RFP_AP_21-26_Final.pdf

REQUEST FOR PROPOSALS (RFP) & RESPONDENT’S ACKNOWLEDGEMENT

RFP TITLE: RFP NUMBER:

FUEL FARM STORAGE SYSTEM

MAINTENANCE AND REPAIR at DESTIN-

FORT WALTON BEACH

AIRPORT (VPS)

RFP AP 21-26

ISSUE DATE: December 19, 2025 LAST DAY FOR QUESTIONS: January 8, 2026 @ 3:00 PM OPENING DATE & TIME: January 28, 2026 @ 3:00 PM

NOTE: RESPONSES RECEIVED AFTER THE DEADLINE WILL NOT BE CONSIDERED.

Okaloosa County, Florida solicits your company to submit a proposal on the above referenced goods or services. All terms, specifications and conditions set forth in this RFP are incorporated into your response. A proposal will not be accepted unless all conditions have been met. All proposals must have an authorized signature in the space provided below. All proposals must be submitted electronically by the time and date listed above. Proposals may not be withdrawn for a period of ninety (90) days after the proposal opening unless otherwise specified.

RESPONDENT ACKNOWLEDGEMENT FORM BELOW MUST BE COMPLETED, SIGNED, AND

RETURNED AS PART OF YOUR RFP. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY

AN AUTHORIZED AGENT OF THE RESPONDENT.

COMPANY NAME: _________________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): ____________________________________

TELEPHONE: ______________________________________________________________________________

EMAIL: ___________________________________________________________________________________ I CERTIFY THAT THIS RFP IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING AN RFP FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE BY ALL TERMS AND CONDITIONS OF THIS RFP AND CERTIFY THAT I AM

AUTHORIZED TO SIGN THIS RFP FOR THE RESPONDENT.

AUTORIZED SIGNATURE: ________________________________ PRINTED NAME: ___________________________

TITLE: __________________________________________________ DATE: ____________________________________

Rev: September 22, 2015

REQUEST FOR PROPOSAL

FUEL FARM STORAGE SYSTEM MAINTENANCE AND REPAIR at

DESTIN-FORT WALTON BEACH AIRPORT (VPS)

The Okaloosa County Board of County Commissioners request proposals from interested respondents detailing their qualifications and experience to provide FUEL FARM STORAGE SYSTEM MAINTENANCE AND REPAIR at DESTIN-FORT WALTON BEACH

AIRPORT (VPS)

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept proposals until 3:00 p.m. (CST) January 28, 2026, for FUEL FARM STORAGE SYSTEM MAINTENANCE AND REPAIR at DESTIN-FORT WALTON BEACH AIRPORT (VPS).

Interested respondents desiring consideration shall submit their response online at OpenGov through the link provided below:

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

Unless otherwise stipulated in the bid/proposal description, all responses must be submitted using OpenGov only. No other means of submission of responses will be accepted. Responses will be accepted by OpenGov until 3:00 p.m. CST January 28, 2026, at which time all bids that are timely submitted will be opened and reviewed.

The County reserves the right to award the proposal to the most qualified respondent(s). Okaloosa County shall be the sole judge of the proposals and the resulting Agreement(s) in its best interest and its decision shall be final.

For solicitation information, please contact:

Erin Poole, Contracts and Leases Coordinator epoole@myokaloosa.com , 850-689-5960

DeRita Mason

Purchasing Manager Date https://procurement.opengov.com/portal/myokaloosa mailto:epoole@myokaloosa.com

SCOPE OF WORK

Fuel Farm Storage System Maintenance and Repair at Destin-Fort Walton Beach (VPS)

BACKGROUND

The fuel farm storage facility at Destin-Fort Walton Beach Airport (VPS) consists of thirteen (13) above ground storage tanks with a total capacity of 301,700 gallons:

• Two (2) twenty-five thousand (25,000) gallon above ground, horizontal Jet-A fuel storage tanks

• Four (4) twenty thousand (20,000) gallon above ground, horizontal Jet-A fuel storage tanks

• Two (2) twenty-five thousand (25,000) gallon horizontal unleaded (MOGAS) tanks

• Four (4) thirty thousand (30,000) gallon vertical Jet-A fuel storage tanks; these are scheduled to be installed by June 2026

• One (1) seventeen hundred (1,700) gallon, above ground, horizontal diesel tank

Also, one (1) 500-gallon waste tank is included in the fuel farm storage facility along with an oil water separator that several containment areas drain to.

