RFP_2613._Lease_of_Volunteer_Fire_Station_19.pdf

Putnam County Board of County Commissioners RFP No: 26-13 RFP Name: Lease of Volunteer Fire Station #19

SPECIFICATIONS

FOR

BOARD OF COUNTY COMMISSIONERS

PUTNAM COUNTY, FLORIDA

RFP No: RFP 26-13

RFP Due: October 1, 2026 @ 2:00pm EST

Table of Contents

1.0 General Terms and Conditions

RFP DUE DATE AND TIME

2.0 Contract Term

Tentative Dates Scheduled

Section 1: RFP Qualification Cover Page (Complete and Submit) Section 2: Cover Letter Section 5: License(s) & Insurance Section 6: Administrative Information / Required Documents

7.0 Evaluation Criteria

PROPOSAL COVER SHEET

DETAILED PROPOSAL RESPONSE / SOLUTION

FINANCIAL PROPOSAL

NON-DISCRIMINATION IN EMPLOYMENT FORM

ADDENDA ACKNOWLEDGEMENT FORM

PUBLIC ENTITY CRIMES FORM

DRUG-FREE WORKPLACE CERTIFICATION

INDEMNIFICATION AGREEMENT

REFERENCES

LEGAL ISSUSE

ADDITIONAL INFORMATION OR SERVICES

FINANCIAL PROPOSAL FORM

Request for Proposals

The Putnam County Board of County Commissioners is soliciting proposals for the lease of Volunteer Fire Station #19, located at 101 Gail Drive, Satsuma, Florida 32189. The building has a base of 1,368 SF with an adjoining 1,080 SF garage. Attached to the building is a 280 SF screened porch and a 72 SF utility building. The structure is located on approximately 0.59 acres.

Bid Documents, Construction Specifications and Drawings are available online at:

https://apps.putnam-fl.com/bocc/callForBidsViewer/

Deadline for receipt of sealed bids has been set for 2:00 p.m., Thursday, October 1, 2026. To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 10/01/2026 one (1) original hard copy, three (3) duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format. Sealed bids may be deliver in person or by courier mail to Putnam County Procurement Department c/o Leigh Doran, 2509 Crill Avenue, Ste 200, Palatka, Florida, 32177. Only sealed bids received on or before the aforestated time and date will be considered. Vendor must indicate the bid number and description on the outside envelope.

There will be an optional walk-thru of the property, held at 11:00 a.m., September 3, 2026, located at 101 Gail Drive, Satsuma, Florida 32189.

Questions concerning the specifications may also be emailed to Leigh Doran, Procurement Supervisor, at leigh.doran@putnam-fl.gov. Answers to questions received will be posted online with the bid documents. Questions must be received by September 23, 2026.

The Putnam County Board of County Commissioners reserves the right to accept or reject any or all bids and to waive any informalities. Putnam County complies with all federal statutes relating to non-discrimination. Putnam County is an equal opportunity employer.

PUBLISH: August 26, 2026

RFP No. 26-13 https://apps.putnam-fl.com/bocc/callForBidsViewer/ mailto:leigh.doran@putnam-fl.gov

1.0 General Terms and Conditions

All Companies submitting a response to this RFP understand and agree that the affirmative act of submitting a response constitutes acceptance and agreement to the General Terms and Conditions. Proposers are responsible for adhering to the General Terms and Conditions. Lack of knowledge by the Proposer will in no way be cause for relief from responsibility.

RFP DUE DATE AND TIME

All Proposals must be delivered to the Procurement Department, located at 2509 Crill Ave, Suite 200, Palatka FL 32177 on or before the due date as listed below. Please boldly indicate the RFP number on the outside of your sealed proposal envelope to assist the County internally in identifying your bid.

To be responsive your proposal shall be signed by an authorized employee/officer with the authority to bind a contract.

To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 10/01/2026 one (1) original hard copy, three (3) duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format.

Note: Original proposal must be marked ORIGINAL and must have original signatures. Please label the USB drive with RFP number, and your company’s name. (i.e. “Copy” Acme Bid, RFP-26-13). It is the bidder’s responsibility to guarantee the USB drive is 100% identical to your original hard copy bid.

In the event of a discrepancy, your original hard copy will prevail.

PLACE FOR RECEIVING PROPOSALS

Bids may be mailed or hand delivered to:

Putnam County Board of County Commissioners c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

All bids must arrive and be received by a Purchasing Department representative prior to the specified bid due date/time.

Bids received after that time will not be accepted. Bids cannot be faxed or emailed. The County will not be responsible for Postal or other delivery service delays.

PUBLIC BID OPENING

Putnam County Board of County Commissioners will conduct a Public bid/proposal opening immediately following the solicitation due date/time on Thursday, October 1, 2026 in the conference room located at 2509 Crill Avenue, Suite 200, Palatka Florida 32177.

Sealed bids, proposals, or replies received by the County pursuant to this solicitation will remain confidential and are exempt from Florida’s Public Records Act (Ch. 119, Florida Statutes) until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. Thereafter, by submitting a response to this solicitation, the proposer acknowledges that all documents and information submitted to the County, including pricing information, is considered a public record under Florida’s Public Records Act and may be disclosed to third parties upon request notwithstanding any confidentiality clauses or labels contained in such documents. Please direct any inquires to the County’s contact listed below.

