REQUEST FOR PROPOSALS (“RFP”) & RESPONDENT’S ACKNOWLEDGEMENT

RFP TITLE:

RFP NUMBER:

Air Traffic Control Tower Equipment Maintenance at the Destin Executive Airport (DTS)

RFP AP 69-26

ISSUE DATE:

LAST DAY FOR QUESTIONS:

RFP OPENING DATE & TIME:

July 20, 2026 8:00 A.M. CST August 12, 2026 3:00 P.M. CST August 19, 2026 3:00 P.M. CST

April 24th, 2017 10:00 P.M. cst April

NOTE: PROPOSALS RECEIVED AFTER THE PROPOSAL OPENING DATE & TIME 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 Proposals may not be withdrawn for a period of ninety (90) days after the proposal opening unless otherwise specified.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 PROPOSAL. PROPOSALS 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 NUMBER: EXT: FAX:

EMAIL:

I CERTIFY THAT THIS PROPOSAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING A PROPOSAL 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 PROPOSAL AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS PROPOSAL FOR THE RESPONDENT.

AUTHORIZED SIGNATURE: TYPED OR PRINTED NAME:

TITLE: DATE:

Rev: September 22, 2015

NOTICE TO RESPONDENTS

RFP AP 69-26

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 3:00 p.m. (CST) August 19, 2026, for Air Traffic Control Tower Equipment Maintenance at the Destin Executive Airport (DTS).

Interested Respondents desiring consideration shall submit their response online at OpenGov. Submissions shall be portrait orientation and 8 ½” x 11” where practical. Font shall be 12 point and Respondents are limited to ten (10) pages, excluding the required forms.

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 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. (CDST) August 19, 2026, at which time all proposals that are timely submitted will be opened and reviewed.

The County reserves the right to award to the firm submitting a responsive proposal with a resulting negotiated agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the resulting negotiated agreement that is in its best interest and its decision will be final.

For this solicitation please contact:

DeRita Mason, Purchasing Manager dmason@myokaloosa.com 850-689-5960

DeRita Mason Purchasing Manager

Date

OKALOOSA COUNTY

BOARD OF COUNTY COMMISSIONERS

Robert A. “Trey” Goodwin, III Chairman

PROPOSAL REQUIREMENTS

PROPOSAL #: RFP AP 69-26

PROPOSAL ITEM: Air Traffic Control Tower Equipment Maintenance at the Destin Executive Airport (DTS)

BACKGROUND

The Okaloosa County Board of County Commissioners is soliciting proposals including costs of services from interested firms detailing past performance, technical, and resource qualifications to provide various services for the inspection, maintenance, repair, and replacement of County-owned communications and weather systems (CWS) at the Air Traffic Control Tower (ATCT) located on Destin Executive Airport (DTS) in Destin, Florida. Inspection and preventative maintenance on all related items are required annually, at a minimum, and all work shall be logged into the on-site CWS documentation.

The airport is in a well-developed resort town with many hotels, restaurants, and big box stores in close vicinity. The airport is located within a 30-minute drive south of Interstate-10. Access is open with paved drive and parking close to the entrance. Full access to the ATCT will be afforded from 0600-2200 with additional hours as required with advance notice to the Airport Manager or designee.

The tower frequencies are listed below and include 4-wire Shout and 2-digit dial lines through the FAA Telecommunications Infrastructure (FTI) contract.

There are four ATCT telephone numbers maintained by Century Link, as well as a crash line and secondary crash line currently maintained by Eglin AFB and Okaloosa County IT. The numbers will be provided to the awardee.

It is the contractor’s responsibility to ensure that the communications and weather systems (CWS) and all supporting equipment are operational and are maintained in accordance with the Federal Aviation Administration (FAA) Orders and Advisory Circulars and manufacturer’s recommendations as necessary to keep the ATCT operational. Equipment installed and maintained by the National Weather Service (NWS), the FAA, and Century Link are exempt from this requirement.

Contractor shall provide all labor, tools, materials and equipment and perform all work required for the maintenance and repair of all items detailed in these specifications to include but not limited to field wiring, punch down and distribution blocks, racks, grounding, and control systems for the ATCT equipment within the ATCT.

