contract award. Failure to provide requested information may result in rejection of the Proposal.

Negotiations and Contract Award

County reserves the right to finalize the negotiations at any point and reserves the right to award a contract based on what is deemed to be in the best interest of County. If negotiations fail then the County reserves the right to utilize the next most qualified Respondent.

7. AWARD OF AGREEMENT

Signing of the Agreement

When County gives a Notice of Intent to Award to the Successful Bidder/Successful Respondent, it will be accompanied by an unsigned Agreement. Within ten (10) calendar days thereafter, Successful Bidder/Successful Respondent shall execute and deliver to County the Agreement, along with a certificate of insurance that shows policies, limits, and other conditions in compliance with that outlined in the Solicitation. Upon award and execution of the Agreement by

County, one executed copy of Agreement shall be delivered to Successful Bidder/Successful Respondent.

Next Most Qualified Bidder/Respondent

In the event County and Successful Bidder/Successful Respondent are unable to agree upon Contract terms and conditions, or in the event awarded Bidder/Respondent defaults and the Agreement is terminated, County reserves the right to utilize the next most qualified Bidder/Respondent as the new Awarded Bidder/Respondent. In the event of this occurrence, the next most qualified Bidder/Respondent, if it wishes to accept the award, shall be required to provide the prices as contained in its Proposal for the commodity and/or service noted in this Solicitation.

8. TERM OF AGREEMENT

Term of Agreement

The duration of the Agreement shall be for a period of two (2) years from the date that the parties have executed the

Agreement, with an option to renew for three (3) additional, one (1) year periods. The renewal option will be conditioned upon satisfactory performance by Contactor and will be subject to availability of funds. The renewal option can only be exercised through mutual agreement between County and Vendor. The date that Vendor shall commence the provision of

Services shall be the date on which a Purchase Order is received by Vendor. The County reserves the right to automatically extend any agreement for a maximum period not to exceed one hundred twenty (120) calendar days in order to provide

County departments with continual service and supplies while a new agreement is being solicited, evaluated, and/or awarded.

9. CONTENTS OF RFP

Certificate(s) of Insurance

Respondents are to submit a copy of their certificate(s) of insurance evidencing policies and limits of insurance that they currently have in force.

If awarded and once ALL paperwork is completed and received by County, an email will be sent to Successful Respondent requesting online registration with myCOI. It is critical that County is provided with an accurate email address. The cost to register is $19.95 per year and a credit/debit card will be needed. Part of the registration process includes providing contact information for Successful Respondent’s insurance agent(s), which will be needed at the time of registration. Once registered, an email will be sent to the insurance agent(s) requesting them to upload a current Certificate of Insurance (COI) directly into the myCOI website. Certificates of Insurance cannot be mailed, emailed, or faxed to County. Successful

Respondent will not be allowed to begin work and no payments will be made until registration is completed and a compliant

Certificate of Insurance is received from the Successful Respondent’s agent(s). This is a yearly requirement for the duration of the Agreement.

Price Proposal Form

Respondents MUST utilize Price Proposal Form included in PRICE PROPOSAL section of this Request for Proposal for submitting pricing information. No substitutes will be permitted. All pages of the Price Proposal Form must be submitted and completed in full.

All blanks on the Price Proposal Form must be completed.

The Pricing shall be firm until award has been made. The pricing proposal shall include such amounts for all labor, materials, supplies, equipment, subcontractors, insurance, bonds, overhead, profit and any other costs to perform the Work as noted in this Request for Proposal. The Pricing shall include all applicable sales and use taxes. Discrepancies in the multiplication of units and unit prices will be resolved in favor of the “verified prices”.

Subcontractors/Subconsultants

It is County's intention to select a Bidder/Respondent who has in-house capabilities to perform all of the Services outlined in this Solicitation. However, it is understood that there may be some portions of the Services for which the selected

Bidder/Respondent may have to outsource to subconsultants or subcontractors. No more than 25% of the Services can be performed by subconsultants or subcontractors.

Bidder/Respondents, who propose to utilize subconsultants/subcontractors for various aspects of the…