RFP PACKAGE

Interested bidders may obtain a RFP Package from Leigh Doran, Procurement Supervisor for Putnam County Board of County Commissioners by any of the following methods.

By email: Leigh.Doran@putnam-fl.gov

By download, available at: http://bids.putnam-fl.com/bids

By USPS: Request sent certified mail to:

Putnam County Board of County Commissioners c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

Walk-in Pick Up:

c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177 http://bids.putnam-fl.com/bids

RFP AWARD PROCESS

The basis for bid award, if awarded, is to the best proposal for solicited services which meets or exceeds the conditions of the bid specifications and the County is not bound to accept the lowest bid if that bid is contrary to the best interest of the County. POSTING OF RECOMMENDATION OF AWARD: The County’s recommendation of award will be posted to http://bids.putnam-fl.com/bids

PROTEST OF INTENDED DECISION

A Notice of Intended Decision to recommend or reject proposals will be posted to http://bids.putnam-fl.com/bids. In the event an unsuccessful firm desires to protest the County’s notice of intended decision to award or reject a proposal, that Firm shall be required to comply with Putnam County’s Protest Procedure, a copy of which is available from the Procurement Supervisor. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

APPLICABLE LAW

The bidder shall comply with all federal, state, County and local laws, rules, ordinances and regulations (“Laws”) applicable to the Bidder’s response to the solicitation, the contract executed in connection with the solicitation, and the provision of services under the solicitation and the contract. The term “Laws” as used in this provision shall be deemed to include all laws which are specifically applicable to the County. This RFP and the contract to be executed in connection with the award of this solicitation must be modified in accordance with any statutory requirement of the State of Florida. Lack of knowledge by the Bidder will in no way be cause for relief from responsibility.

Venue The contract, when entered into and any disputes hereunder, shall be construed in accordance with the laws of the State of Florida and enforced in the courts of the State of Florida. County and firm hereby agree that venue shall be in Putnam County, FL.

ASSIGNMENT

If awarded, neither the resulting contract nor any of the Contractor’s rights, duties, or obligations under the contract may be assigned or subcontracted by the Contractor without the written consent of Putnam County BOCC. Any transfer of this Contract by merger, consolidation or liquidation, or (unless the stock of the Contractor is traded on a national stock exchange or in a generally recognized over the counter securities market) any change in ownership of or power to vote on the majority of the outstanding voting stock of the Contractor after the date hereof shall constitute an assignment of this Contract for purposes of this Section, and then in its discretion, Putnam County BOCC shall have the right to terminate the contract and shall specify the termination date in its written notice of termination. Any purchase order issued pursuant to this solicitation and any monies which may become due there under are not assignable except with the prior written approval of the County.

AWARD

As the best interest of the County may require, the right is reserved to reject any and all proposals, or any portion of the RFP, to waive any informality in proposals received, or to accept any item or group of items unless qualified by the Proposer. The County reserves the right to reject any portion or all proposals, to resolicit proposals or not and to waive informalities as deemed in the best interest of the County. The County reserves the right to issue to proposers Request for Information (RFI’s), to solicit best and final offers from all finalist firms and or to negotiate a satisfactory award of any portion(s) of this RFP with the top ranked firm. If this proposal requests prices for multiple items, the County reserves the right to award the proposal, by item, to the Bidder(s) which, in the sole discretion of the County, is the most responsive and responsible Bidder(s), price, qualifications, and other factors considered for that item. The issuance of a purchase order constitutes a binding contract.

BEST & FINAL OFFERS/NEGOTIATIONS

The County reserves the right to request revised proposals, best and final offers, and/or enter negotiations at any time with any and all Proposers after receipt of proposals.

BOND

A bond may be required to guarantee the payment of any losses by theft, burglary, pilfering or vandalism as a result of carelessness, negligence or willful acts of the Contractor, its agents, employees or assigns.

BRAND NAME OR EQUAL

(As used in this paragraph, the term "brand name" includes identification of supplies by make and model.) If the items called for herein have been identified in the Schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory if they meet the listed essential requirements. Proposals offering "equal" products will be considered for award, if allowed by the proposals/Special Conditions and if such products are clearly identified and are determined by the County to be equal in all material respects to the brand name products listed in the specifications. Unless the Proposer indicates in the proposal that they are offering an "equal" product, the proposal shall be considered as offering a brand name product identified in the specifications.

COMPLIANCE WITH SPECIFICATIONS

When formal specifications are referenced in the solicitation, insertion of brand names or makes and model numbers by the Proposer will be understood to mean that the product offered fully complies with such specifications unless the Proposer specifically states otherwise.

CONDITIONS AND PACKAGING

It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new (current production model) at the time of the solicitation unless otherwise stipulated in the solicitation. All containers shall be suitable for storage or shipment. Proposal prices shall include standard commercial packaging, unless otherwise stipulated in the solicitation.