The contractor shall be responsible for maintaining all the tanks and systems within the fence line of the fuel farm plus the oil water separator (monitor levels, emptying, servicing, and functional valves). It is the contractor’s responsibility to have all necessary parts on hand to complete all requirements of the services.

All fuel is delivered to the facility by transport truck. The facility is furnished with one (1) off-loading and one (1) on-loading rack position on the storage site. Each position will be equipped with two pumps for redundancy.

There is one (1) fuel service provider and six (6) airlines (Allegiant, American, Avelo, Delta, Southwest, and Sun Country) operating at VPS at the time of this RFP. Airline volumes for Jet-A are estimated at 825,000 gallons per month based on the 2024 yearly average. The Contractor will be required to inspect, check, test maintain, clean and repair the fuel tanks to ensure all tanks are in a perpetual state of “ready for use” condition, in accordance with ATA-103: Standard for Jet Fuel Quality Control at Airports and the current commercial air carrier fuel manuals. The existing fuel service provider will perform Daily Checks in accordance with ATA Spec 103, current edition/revision, current edition/revision of NFPA 407, and the Airports SPCC plan. The Contractor will maintain monthly inspections and annual operability testing as required for above ground fuel storage tanks by the Florida Department of Environmental Protection (FDEP). The Contractor shall provide preventive maintenance (PM) services (to include testing and cleaning of tanks) and repair the fuel storage tanks and facilities consistent with all federal, state and local laws, ordinances, statutes, rules and regulations, including without limitation all applicable environmental, health and safety laws, ordinances, rules, regulations, orders and directives.

The requirement does not include maintenance or repair of the trucks utilized to fuel aircraft (under the responsibility of a separate contract). The two 25K-gallon MOGAS and four 20K-gallonJetA tanks are from 2006; two 25K-gallon Jet A tanks were added in 2019 with the remaining four 30K-gallon Jet A tanks being added in 2026. The current condition of the equipment is assumed to be good and is in compliance with regulatory agencies. The Airport does utilize an OPW Fuel Management system for tank monitoring, inventory monitoring and fuel management. The Airport offices are approximately 400 yards from the fuel farm. The pumps and dispensers for the MOGAS are located at the fuel island at the Airport’s rental car facility just north of the fuel farm. The MOGAS and Jet A filters and vessels are required to be changed at least every 36 months and inspected each year. They historically have been inspected annually. The Airport has experienced between two (2) to three (3) emergency repairs per year, although this number may fluctuate.

SCOPE OF WORK

The Contractor will be required to perform weekly, monthly, quarterly, semi-annual, and annual checks and inspections as well as routine and emergency repairs on the fuel farm facility and will be responsible for any preventive and continuing maintenance programs in accordance with ATA- 103: Standard for Jet Fuel Quality Control at Airports and the current commercial air carrier fuel manuals, as well as ensure compliance with the Florida Department of Environmental Protection’s requirements for above ground storage tanks as identified in state statutes 376.301, 376.303 and Florida Administrative Code 62-762. The Contractor shall closely coordinate with the Owner to establish and/or revise the PM schedule. It shall be the contractor’s responsibility to submit a listing of all required inspections and tentative schedule to complete the listed inspections to the Owner’s approval. Contractor will maintain a record of tank inspections and cleaning on ATA Form 103.07B as well as monthly required inspections pursuant to FDEP requirements for above ground storage tanks. All necessary repairs or replacement parts shall be identified on a quote and have approval from the County Representative prior to parts being ordered and work performed. Parts will be ordered (to include any related shipping costs) and installed by the contractor at cost plus a maximum of 5% mark-up (only for parts and shipping but not contract labor) and the mark-up percentage is non-negotiable. Contractor shall provide all material, labor and equipment to perform all checks, inspections, PM services, cleanings and emergency repairs. Should Contractor require subcontracting efforts, those would require pre-approval and itemized on the written quote. During emergency situations, verbal authorization will be acceptable. Contractor will provide County with a written report within five (5) business days of all work performed. All work performed will be inspected by the Airport prior to invoice processing.