SCOPE OF WORK

The scope of these services includes (but may not be limited to) all CWS related items listed in JO 7210.78 Appendix A, FAA Contract Tower Minimum Equipment and Facilities List to be maintained in good working order to include:

1. Provide Periodic Maintenance services.

2. Provide on-call telephone support to DTS for remote trouble shooting and repair.

3. Provide on-site scheduled support and emergency support as agreed by the DTS airport.

4. Provide repairs, additions and replacements as required and agreed by the DTS airport.

5. Analyze and provide spares as approved by the DTS airport.

6. Analyze warranties and provide data regarding required replacement/repair and schedule.

These scope items are explained more specifically below:

1. Provide periodic maintenance services See Appendix A: DTS ATCT Equipment Periodic Maintenance Tasks, Appendix B for Manufacturer’s Preventative Maintenance Instructions (for VCCS & Radios), and Appendix C for Jotron Radio and Antenna Maintenance. Contact the Airport Manager who will then coordinate with the Air Traffic Manager (ATM) prior to travel to the airport. Review Periodic and Preventative Maintenance Tasks with ATM to verify functionality in the event that minor materials may be required. All work shall be logged in the on-site CWS documentation binder.

1.

2. Provide on-call telephone support to DTS for remote troubleshooting and repair Telephone support shall be provided to DTS personnel to assist in the trouble shooting and possible quick fix of problems that might be resolved by on-site DTS personnel. The Contractor shall provide telephone support 24 hours per day and 7 days per week. Contractor shall provide cell phone numbers to the assigned technician(s). Phone support shall be provided on an emergency basis requiring one (1) hour response time and a non-emergency call will require an eight (8) hour response period. DTS personnel will leave a voicemail with contractor and will also send a text message if the required support is an emergency and positive verbal confirmation was not made on the initial call.

3. Provide on-site scheduled support and emergency support as agreed by the DTS Airport This includes on-site support that may be required by the Contractor and approved by the Airport Manager to alleviate problems to keep the equipment operational that cannot be resolved through telephone support as listed above. This support shall be provided on an emergency basis requiring a twenty-four (24)-hour response time and a non-emergency basis requiring a five (5)-day response period.

4. Provide repairs, additions and replacements of equipment as required/agreed by the DTS Airport This includes parts and materials that may be required and approved by the Airport Manager. Parts will be ordered (to include any related shipping costs) and installed by the contractor at cost plus a maximum of proposed/negotiated mark-up. Prior to the purchase of any parts or components, a written quote must be submitted and approved by the DTS Airport and limited to proposed/ negotiated mark up on parts and services procured to satisfy the maintenance contract. Travel expenses for dedicated trips under this scope of the services can be paid at Federal GSA per diem rates or based on actual expenses with travel expense estimates pre-approved in the quote process.

5. Analyze and provide spares as approved by the DTS Airport Contractor shall analyze existing spares stock and manufacturer’s recommended spare parts and provide recommendations to DTS for purchase of spares.

6. Analyze warranties & provide Airport with data regarding required replacement/repair & schedule Contractor shall review all warranties, document expiration dates, examine potential warranty extensions and provide DTS with a complete schedule. This includes support updating FCC licenses for radio frequencies at the appropriate time as to not let the frequency license lapse.

Note: Contractor will provide a detailed trip report with all services accomplished each visit to the DTS Airport.

Pricing

Contractor shall price Base Year 1, as shown below:

Base Year 1:

The proposed rates should be inclusive and reflect all costs associated with these services {(not limited to) materials, labor, equipment, all associated fees-indirect costs, direct costs and profit}

Base Services – One (1) Annual Site Inspection, and one (1) semi-annual Periodic Maintenance trip. Spares Analysis and Warranty Analysis conducted during Annual Site Inspection. *Round Trip Travel Expenses Included in Base Cost

Telephone Support

Troubleshooting Support Hourly Rate

On-Site Scheduled Support (5-day response period):

On-site Scheduled Trip Cost: One Day On-site including Round Trip Travel expenses

Cost per Additional Day for On-site Scheduled Trip Cost including expenses

Spares, Parts and Material Mark-up Percentage (%)

On-Site Emergency Support (1-day response time):

On-site Unscheduled Trip Cost: One Day On-site including Round Trip Travel expenses

Cost per Additional Day for On-site Scheduled Trip Cost including expenses

Spares, Parts, and Material Mark-up Percentage (%)

The Example Contract Year, below, shall not be proposed to by the Respondent.

The Example Contract Year, as seen below, is provided to the Respondent for informational purposes only and will be utilized by the Okaloosa County Purchasing Department in order to assist as a decision-making tool for the price evaluation.

Example Contract Year

1. Base Services

2. Three (3) Trouble Telephone Support Calls not to exceed 2 hours (6 total hours)

3. Two (2) Non-Emergency, Unscheduled One-Day On-Site Trips, $1,000 parts required

4. Two (2) Emergency, Unscheduled One-Day On-Site Trip, $1,500 parts required

5. One of the on-site non-emergency trips requires two (2) additional days to resolve the repair.

6. One of the emergency trips spills into an additional day.

Total Price for Example Year (Tasks 1-6 above) NOTE: * Optional Renewal Years 4-5: Rates will be adjusted by the County per the U.S. Bureau of Labor Statistics Consumer Price Index (CPI), as defined by the US Bureau of Labor Statistics, 30 days prior to the anniversary date of award and for the full year average.