CONE OF SILENCE

From the time the public advertisement of this (ITN, RFQ, RFP, ITB, or other) takes place until the (ITN, RFQ, RFP, ITB, or other) is awarded and approved by the Board of Commissioners, a vendor shall not contact any other County personnel or members of the County’s Board of Commissioners, or Administrative staff either directly or indirectly, to discuss the selection process or in an attempt to further their interest in being selected. Failure to abide by the Cone of Silence policy is grounds for disqualification from this (ITN, RFQ, RFP, ITB, or other) process and vendor will not receive further consideration in reference to this (ITN, RFQ, RFP, ITB, or other).

It is expected that personnel and team members from firms that have applied for this selection refrain from posting opinions, providing commentary or engaging is any discussion regarding the selection by the use of social media such as Twitter, Facebook, Instagram and the like. Violation of these guidelines may result in disqualification of the applicant. The latter applies to employees of the Proposer, retained consultants or any other representative or individual promoting on behalf of the Proposer. Violation of these guidelines may constitute grounds for disqualification.

CONFLICT OF INTEREST

Any award hereunder is subject to Chapter 112 Florida Statutes concerning conflict of interest. All Proposers must disclose the name of any officer, director, or agent who is also an employee of Putnam County BOCC. All Proposers must disclose the name of any County employee or Commissioner who owns, directly or indirectly, an interest of 5% or more in the Proposer's firm or any of its branches or dealerships.

COOPERATIVE PURCHASE AGREEMENT

The County has reviewed purchasing agreements and state term contracts available under Florida Statutes Section

287.056 as required in Section 1010.04, Florida Statutes.

As provided in the Florida State Board of Education Administrative Rule 6A-14.0734(2)(c), and with the consent and agreement of the successful Respondent(s)/Bidder(s), purchases may be made under this RFP/Bid Solicitation by other State of Florida community/state Countys, state universities, district school boards, political subdivisions and any other state agencies within the State of Florida. Such purchases shall be governed by the same terms and conditions stated in the proposal/bid solicitation document and resulting agreement, for the same price and for the same effective time period. If the period of time is not defined within the RFP/Bid solicitation document or resulting agreement, the prices and all terms and conditions shall be firm for one hundred and twenty (120) days from date of contract execution. Each State of Florida agency allowed by the successful Respondent(s)/Bidder(s) to use the resulting agreement shall do so independent of any other State of Florida agency. Each state agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received and accepted. No other state agency receives any liability by virtue of this RFP/Bid and subsequent agreement. This cooperative purchase agreement in no way restricts or interferes with the right of any State of Florida agency to re-bid any or all items or services.

DEFINITIONS

County or Putnam County BOCC refers to The Putnam County Board of County Commissioners.

Firm, vendor, business, proposer, contractor or bidder in this document refers to respondents to this request for proposal.

ELIGIBLE BIDDERS

Eligible bidders are defined as those bidders who are not excluded from bidding according to the Federal Government’s Excluded Parties List (www.epls.gov) or by Section 287.133, Florida Statute.

PAYMENT

Payment will be made by the County after the services have been received, and found to comply with the specifications, and have been properly invoiced. Discounts will be taken if payment is made within the discount period. All invoices shall bear the County purchase order number. If contract is awarded, payment to contractor for services will be monthly for the rendition of the preceding month’s service during the term thereof.

PERSONNEL

Contractor agrees each of its employees will be properly qualified and will use reasonable care in the performance of services. If the County, in the County’s sole opinion, determines, for any reason, that the qualifications, actions or conduct of any particular Contractor employee has violated the Agreement by performing unsatisfactory services, interfering with operation of property, bothering or annoying any occupants, other contractors or subcontractors at Property, or that such actions or conduct is otherwise detrimental to the County, then upon the County’s written notice, Contractor shall immediately provide qualified replacement. Contractor’s employees are expected to adhere to all County policies and procedures.

PROTEST OF RFP DOCUMENT

All firms are required to thoroughly review the RFP document within a reasonable time after receipt. Any concerns or comments relating to the RFP documents shall be brought to the attention of the Deputy County Administrator:

Julianne Young, in writing, promptly after receipt. However, if the Firm desires to protest the RFP document, or any of the specifications, requirements, or procedures thereof, the Firms will be required to comply with the County’s Protest Procedures within seventy-two (72) hours after receipt of the proposal document. Failure to comply with this procedure will constitute a waiver by the Firms of any right to later protest on the basis of the form, content and substance, including without limitation, the specifications, requirements or procedures, of the RFP documents.

PUBLIC RECORDS

To the extent that CONTRACTOR meets the definition of “contractor” under Section 119.0701, Florida Statutes, in addition to other contract requirements provided by law, CONTRACTOR must comply with public records laws, including the following provisions of Section 119.0701, Florida Statutes:

(a) Keep and maintain public records required by COUNTY to perform the service.

http://www.epls.gov/

(b) Upon request from COUNTY's custodian of public records, provide COUNTY with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119, F.S., or as otherwise provided by law.

(c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the CONTRACTOR does not transfer the records to COUNTY.