Contractor must provide service (on-call) twenty-four (24) hours per day, seven (7) days a week, including holidays. If the Contractor cannot begin on-site work in response to a service call within the specified time, listed below, the County has the option to obtain service from another qualified vendor. Failing to provide on-time performance to a service call, within the specified time, shall result in Contractor’s financial liability to fully fund all related expenses to County obtaining service from another qualified vendor.

Hours are only to be billed for technician time on-site. Actual costs associated with travel may not be billed for travel time to and from County site, however, the respondent shall propose cost/pricing for the scope requirement using hourly rates [reference Selection Criteria section below]. The proposed hourly rates shall include all indirect and direct costs, to include any associated travel costs. Contractor shall provide an operational procedure for County to contact Contractor 24 hours per day.

Response Times (following notification-service call):

- Normal (Non-Emergency) - Work shall have begun on-site by the end of the normal working hours, the following calendar day from service call. In the case of a response within four (4) hours to a normal work request, payment will be made at the normal work hour’s reimbursement rate.

- Emergency – Work shall have begun on-site within four (4) hours of service call.

- Preventative Maintenance – Work shall have begun on the calendar day scheduled and agreed upon between Contractor and Airport staff.

- The County, at its sole discretion, shall determine what constitutes an emergency and shall state, when making the service request, whether it requires “normal” or “emergency” response.

The Airport works in agreement with current contractor, Fuel FX DBA Emerald Coast Aviation for fuels management and operations services, to provide aviation fuel to air carriers, automotive fuel to rental car operators, Airport/Owner and airline-owned vehicles, diesel fuel for Owner and airline ground equipment. The Contractor shall work in business unity and co-operation with the fuel farm operator as directed by the Owner. The Owner may direct the Contractor to work closely alongside, in cooperative cohesion, or possible coordination, with FX Fuel provider, or current contractor, in the performance of agreement operations. The Contractor shall coordinate and cooperate with the Airport Maintenance representative to schedule all preventative maintenance, checks and inspections, and routine repairs. The Airport Maintenance representative is responsible for providing this schedule to Fuel FX for their situational awareness of Contractor’s arrival on site. The Contractor shall contact the Airport Operations Center at 850-651-7166 when the Contractor, subcontractors or any representative arrives on site. In the event there are any unforeseen conflicts or issues on site between Contractor and Fuel FX, in performance of scheduled duties, the Contractor shall immediately contact the Airport Maintenance representative for discussion and direction. The Contractor shall follow direction and instruction provided by Owner for situation mediation and resolution.

CONTRACTOR’S RESPONSIBILITY

It shall be the Contractor’s responsibility to schedule and coordinate all work to be performed under this Contract to insure continuous and smooth operations of the work and completion within the times specified in the proposal. The Contractor must be qualified and licensed to conduct business in Okaloosa County, Florida. The Contractor will be knowledgeable of industry standards and codes required for the legal and functioning operation of the system including but not limited to, ATA-103: Standard for Jet Fuel Quality (including cross-referenced industry codes as provided in ATA:103 Annex 1), and commercial air carrier requirements. Additionally, the Contractor will ensure the listed fuel facility and all its components are functioning as designed. The Contractor shall be responsible in maintaining, testing, and repairing the fuel system to all applicable Federal, State, Local, laws, ordinances, statutes, rules and regulations

The Contractor shall warrant all work and shall guarantee to satisfactorily meet the County’s requirements and ensure the listed fuel facility and its components are functioning as designed.

The Contractor shall provide all warranty information as part of their proposal.

The Scope of Work is intended to cover the complete project. It shall be distinctly understood that failure to mention any work, which would normally be required to complete the project, shall not relieve the Contractor of its responsibility to perform such work.

OBJECTIVE

It is the County’s intent to enter into a contract to manage the maintenance and repair of the Airport’s fuel storage facility. Specifically, the County seeks to ensure safe, reliable, and efficient operation of the facility through a qualified contractor, thereby protecting critical infrastructure, supporting ongoing airport operations, and maintaining compliance with applicable safety and environmental standards.

TERM

The Contract will be effective upon execution by all parties and will run for three (3) years with the option for two (2) one (1) year renewals upon written agreement by both parties.