1. TERM

1.1 The contract period is (3) three years with the option for two (2), one (1) year renewals.

1.2 Base Term: The Base Term of this Agreement shall commence after all applicable parties have signed the contract and shall remain in effect for one (1) year from the commencement date, unless terminated earlier as provided for in the contract. The successful Respondent will be responsible for providing continuous services 24 hours per day, 7 days per week, every day of the year.

1.3 Renewals: The parties reserve the right to exercise two (2) additional one (1) year renewals, provided that the parties mutually agree to exercise the renewals no less than ninety (90) days prior to the end of the Base Term. In order to exercise the renewals, the successful Respondent must provide a written request to the County identifying its interest in exercising the renewals. The County may accept or reject the request at its sole discretion.

1.4 Holding Over: In the event the Base Term expires and the Renewal is not exercised or a new Agreement has not been executed by the end of the executed final Renewal period, then at the sole discretion and upon written consent of the County, this Agreement shall continue in effect on a month-to-month basis under the terms and conditions set forth in this Agreement. The consent of the County to continue operating on a month-to-month basis may be terminated upon thirty (30) days’ written notice to Respondent.

2. CORRECTION, REMOVAL OR ACCEPTANCE OF DEFECTIVE WORK

2.1 Prompt notice of all defective Work of which County have actual knowledge will be given to Contractor. All defective Work may be rejected, corrected or accepted.

2.2 The County shall be the sole judge of the quality of maintenance and repairs performed by the Contractor. The Airport may, at any time, determine if satisfactory maintenance and repairs are being performed. County, Airport Maintenance Representative, Airport Maintenance Representative Consultants, other representatives and personnel of County, independent testing laboratories and governmental agencies with jurisdictional interests will have access to the Work at reasonable times for their observation for inspection and acceptance of Work. Contractor shall provide them proper and safe conditions for such access and advise them of Contractor's site safety procedures and programs so that they may comply therewith as applicable.

2.3 If Airport determines that said maintenance or repair is not satisfactory, Airport shall notify Contractor in writing. If said maintenance or repair is not performed satisfactorily by Contractor within ten (10) calendar days after receipt of the aforesaid written notice, Airport or its agents shall have the right to correct, remove, accept work, suspend or terminate contract, or, the Airport may exercise the option to perform the maintenance or repair on behalf of Contractor and Contractor agrees to promptly reimburse Airport for administrative costs equal to 100% of total cost. Airport may charge its cost of performance as a deduction against Contractor's Compensation.

Notwithstanding the above provision, any hazardous or potentially hazardous condition shall be corrected immediately upon receipt by Contractor of oral notice given from County.

2.4 In the event of termination, other than termination for County Convenience, due to failure of performance by the County, the Contractor shall become financial liable to fully fund all related expenses to the County for obtaining services from another qualified vendor, resulting from aforementioned performance failure.

3. PERFORMANCE BOND

A performance bond is not required for this effort.

4. SAFETY AND PROTECTION

4.1 Safety shall be given paramount importance during all activities completed in this Agreement. Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the Work. Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to:

i. all persons on the Work site or who may be affected by the Work;

ii. all the Work and materials and equipment, whether in storage on or off the site; and

iii. other property at the site or adjacent thereto

4.2 Contractor shall comply with all applicable Laws and Regulations of any public body having jurisdiction for safety of persons or property or to protect them from damage, injury of loss; and shall erect and maintain all necessary safeguards for such safety and protection. In this regard, Contractor and its designated representatives will follow all Federal, State, and local rules and regulations applicable to operations at the Airport Facility. All damage, injury or loss to any property caused, directly or indirectly, in whole or in part, by Contractor, any Subcontractor, Supplier or any other person or organization directly or indirectly employed by any of them to perform or furnish any of the Work or anyone for whose acts any of them may be liable and shall be remedied by Contractor.

5. OTHER CONSIDERATIONS

5.1 Safety of the Contractor's personnel and equipment is the responsibility of the Contractor.

5.2 The Contractor must be duly licensed in accordance with federal and state statutory and regulatory requirements to perform the work. The Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for determining what permits are necessary to perform under the contract. Copies of all permits shall be submitted to the Owner through Okaloosa County Airports Department before commencing work.

5.3 The Contractor shall promptly respond to and clean-up any released or threatened release of any hazardous material in accordance with applicable federal, state or local regulations. The Airports Director should be notified immediately of any release or threatened release of any hazardous material. The Contractor shall be responsible for paying any and all costs associated with violations of law or regulation relative to Contractor's activities.

5.4 The Contractor must provide sufficient personnel and management to assure the policies and procedures of work meets the requirements and intent of the requirement.