(d) Upon completion of the contract, transfer, at no cost, to COUNTY all public records in possession of the CONTRACTOR or keep and maintain public records required by COUNTY to perform the service. If the CONTRACTOR transfers all public records to COUNTY upon completion of the contract, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the contract, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to COUNTY, upon request from COUNTY's custodian of public records, in a format that is compatible with the information technology systems of COUNTY.

(e) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING

TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT

PUTNAM COUNTY ATTORNEY

2509 CRILL AVENUE

PALATKA, FL 32177

PR-REQUESTS@PUTNAM-FL.COM

(386)329-1903

(f) THE CONTRACTOR ACKNOWLEDGES THAT PUTNAM COUNTY BOCC CANNOT AND WILL

NOT PROVIDE LEGAL ADVICE OR BUSINESS ADVICE TO CONTRACTOR WITH RESPECT TO ITS

OBLIGATIONS PURSUANT TO THIS SECTION RELATED TO PUBLIC RECORDS. THE

CONTRACTOR FURTHER ACKNOWLEDGES THAT IT WILL NOT RELY ON PUTNAM COUNTY

BOCC OR ITS COUNSEL TO PROVIDE SUCH BUSINESS OR LEGAL ADVICE, AND THAT

CONTRACTOR HAS BEEN ADVISED TO SEEK PROFESSIONAL ADVICE WITH REGARD TO

PUBLIC RECORDS MATTERS ADDRESSED BY THIS AGREEMENT. THE CONTRACTOR

ACKNOWLEDGES THAT ITS FAILURE TO COMPLY WITH FLORIDA LAW AND THIS AGREEMENT

WITH RESPECT TO PUBLIC RECORDS SHALL CONSTITUTE A MATERIAL BREACH OF THIS

AGREEMENT AND GROUNDS FOR TERMINATION.

PUBLIC ENTITY CRIME

Contractor selection will be in accordance with the Public Entity Crimes statute, Section 287.133, Florida Statutes which states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a BID/RFP/RFQ on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes for Category Two ($35,000) for a period of 36 months from the date of being placed on the convicted vendor list. A completed Public Entity Crime Form must be returned in the BID response.

RESPONSE MATERIALS

Any material submitted in response to this invitation to respond becomes the property of the County upon delivery to the Office of the General Services Director and may be appended to any formal document which would further define or expand the contractual relationship between the County and the successful proposer. Additionally, any material or documentation submitted in response to this solicitation will be a public document pursuant to Section 119.07, Florida Statutes. This includes material which the responding bidder or proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission effective after public opening pursuant to Section 119.07, Florida Statutes.

mailto:PR-REQUESTS@PUTNAM-FL.COM

SAFETY REQUIREMENTS

The Contractor by submitting a proposal response agrees that it shall be solely responsible for supervising its employees, that it shall comply with all rules, regulations, orders, standards and interpretations promulgated pursuant to Occupational Safety and Health Act of 1970, including but not limited to training, recordkeeping, providing personal protective equipment, lockout/tag out procedures, Material Safety Data Sheets and labeling as required by the right to know standard, 29 CFR 1910.1200.

COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH ACT

All material, equipment, etc., as proposed and offered by a Respondent, in instances where applicable due to the nature of the project with which this RFP package is concerned, must meet and conform to all O.S.H.A. requirements as set forth in Subpart E of the O.S.H.A. Standards for Construction (29 CFR 1926), as amended. The signature of the Respondent or of the authorized representative thereof upon the Proposal shall constitute certification of such fact.

SOVEREIGN IMMUNITY

The parties hereto acknowledge and agree that Putnam County is a political subdivision of the State of Florida. As such, the County is entitled to sovereign immunity except to the extent of the waiver set forth in Section 768.28, Florida Statutes, the County's performance under any resulting agreement and any amendments thereto or attachments connected there with, shall at all times be subject to any and all state laws, state regulations and County Ordinances which are applicable to the County's operations, commitments and/or activities in furtherance of any terms specified herein.

TAXES

The County does not pay federal, excise or state sales taxes. The applicable tax exemption numbers are:

Florida Sales Tax: 85-8013889128C-1 Federal Identification Number: 59-6000816 Any and all taxes and licenses imposed by Federal, State and local governments on the services to be provided by the Contractor under the terms of the agreement are the sole responsibility of the Contractor.

WITHDRAWAL OF PROPOSAL

Proposal may be withdrawn by written or telegraphic notice prior to solicitation public opening. Withdrawals received after the time set for opening of solicitation will not be considered.

2.0 Contract Term

If awarded, the successful bidder will enter into a contract with the County based on the solicitation specifications and the results.

The consultant further agrees to provide additional services which the county may desire, if both parties are agreeable regarding scope, timing and fees, and additional service agreement is approved in an amendment to the Contract by Putnam County Board of County Commissioners.

If awarded, the successful bidder will enter into a lease with the County based on the RFP specifications and the result of the RFP.

The initial term of this Lease shall tentatively commence on November 10, 2026 and expire on November 9, 2027 (the “Initial Term”), unless terminated earlier as provided for herein. Provided Tenant is not in default of any of the terms and conditions of this Lease, the term of the Lease shall be renewed for 3 - one (1) year intervals thereafter provided, either party may elect to not renew this Lease upon providing no less than thirty (30) days advance written notice to the other party prior to the expiration of the then current term. Renewal terms subject rental rate adjustment based on market rate & conditions - any rental rate adjustment shall be provided by the county to the tenant 90 days prior to renewal.