BONDING

A Performance Bond is required. All bonds shall be written by a surety with no less than an “A” rating by a national rating agency. All sureties must be on the U.S. Department of Treasury’s Listing of Approved Sureties (Department Circular 570) and bonds must be within the Treasury’s underwriting limitation. A copy of all bonds must be delivered to the Purchasing Department prior to the County executing the contract. Once the contract has been executed by all parties, the vendor must record the bonds in the official records with the Okaloosa County Clerk of Circuit Court. A certified copy of the recorded bond(s) must be provided to the Purchasing Division no later than fourteen (14) days after the contract is fully executed.

ATTACHMENT “A”

REQUIRED ITEMS TO BE ACCOMPLISHED BY VENDOR

Required items for this maintenance contract Vendor must produce for Airports approval prior to a contract going forward to Board of County Commissioners for approval:

1. Provide daily, weekly, monthly, quarterly, semi-annual and annual inspection checklists and reporting.

2. Provide a preventive maintenance schedule IAW ATA-103.

3. Provide record for tank inspections, cleaning and filter replacement IAW ATA Form

103.07B.

4. Provide a list of inspections to be completed monthly and annually for FDEP Above

Ground Tank Inspection requirements.

5. Provide a list of parts/materials to keep on hand. Include costs.

6. Provide a schedule/projected timeline for cleaning, corrosion mitigation and repainting of all painted surfaces.

7. Provide a list of subcontractors they will be using to be preapproved in advance by

Airport.

8. Provide names of top three on-site personnel, one of which is required to attend the monthly FAA-mandated SMS meeting and actively participate in the Airport’s SPCC.

9. Maintain a stock of absorbent material items (i.e. pads and loose material) for use in the event of a spill or discharge and dispose of used spill kits inside the fenced area. Any spills, accidents and injuries inside the fenced area will be immediately reported to the

AOC.

10. All tools necessary for emergency repairs should be on hand.

11. Filters and other consumables should be kept on-hand at the fuel office.

12. Daily fuel farm inspection form should be filled out daily and maintained for Airports review along with monthly, quarterly, semi-annual and annual inspections. Airport Maintenance will review the inspection forms and perform a site walk through the fuel farm weekly.

13. Contractor will accompany Airport Operations on their required FAA 3CCM inspections.

14. Maintain and dispose of waste tank and oil-water separator contents as needed.

EVALUATION CRITERIA

The County intends to award a maintenance contract resulting from this Request for Proposal to the most responsive and responsible Respondent whose proposal is determined to be the most advantageous to the County taking into consideration the evaluation factors set forth herein;

however, the County reserves the right to reject any and all proposals. The County shall be the sole judge of whether or not a proposal meets the requirements of this Request for Proposal.

Proposals will be reviewed and evaluated by the review committee based upon the evaluation factors which are listed below in the order of their relative importance:

1. Approach (Point Value = 20): Provide a detailed description of the company’s understanding of the scope, the ability and manner of how requested services will be provided; including (but not limited to) strategies, how work is monitored, managed, completed (use of in-house vs subcontractors, resources required, etc.) best practices, showing standards and measures, overall waste disposal plan (when applicable) environmental plan, worker and site health and safety plan, natural disaster recovery plan {for fuel tank clean up and restoration}, ectara that will be used to provide the most efficient and reliable service. Describe any conventional industrial challenges and the company’s approach to controlling and mitigating these challenges. Include warranty of services the company will provide as a successful respondent. Additional insurances provided may be included.

2. Maintenance and Repair Plan (Point Value = 20): Clearly identify/discuss the company’s on-call services responsiveness plan and its ability to provide qualified on-site work within four

(4) hours of any type of service call 24 hours per day. Contractor shall provide an operational procedure for County to contact Contractor 24 hours per day. Clearly identify/discuss the company’s overall company’s customer service plan, fuel tank maintenance and repair plan to ensure compliant preventative maintenance services, checks and inspections, routine and emergency repairs, IAW ATA-103: Standard for Jet Fuel Quality Control at Airports and the current commercial air carrier fuel manuals and FDEP Above Ground Storage Tank inspections and operability testing.

3. Organization & Staffing Experience: (Point Value = 25) Respondent’s ability to effectively provide corporate and local management (recruiting plan and staffing plan) to oversee operations; specifically, to ensure compliant preventative maintenance services, checks and inspections, routine and emergency repairs. Provide sufficient information to demonstrate legal authority to do business in the state of the firm and any sub-consultant to perform the work.

Show State of Florida licensing/registration qualifications of the firm and key personnel.