Tentative Lease Terms:

Initial Term: November 10, 2026 – November 9, 2027 Renewal #1: November 10, 2027 – November 9, 2028 Renewal #2: November 10, 2028 – November 9, 2029

3.0 Schedule

The following schedule is a general guideline for issuance and recommendation of award of this RFP and issuance of the contract. The County may change the dates of any events of this RFP and the issuance of the Contract. Any changes to this schedule will be posted on the webpage dedicated to this RFP.

Tentative Dates Scheduled Issue RFP Wednesday, August 26, 2026 Optional Walk-Thru of Property Thursday, September 3, 2026 @ 11AM Written questions due by 2:00 pm Wednesday, September 23, 2026 *submit via email Leigh.Doran@putnam-fl.gov Proposals Due by 2:00 pm Thursday, October 1, 2026 Public Opening of Proposals Thursday, October 1, 2026 Initial Evaluation Meeting Thursday, October 15, 2026 @ 3PM Presentations Thursday, October 29, 2026 @ 11AM Final Evaluation Meeting Thursday, October 29, 2026 Intent to Recommend Rank Order Monday, November 2, 2026 Protest Period Nov. 2, 2026 – Nov. 5, 2026 Send Rank Order Recommendation to BOCC Tuesday, November 10, 2026 Contract to BOCC for Award Tuesday, November 10, 2026

*The Award is contingent upon acceptance and approval by the Putnam County Board of County Commissioners of the recommended Intent to Award. The recommendation of the Intent to Award will be presented at the board meeting on November 10, 2026.

3.2.1 Americans with Disabilities Act of 1990

If special accommodations are required in order to attend any Public Meeting, Pre-Bid Conference, Tour of Grounds, etc., contact the Procurement Supervisor via email at Leigh.Doran@Putnam-FL.gov or at 386-329- 0376.

WALK – THRU MEETING

The county will conduct an optional walk – thru of the property at 11:00 a.m. on Thursday, September 3, 2026, at the Government Complex located at 2509 Crill Ave., Suite 200, Palatka, FL 32177.

PUBLIC BID OPENING

The County will conduct a Public bid/proposal opening on Thursday, October 1, 2026. The meeting will be held at the Government Complex located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 immediately following the bid close at 2:00pm EST. The meeting is open to the public, bidders are welcome to attend but will not have the opportunity to speak.

INITIAL EVALUATION COMMITTEE REVIEW

If needed or desired, the County reserves the right to conduct an initial evaluation committee meeting on Thursday, October 15, 2026. The purpose of this meeting is to create a ‘short – list’ of proposers which will be invited to mailto:Leigh.Doran@Putnam-FL.gov participate in the interview and or demonstration process OR to create a rank order list to recommend for award. The meeting will be held beginning at 3:00 PM EST. The meeting will be held at the Government Complex located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177. The Evaluation Committee Meeting is open to the public; bidders are welcome to attend but will not have the opportunity to speak.

PLEASE NOTE: THE COUNTY HAS AN OPTION TO RECOMMEND AN AWARD(S) BASED ON THE INITIAL

EVALUATION COMMITTEE MEEETING SCORING AND NOT CONDUCT INTERVIEWS/FINAL

EVALUATIONS.

PRESENTATIONS

If needed or desired, The County will conduct presentations with short-listed firms on Thursday, October 29, 2026.

Presentations will be held in the conference room located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 beginning at 11:00 AM EST. The meeting is open to the public; bidders are welcome to attend but will not have the opportunity to speak. IF presentations are desired a schedule of the assigned presentations will be posted to the webpage dedicated for this RFP.

FINAL EVALUATION COMMITTEE REVIEW

The County will conduct a final evaluation committee meeting in an effort to identify the rank order in which the committee intends to award the contract on Thursday, October 29, 2026. The meeting will be held in the conference room located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 immediately following presentations. The meeting is open to the public; bidders are welcome to attend but will not have the opportunity to speak.

4.0 Proposal Instructions

QUESTIONS

Questions concerning this Request for Proposal shall be directed to: Leigh Doran by email at: Leigh.Doran@putnam-fl.gov and to no other person or department at the County.

MANDATORY REQUIREMENTS FOR RESPONSIVE BIDDERS

This section of the RFP provides proposers with instructions concerning required information that must be submitted as part of their proposal. Failure to provide any of the required information or required documents or failure to arrange the proposal in accordance with these instructions may result in the proposal being rejected.

ERRORS AND OMMISSIONS

Bidders are expected to comply with the true intent of these bid specifications taken as a whole and shall not avail themselves of any errors or omissions to the detriment of the services. Should any bidder suspect any error, omission, or discrepancy in the specifications or instructions, the bidder shall immediately notify the Purchasing Coordinator in writing who will issue written instructions to be followed. Bidders are responsible for the contents of their proposal and for satisfying the requirements set forth in the bid specifications.

EQUIPMENT/MATERIALS/LABOR

IT WILL BE THE RESPONSIBILITY OF THE SUCCESSFUL PROPOSER TO SUPPLY ALL MATERIALS, TOOLS, NECESSARY LABOR, ETC. FOR THE WORK TO BE PERFORMED AS SPECIFIED.

INSURANCE

The “awarded” contractor shall furnish a current Certificate of Insurance to the County’s Procurement Supervisor prior to contract award / commencement of the work, as well as a copy of your GL policy endorsement (on the ISO Endorsement Schedule format attached) that ensures the County will be provided 30 days written notice if your policy lapses for any reason. This certificate must include the Bid Number and be effective for the term of the contract and any extension thereof. All insurance companies named on the certificate shall be licensed to do business in the State of Florida and have a minimum A.M. Best rating of A-. All policies must be written on a primary basis, non-contributory mailto:Leigh.Doran@putnam-fl.gov mailto:Leigh.Doran@putnam-fl.gov with any other insurance coverages or self-insurance of the County. Contractor shall obtain and maintain the minimum insurance coverages set forth below. By requiring such minimum insurance, County shall not be deemed or construed to have assessed the risk that may be applicable to Contractor under this contract. Contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The insurance coverages stated below do not replace any surety bonds as required by contract.

Minimum Insurance Requirements Schedule

Maintain commercial general liability insurance with limits of not less than $1,000,000 per occurrence, naming Landlord as an additional insured (as applicable).

5.0 Scope of Work Specifications

PROJECT OVERVIEW

The Putnam County Board of County Commissioners is soliciting proposals for the lease of Volunteer Fire Station #19 (the “Property”), located at 101 Gail Drive, Satsuma, Florida 32189. The building has a base of 1,368 SF with an adjoining 1,080 SF garage. Attached to the building is a 280 SF screened porch and a 72 SF utility building. The structure is located on approximately 0.59 acres. The Property is offered for a short-term lease for uses approved of by the County and will not be offered for sale.

6.0 Submittal Requirements

Section 1: RFP Qualification Cover Page (Complete and Submit)

Section 2: Cover Letter

Provide a cover letter. Include the original signed cover letter with the original proposal and a copy of the cover letter with each copy of the proposal. The cover letter should provide the following:

• Respondent’s name, contact person, business address, phone number, fax number and e-mail address

• A brief statement of the respondent’s understanding of the services required.

• Profile - Provide a brief company background statement to include, but not limited to, years in business, company size, corporate structure, types of services offered, and professional affiliations

Section 3: Proposed Use

• Proposed Use, Including plan for Enhancements, and Maintenance. Proposals may receive up to forty (40) points based on the proposer’s proposed use of the Property, including, but not limited to, and maintenance of the Property, taking into consideration compatibility of the proposed uses.

Section 4: Financial Proposal

• Financial Proposal. The Financial Proposal will be ranked upon the Lease Proposal amount.

Financial Proposals will be eligible to receive a maximum of fifty-five (55) points and will be ranked and scored as follows:

Highest-Financial Proposal (Rank 1): The highest Financial Proposal will be awarded the full fifty-five (55) points.

Subsequent Financial Proposal Rankings (Rank 2 and lower): The award for each subsequent, lower Financial Proposal will be reduced by five (5) points relative to the proposal ranked immediately above it. In the event two or more proposals contain identical Financial Proposals, all such proposals will be awarded the same number of points for that rank.

Example Calculation:

Rank Proposal ID Point Calculation Points Awarded 1 Proposal A Full Points Awarded 55 points 2 Proposal B (Points Awarded to Proposal of A) minus 5 points 50 points 3 Proposal C (Points Awarded to Proposal B) minus 5 points 45 points

Section 5: License(s) & Insurance

Include a copy of any and all professional licenses as required to perform the services described herein and of the professional licenses for each team member.

Attach evidence of required insurance coverage or proof of insurability in the amounts indicated.

Section 6: Administrative Information / Required Documents Please include the following:

• Cover Page/Signature Form

• Drug Free Work Place Form (Complete and Submit)

• Certification Regarding Disbarment

• Public Entity Crimes Form

• Non-Collusion Statement

• Equal Opportunity Affirmation

• Acknowledged Addenda

Include all required Putnam County forms. FAILURE TO PROVIDE ALL INFORMATION listed on each form may result in the rejection of your proposal, or a reduction in evaluation points.

Required forms are included in the RFP document.

Proposals shall include all of the information solicited in this RFP, and any additional data that the Proposer deems pertinent to the understanding and evaluation of the proposal. 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.

7.0 Evaluation Criteria

Evaluation Criteria/Basis of Award:

It is the County’s intent to award a contract to the best overall Proposer as determined solely by the County.

Proposals should specifically address each of the prequalification and evaluation criteria outlined below relative to the desired results described in the Scope of Work of the RFP, and in any addenda issued. It is appropriate to emphasize that the lowest priced proposal may not be the best overall proposal.