Copies of all completed forms required by this RFP are included in this section.] Describe the organizational structure that will be used to provide all required services. Including, but not limited to, experience of personnel, professional and business licenses, certificates and information concerning the specific knowledge, technical expertise/qualifications that will be brought to the County in the performance of the Scope of Services.

4. Cost/Pricing (Point Value = 25): The respondent shall propose hourly rates for emergency service calls, hourly rates for normal service calls, hourly rates for annual testing (third party inspector) and the hourly rates for preventative maintenance service calls [PM services include checks, inspections, testing, repairs and cleaning] for the requirements described in the scope of services of the RFP. The proposed hourly rates should be inclusive and reflect all costs associated with these services (not limited to) material, labor, equipment, all associated fees-indirect costs, all associated travel costs, direct costs and profit. The hourly rates for normal service calls. The hourly rates for emergency service calls, inspections, testing and repairs- (Call Outs after business hours 8am-5pm, weekends and holidays and Issues/Items not included in routine PMs or inspections). The hourly rates for preventative maintenance service calls, checks, inspections, testing, repairs and cleaning. The hourly rates for Annual Testing.

(verified by 3rd party licensed inspector). Note: Parts will be ordered (to include any related shipping costs) and installed by the contractor at cost plus a maximum of 5% mark-up and mark-up percentage is non-negotiable. Actual costs associated with travel may not be billed for travel time to and from County site, however, these costs will be reflected within the fully burden hourly rates for each category.

5. Industry References/Past Performance (Point Value = 10): Provide a list of at least 3 contracts, within the last five (5) years, through which your company has or had provided for similar complexity of aviation fuel tank storage inspection, maintenance, cleaning and repair services. Please include the amount of each contract, a brief description of services performed, and whether the service was performed within budget. Include three (3) industry references representative of related past experience to include, as a minimum, a name and contact information for reference having firsthand knowledge of the work the company performed (at a minimum, provide one reference contact for each listed contract)

Total Eligible Score for Written Proposal Evaluation = 100 points.

TIME SCHEDULE (ALL TIMES ARE TENTATIVE):

ACTIVITY DATE (subject to change) Issue RFP December 19, 2025 Questions from potential proposers due January 8, 2026 Issue Addendum (if necessary) January 14, 2026 Proposal Response Due January 28, 2026 Review Committee Meeting February 10, 2026 Intent to Award issued February 13, 2026 Negotiations Week of February 23, 2026 Board Approval March 17, 2026

GENERAL SERVICES INSURANCE REQUIREMENTS ON AIRPORTS

CONTRACTORS INSURANCE

1. The Contractor shall not commence any work in connection with this Agreement until he has obtained all required insurance and the certificate of insurance has been approved by the Okaloosa County Risk Manager or designee.

2. All insurance policies shall be with insurers authorized to do business in the State of Florida and having a minimum rating of A, Class X in the Best Key Rating Guide published by A.M. Best & Co. Inc.

3. All insurance shall include the interest of all entities named and their respective officials, employees & volunteers of each and all other interests as may be reasonably required by Okaloosa County. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance.

4. With the exception of Workers’ Compensation and Professional Liability policies, the County shall be listed as an Additional Insured, with indication of such status shown on the Certificate of Insurance (COI). The actual Additional Insured endorsement(s) must be included in the policy and made available to the County upon request..

5. The County shall retain the right to reject all insurance policies that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the Contractor.

6. The County reserves the right at any time to require the Contractor to provide copies (redacted if necessary) of any insurance policies to document the insurance coverage specified in this Agreement.

7. Any subsidiaries used shall also be required to obtain and maintain the same insurance requirements as are being required herein of the Contactor.

8. Any exclusions or provisions in the insurance maintained by the Contractor that excludes coverage for work contemplated in this agreement shall be deemed unacceptable and shall be considered breach of contract.

COMMERCIAL GENERAL LIABILITY INSURANCE

1. The Contractor shall carry Commercial General Liability insurance against all claims for Bodily Injury, Property Damage and Personal and Advertising Injury liability caused by the Contractor.

2. Commercial General Liability coverage shall include the following:

1.) Premises & Operations Liability 2.) Bodily Injury and Property Damage Liability 3.) Independent Contractors Liability 4.) Contractual Liability 5.) Products and Completed Operations Liability

3. Contractor shall agree to keep in continuous force Commercial General Liability coverage for the length of the contract.