The County reserves the right to eliminate any proposal based on receipt of a less than satisfactory score for any one (1) of the evaluation criteria for this RFP. For example, if a firm scores below a ‘satisfactory’ on the criterion, “Experience” the proposal may be eliminated and the remaining categories will not be scored. Any such eliminated proposals shall be evaluated as ‘non-responsive’ for failure to obtain a satisfactory score for a particular criterion.

The County reserves the right to consider all relevant and reasonable criteria, which may or may not be expressed in this RFP, in selecting the successful Proposer. The County reserves the right to evaluate and score the criteria in any order it determines, not necessarily in the order listed below. In analyzing the proposals, the County will consider (along with all other relevant and reasonable criteria) the following criteria:

Selection Criteria / Points: A maximum of 100 points shall be available based on the Selection Criteria in the following table:

SELECTION CRITERIA MAXIMUM POINTS

Proposed Use, including plan for and maintenance of the Property

Proposal Response From (Appendix “A”)

Financial Proposal (Proposed Lease Amount)

Compliance with RFP Specifications 5 Total Available Points 100

1. Proposed Use: (40 maximum points)

2. Financial Proposal: (55 maximum points)

3. Compliance with RFP specifications & forms: (5 maximum points)

Evaluation Criteria/Basis of Award:

The County will organize an evaluation committee who will review responsive proposals submitted. The committee will meet in a public evaluation meeting and assign evaluation points for each criterion as defined above. The committee reserves the right to conduct reference checks of finalists and schedule an interview and/or demonstration and/or site visits with all finalists or not, as deemed in the County’s best interest.

Recommendation ranking of proposers for this contract will be to that proposer scoring the overall highest evaluation points.

If a satisfactory contract cannot be negotiated, negotiations will be formally terminated. The County then would begin negotiations with the next ranked proposer until a satisfactory contract can be negotiated and entered into.

CONTRACT PROVISIONS (“LEASE AGREEMENT”)

Lease Agreement. The selected Proposer will be required to execute a Lease Agreement in a form and substance similar to the attached Lease Agreement subject only to negotiated exceptions submitted in accordance with Section

Authorization to Sign. In addition to executing the Lease Agreement, the selected proposer will be required to complete a corporate resolution or notarized statement, indicating that the person having executed the Lease Agreement is authorized to legally bind the proposing entity. Additionally, if a selected proposer is a partnership, all general partners must sign the Lease Agreement and the notarized statement. If the selected proposer is a joint venture, all members of the joint venture must sign the Lease Agreement and the notarized statement.

8.0 Required Forms

PROPOSAL COVER SHEET

Proposer must complete all information requested on the PROPOSAL COVER SHEET. The Proposal Cover Sheet is to be the first page of the proposer’s response.

DETAILED PROPOSAL RESPONSE / SOLUTION

To be responsive, Proposer must fully supply information to cover all components of Specification / Scope of Work.

FINANCIAL PROPOSAL

Firm shall submit all costs. This should be inclusive of all costs, including the itemized breakdown of deliverables but not limited to them.

NON-DISCRIMINATION IN EMPLOYMENT FORM

Putnam County does not discriminate against any person in its programs, activities, policies or procedures on the basis of race, ethnicity, color, national origin, marital status, religion, age, gender, sex, pregnancy, sexual orientation, gender identity, genetic information, disability, or veteran status.

ADDENDA ACKNOWLEDGEMENT FORM

If any addendums are issued, the proposer must acknowledge compliance with the addendum by submitting a signed copy of the addendum in this section. This form will be issued as part of the addendum process, if any addendums are issued. If no addendums are issued, this section only needs to be acknowledged as “none received”.

PUBLIC ENTITY CRIMES FORM

Conviction for a public entity crime may not submit an RFP on a contract to provide any goods or services to a public entity, may not submit a RFP on a contract with a public entity for the construction or repair of a public building or public work, may not submit RFPs on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold A person or affiliate who has been placed on the convicted vendor list following amount provided in S.287.017 for category two for a period of 36 months from the date of being placed on the convicted vendor list, as per State of Florida Statute 287.133

(2) (a). The proposer must acknowledge compliance with this statute and its intent.

DRUG-FREE WORKPLACE CERTIFICATION

Whenever two or more bids which are equal with respect to price, quality, and service are received for the procurement of commodities or contractual services, pursuant to Section 287.087, Florida Statutes, a bid received from a business that certifies that it has implemented a Drug-Free Work Place Program shall be given preference in the award process.

INDEMNIFICATION AGREEMENT

The consultant, contractor, lessee, or vendor agrees to indemnify, defend and hold harmless Putnam County BOCC, its officers, employees, agents and other representatives, individually and collectively from an against any and all claims, losses, etc. arising from injury to persons or damage to property as a result of an act or omission of the consultant, contractor, lessee, or vendor. For purposes hereof, claims / liabilities shall mean, but are not limited to, any losses, damages (including loss of use), expenses, demands, claims, suits, proceedings, liabilities, judgments, deficiencies, assessments, actions, investigations, penalties, interest or obligations (including court costs, costs of preparation and investigation, reasonable attorneys’, accountants’ and other professional advisors’ fees and associated expenses), whether suit is instituted or not and, if instituted, at all tribunal levels and whether raised by the Parties hereto or a third party, incurred or suffered by the County Indemnities or any of them arising directly or indirectly from, in connection with, or as a result of (a) any false or inaccurate representation or warranty made by or on behalf of the Contractor in or pursuant to this RFP and the Agreement; (b) any disputes, actions, or other Liabilities arising with respect to, or in connection with, compliance by the County with any Public Records laws (as hereinafter defined) with respect to the Contractor’s documents and materials; (c) any dispute, actions, or other liabilities arising in connection with the Contractor, the Contractor’s subcontractors, or their respective agents or employees or representatives otherwise sustained or incurred on or about the Premises; (d) any act or omission of, or default or breach in the performance of any of the covenants or agreements made by the Contractor in or pursuant to this RFP or the Contract executed in connection with this RFP; and (e) any services provided by the Contractor, its employees, agents, or authorized representatives in connection with the performance of the Contract executed for this RFP.

This indemnification shall survive termination of the RFP and the contract executed in connection with the RFP. The Contractor must acknowledge acceptance of the entire Indemnification Agreement.

REFERENCES

Provide a list of clients, preferably public or governmental organizations, for which you have provided a similar service. List should include reference name, address, telephone number, contact person, and a description of the service provided. In addition, the County reserves the right to contact current or former clients of the proposer not provided as part of the proposal.

Please provide a minimum of three references and a maximum of five.

LEGAL ISSUSE

The proposer must indicate if there are any:

A. Suits or proceedings pending, or to the knowledge of the proposer, threatened in any court or before any regulatory commission or other administrative governmental agency against or affecting the proposer or the instructors to be used in providing the Services, which, if adversely determined, will have a material adverse effect on the ability of the proposer or any of its instructors to perform their obligations as stated in their response.

B. The proposer is not in default under any instrument or agreement to which it is a party or by which it or any of its properties or assets may be bound, or in violation of any applicable laws, which default or violation may reasonably be expected to have a material adverse effect on the financial condition of the proposer.

If there are no issues in these areas, please respond that there are no pending or threatened suits or defaults.

ADDITIONAL INFORMATION OR SERVICES

In addition to the required information, the Proposer may include any additional information which may be helpful to the County in analyzing the Proposer's ability to provide the desired service, as noted in this RFP.

Proposal Forms to Follow this Page

PROPOSAL’S CHECKLIST

THIS CHECKLIST IS FOR THE CONVENIENCE OF THE COMPANY SUBMITTING A

PROPOSAL AND MAY BE USED TO ENSURE THAT SECTIONS OF THE ITB/RFP/PROPOSAL

ARE PROPERLY COMPLETED AND RETURNED. THIS FORM (PROPOSER’S CHECKLIST) IS

FOR YOUR USE AND IS NOT REQUIRED.

Required one (1) original hard copy, (3) three duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format of each of the following:

____ Proposal Cover Sheet

____ Detailed Proposal Response / Solution

____ IRS W-9

____ Non-Collusion Statement

____ Non-Discrimination in Employment Form

____ Addendum Acknowledgement

____ Public Entity Crimes Form

____ Drug-Free Work Place Certification

____ Hold Harmless and Indemnification Agreement

____ References

____ Legal Issues

____ Copy of License(s)

____ *Proof of Minority / Women Business Enterprise Number (M/WBE) – if applicable

____ *Additional information – if applicable

PROPOSAL COVER SHEET

ANTI-COLLUSION STATEMENT: The Bidder by signing and submitting a bid has "not" divulged to, discussed or compared his/her bid with any other Bidders and has not colluded with any other Bidders or parties to a bid whatsoever. (NOTE: Including there have been No premiums, rebates or gratuities paid or permitted either with, prior to, or after any delivery or personal contact. Any such violation will result in the cancellation of award of any resulting contract from this bid and the Bidder being debarred for not less than three (3) years of doing business with the County.)

Failure to sign this form may result in your proposal being deemed as “Non Responsive”.

LEGAL NAME OF BIDDER: _____________________________________________

TAX ID NUMBER: _____________________________________________

MINORITY BUSINESS ENTERPRISE

TYPE & NUMBER: (if applicable): _____________________________________________

MAILING ADDRESS: _____________________________________________

CITY, STATE, ZIP CODE: _____________________________________________

TELEPHONE NUMBER: _____________________________________________

BY: SIGNATURE (Manual): _____________________________________________

BY: SIGNATURE (Typed): _____________________________________________

TITLE: _____________________________________________

PHONE NO: _____________________________________________

FAX NO.: _____________________________________________

E-MAIL ADDRESS: (if available) _____________________________________________

FINANCIAL PROPOSAL FORM

A. Proposed Use:

Proposer shall state the proposed use(s) of the Property including maintenance plans for the Property.

Additional sheets may be provided.

B. Proposed Lease Term:

Proposer shall state the proposed initial term and any renewal term(s). The maximum initial lease term shall be one (1) year with 3 – one (1) year renewals thereafter.

Proposed Initial Lease Term:_______________ year / months Numerals Circle One

Proposed Renewal Terms (Select One):

Year-to-Year for up to ______Years

IRS W-9

INSTRUCTIONS FOR W-9 FORM:Contractors can obtain…