BUSINESS AUTOMOBILE LIABILITY

Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property Damage. If the contractor does not own vehicles, the contractor shall maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Policy. Contractor must maintain this insurance coverage throughout the life of this Agreement.

WORKERS’ COMPENSATION INSURANCE

1. The Contractor shall secure and maintain during the life of this Agreement Workers’ Compensation insurance for all of his employees employed for the project or any site connected with the work, including supervision, administration or management, of this project and in case any work is sublet, with the approval of the County, the Contractor shall require the Subcontractor similarly to provide Workers’ Compensation insurance for all employees employed at the site of the project, and such evidence of insurance shall be furnished to the County not less than ten (10) days prior to the commencement of any and all sub-contractual Agreements which have been approved by the County.

2. Contractor must be in compliance with all applicable State and Federal workers’ compensation laws, including the U.S. Longshore Harbor Workers’ Act or Jones Act, if applicable.

3. No class of employee, including the Contractor himself, shall be excluded from the Workers’ Compensation insurance coverage. The Workers’ Compensation insurance shall also include Employer’s Liability coverage and a Waiver of Subrogation in favor of the County on the Certificate of Insurance. If there is an existing approved State of Florida Exemption for Workers’ Compensation it must be provided to Okaloosa County.

ENVIRONMENTAL OR POLLUTION LIABILITY INSURANCE

The Contractor shall maintain Environmental Liability Insurance or Pollution Liability Insurance, including coverage for sudden and accidental pollution events, with limits of not less than $5,000,000 per occurrence. Okaloosa County Board of County Commissioners is to be listed as Additional Insured.

INSURANCE LIMITS OF LIABILITY

The insurance required shall be written for not less than the following, or greater if required by law and shall include Employer’s liability with limits as prescribed in this contract:

COVERAGES LIMITS

1. Commercial General liability

- On-Airport Operations

- Operations Other Than On-Airport

$25,000,000 each occurrence for Bodily Injury & Property Damage

$5,000,000 each occurrence for Bodily injury & Property Damage Products and completed operations

2. Personal and Advertising Injury $5,000,000 each occurrence

3. Business Automobile $5M each accident (A combined single limit)

4. Workers’ Compensation 1.) State 2.) Employer’s Liability

Statutory $500,000 each accident

NOTICE OF CLAIMS OR LITIGATION

The Contractor agrees to report any incident or claim that results from performance of this Agreement. The County representative shall receive written notice in the form of a detailed written report describing the incident or claim within ten (10) days of the Contractor’s knowledge. In the event such incident or claim involves injury and/or property damage to a third party, verbal notification shall be given the same day the Contractor becomes aware of the incident or claim followed by a written detailed report within ten (10) days of verbal notification.

INDEMNIFICATION & HOLD HARMLESS

To the fullest extent permitted by law, Contractor shall indemnify and hold harmless the County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or wrongful conduct of the Contractor and other persons employed or utilized by the Contractor in the performance of this contract.

CERTIFICATE OF INSURANCE

A. Certificates of Insurance indicating the project name, number, and evidencing all required coverage and if applicable any State of Florida approved Workers’ Compensation Exemption must be submitted not less than 10 days prior to the commencement of any of the work. The certificate holder(s) shall be as follows: Okaloosa County BCC, 5479A Old Bethel Road, Crestview, Florida, 32536.

B. The contractor shall provide a Certificate of Insurance to the County with a thirty (30) day prior written notice of cancellation; ten (10 days’ prior written notice if cancellation is for nonpayment of premium).

C. In the event that the insurer is unable to accommodate the cancellation notice

Requirement, it shall be the responsibility of the contractor to provide the proper notice.

Such notification shall be in writing by registered mail, return receipt requested, and Addressed to the Okaloosa County Purchasing Department at 5479-A Old Bethel Road, Crestview, FL 32536.

D. In the event the contract term goes beyond the expiration date of the insurance policy, the contractor shall provide the County with an updated Certificate of insurance no later than ten (10) days prior to the expiration of the insurance currently in effect. The County reserves the right to suspend the contract until this requirement is met.

5. Environmental Liability $5,000,000 per occurrence

E. The certificate shall indicate if coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claims-made form, the certificate will show a retroactive date, which should be the same date of the initial contract or prior.

F. All certificates shall be subject to Okaloosa County’s approval of adequacy of protection.

G. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the Contractor’s full responsibility.

H. In no way will the entities listed as Additional Insured be responsible for, pay for, be damaged by, or limited to coverage required by this schedule due to the existence of a deductible or SIR.

GENERAL TERMS

Any type of insurance or increase of limits of liability not described above which, the Contractor required for its own protection or on account of statute shall be its own responsibility and at its own expense.

Any exclusions or provisions in the insurance maintained by the contractor that excludes coverage for work contemplated in this contract shall be deemed unacceptable and shall be considered breach of contract.

The carrying of the insurance described shall in no way be interpreted as relieving the Contractor of any responsibility under this contract.

Should the Contractor engage a subcontractor or sub-subcontractor, the same conditions will apply under this Agreement to each subcontractor and sub-subcontractor.

The Contractor hereby waives all rights of subrogation against Okaloosa County and its employees under all the foregoing policies of insurance.

EXCESS/UMBRELLA INSURANCE

The Contractor shall have the right to meet the liability insurance requirements with the purchase of an EXCESS/UMBRELLA insurance policy. In all instances, the combination of primary and EXCESS/UMBRELLA liability coverage must equal or exceed the minimum liability insurance limits stated in this Agreement.

GENERAL CONDITIONS

1. PRE-PROPOSAL ACTIVITY -

Addendum - Respondents are prohibited from contacting or lobbying the County, County Administrator, Commissioners, County staff, and Review Committee members, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue shall be addressed at OpenGov through the link provided below:

All questions or inquiries must be received no later than the last day for questions (reference RFP & Respondent’s Acknowledgement form). Any addenda or other modification to the proposal documents will be issued by the County five (5) days prior to the date and time of proposal closing, as a written addendum distributed to all prospective respondents by posting to the OpenGov.

Such written addenda or modification shall be part of the RFP documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of any and all addenda in writing and submit with their documents. No respondent may rely upon any verbal modification or interpretation.

2. PREPARATION OF PROPOSALS – Proposals which contain any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice requesting proposals may be rejected.

A. Proposals submitted by a corporation shall be executed in the corporate name by the president or a vice president or other corporate officer who has legal authority to sign.

B. Proposals submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

C. Proposals submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

D. Proposals submitted by an individual shall show the respondent’s name and official address.

E. Proposals submitted by a joint venture shall be executed by each joint venture in the manner indicated in the Request for Qualification. The official address of the joint venture must be shown below the signature.

F. All signatures shall be in blue ink. All names should be typed or printed below the signature.

G. The submittal shall contain an acknowledgement of receipt of all Addenda, the numbers of which shall be filled in on the form. The address and telephone # for communications regarding the submittal shall be shown.

H. If the respondent is an out-of-state corporation, the submittal shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida.

3. INTEGRITY OF PROPOSAL DOCUMENTS – Respondents shall use the original proposal documents provided by the Purchasing Department and enter information only in the spaces where a response is requested. Respondents may use an attachment as an addendum to the proposal documents if sufficient space is not available. Any modifications or alterations to the original solicitation documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of submittal.

Any such modifications or alterations that a respondent wishes to propose must be clearly stated in the respondent’s response and the form of an addendum to the original documents.

4. SUBMITTAL OF PROPOSALS – Proposals shall be submitted online at OpenGov through the link provided below:

Unless otherwise stipulated in the bid/proposal description, all responses must be submitted using OpenGov only. No other means of submission of responses will be accepted.

Responses will be accepted by OpenGov until 3:00 p.m. CST January 28, 2025, at which time all Proposals that are timely submitted will be opened and reviewed. The responses submitted should be one (1) completed document, unless otherwise specified within the document.

5. MODIFICATION & WITHDRAWAL OF SUBMITTAL – Proposals may be modified or withdrawn by an appropriate document duly executed in the manner that a submittal must be executed and delivered to the place where documents are to be submitted prior to the date and time for the opening of the solicitation.

If within 24 hours after qualifications are opened any respondent files a duly signed written notice with the County and promptly thereafter demonstrates to the reasonable satisfaction of the County that there was a material substantial mistake in the preparation of its submittal, that respondent may withdraw its submittal, and the respondent’s security will be returned, if any.

6. PROPOSAL DOCUMENTS TO REMAIN SUBJECT TO ACCEPTANCE – All proposal documents will remain subject to acceptance or rejection for ninety (90) calendar days after the day of the opening, but the County may, in its sole discretion, release any submittal and return the respondent’s security prior to the end of this period.

7. CONDITIONAL & INCOMPLETE PROPOSALS - Okaloosa County specifically reserves the right to reject any conditional submittal and proposals which make it impossible to determine the true quality of services to be provided by respondent.

8. ADDITION/DELETION OF ITEM – The County reserves the right to add or delete any item from this proposal or resulting contract when deemed to be in the County’s best interest.

9. APPLICABLE LAWS & REGULATIONS – All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the project shall apply to the proposal throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

10. DISQUALIFICATION OF RESPONDENTS - Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposals:

a. Submission of more than one qualification for the same work from an individual, firm or corporation under the same or different name.

b. Evidence that the respondent has a financial interest in the firm of another proposer for the same work.

c. Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

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

e. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals.

f. Default under previous contract.

g. Listing of the respondent by any Local, State or Federal Government on its barred/suspended vendor list.

11. AWARD OF CONTRACT

Okaloosa County Review - Okaloosa County appointed selection committee shall review all proposals and will participate in the recommendations to the Board of County

Commissioners. The Board of County Commissioners shall make final determination on any award of Contract.

The contract shall be awarded to the responsible and responsive respondent(s) whose proposal is determined to be the most advantageous to the County, taking into consideration the price and other criteria set forth in the request for proposals. The County reserves the right to reject any and all proposals or to waive any irregularity or technicality in proposals received. The County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

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

Okaloosa County specifically reserves the right to reject any conditional proposals and proposals which make it impossible to determine the true amount of the proposal.

12. PAYMENTS – The respondent shall be paid upon submission of invoices and approval of acceptance by Okaloosa County Board of County Commissioners, Finance Office, 302 N. Wilson St., #203, Crestview FL 32536, for the prices stipulated herein for articles delivered and accepted. Invoices must show Contract #.

13. DISCRIMINATION - An entity or affiliate who has been placed on the discriminatory vendor list may not submit proposals for a contract to provide goods or services to a public entity, may not submit proposals on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

14. PUBLIC ENTITY CRIME INFORMATION - Pursuant to Florida Statute 287.133, a respondent 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

s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

15. CONFLICT OF INTEREST - The award hereunder is subject to the provisions of

Chapter 112, Florida Statutes. All respondents must disclose with their proposals the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of this proposals package.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0287/Sections/0287.017.html

16. REORGANIZATION OR BANKRUPTCY PROCEEDINGS – Proposals will not be considered from respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

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

18. CONE OF SILENCE CLAUSE - The Okaloosa County Board of County Commissioners has established a solicitation silence policy (Cone of Silence Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences from the date of advertisement until award of contract.

All communications shall be directed to the Purchasing Department.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

19. REVIEW OF PROCUREMENT DOCUMENTS - Per Florida Statute 119.071 (2) 2 sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

20. COMPLIANCE WITH FLORIDA STATUTE 119.0701 - The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a) Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (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; and (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

21. PROTECTION OF RESIDENT WORKERS – The Okaloosa County Board of

County Commissioners actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verifications, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verifications. The respondent shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirements.

Respondents doing construction business with Okaloosa County are required to use the Federal Government Department of Homeland Security’s website and use the E-Verify Employment Eligibility Verifications System to confirm eligibility of all employees to work in the United States.

22. SUSPENSION OR TERMINATION FOR CONVENIENCE - The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period of time as the County may determine, or to terminate all or a portion of the Contract for the County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

23. FAILURE OF PERFORMANCE/DELIVERY - In case of default by the respondent, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the respondent responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the contract and removal of the respondent from the vendor list for duration of one

(1) year, at the option of County.

24. AUDIT - If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this contract from the date of the contract through three (3) years after the expiration of contract.

25. EQUAL EMPLOYMENT OPPORTUNITY; NON-DISCRIMINATION –

Respondent will not discriminate against any employee or an applicant for employment because of race, color, religion, gender, sexual orientation, national origin, age, familial status or handicap.

26. NON-COLLUSION – Respondent certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

27. UNAUTHORIZED ALIENS/PATRIOT’S ACT – The knowing employment by respondent or its subcontractors of any alien not authorized to work by the immigration laws is prohibited and shall be a default of the contract.