Proposal Responses shall be limited to 10-single sided pages (not including mandatory forms) and MUST be submitted in the format described below:

Letter of Interest. Provide a letter with a brief company synopsis and ability to assign resources to meet the County’s needs related to the services. The letter should clearly list the available resources to meet requirements.

Organizational Chart and Description of Key Personnel. Include assigned roles as well as past experience with airport CWS installation and maintenance, to include all training certificates and FCC Radiotelephone License.

Area of Expertise. Include a listing of ATCT CWS installation and maintenance locations and scope representative of this expertise.

1. Level of Previous Experience and Certifications of Personnel (Point Value = 25): Describe the level of previous experience and certifications of proposed team personnel with communications and weather systems (CWS) maintenance, repair and installation.

2. Cost/Pricing (Point Value = 35): The respondent shall propose line-item costs utilizing Base Year 1 chart provided within the solicitation RFP AP 69-26.

3. Firm’s Resource Capability: (Point Value = 25): Firm’s resource capability for required services (ability to execute immediately) and proven history of on-time maintenance and repair execution and support services rendered.

4. Professional Industry References (Point Value = 15): Provide a list of references within the last five (5) years, list three (3) current references representative of related past experience to include, as a minimum, a contact person, company name, phone number and a brief description of the scope.

PROCEDURES AND EVALUATION OF PROPOSALS

The response to the RFP and all supporting documentation is required and must be signed by a company official with the power to bind the company in its contract. The Response must be completely responsive to the RFP guidelines for consideration by the County.

The submittals will be reviewed by a Selection Review Committee appointed by the Board of County Commissioners. Responses should be responsive to the items identified in this RFP and contain no more than 10 pages, #12 font minimum. The 10-page maximum excludes the cover, table of contents, and copies of required forms.

The Committee will review the Responses received unless determined to be non-responsive or non-responsible. The Committee will rank each Response based on the scoring criteria provided below which demonstrate firm’s capabilities, ability, and adequacy of personnel, past record, recent experience, current workload, and the overall adherence to the RFP. At the sole discretion of the Selection Review Committee, oral presentations may be requested from the highest ranked firms.

NOTE: Failure to provide all the required information, in the required format, may disqualify the vendor from further consideration.

Evaluation of proposals and selection of a successful proposer shall be at the sole discretion of County. This will be a qualifications-based selection. The County reserves the right to determine whether Respondents have the minimum qualifications to perform a contract of this type. The determination by the County concerning Respondent qualifications shall be final. Respondents will be evaluated using the following criteria and respective weights. Firms submitting a proposal in response to the RFP may be required to give an oral presentation to County representatives. The request for an oral presentation shall in no way constitute acceptance of a proposal or imply that an agreement is pending. The County reserves the right to award the opportunity to provide the services specified herein based on initial proposal submissions without oral presentations. In evaluating the proposals, the County reserves the right to accept or reject all or any part of any proposal and waive minor technicalities.

Any exceptions and/or deviations to these specifications must be clearly identified, otherwise, it will be considered that items offered are in strict compliance with these specifications and the successful contractor will be held responsible for delivering all requirements meeting these specifications. Any exception and/or deviations must be referenced by item number and explained in detail in the provided area.

Scoring Criteria – each Proposal will be evaluated based on the scoring criteria listed above under the Proposal responses Items 1 - 4.

PROCUREMENT SCHEDULE (ANTICIPATED)

[ REMAINDER OF PAGE LEFT BLANK INTENTIONALLY ]

INSURANCE REQUIREMENTS

Revised 8/13/2018 Comment by Robert Chad Rogers: Risk Management provide update.

Contractor’s Insurance

A. 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.

B. All insurance policies shall be with insurers authorized to do business in the State of Florida.

C. 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.

D. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers’ Compensation.

E. 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 prior written notice to the Contractor.

F. 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.

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

H. 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.

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.

Business Automobile Liability

Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property Damage in an amount not less than $1,000,000 combined single limit each accident. 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.

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 caused by the Contractor.

2. Commercial General Liability coverage shall include the following:

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

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:

2. Business Automobile $1,000,000 each accident (A combined single limit)

3. Commercial General Liability $1,000,000 each occurrence for Bodily Injury & Property Damage $1,000,000 each occurrence Products and completed operations

4. Personal and Advertising Injury $1,000,000 each occurrence

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

1. Certificates of insurance indicating the job site and evidencing all required coverage 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, 5479A Old Bethel Road, Crestview, Florida, 32536.

2. 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).

3. 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.

4. 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. 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.

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

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

8. 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 PROPOSAL CONDITIONS

I. PRE-PROPOSAL ACTIVITY

Except as provided in this section, Respondents are prohibited from contacting or lobbying the County, County Administrator, Commissioners, County staff, and Selection 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 must be directed in writing, by US mail or email to:

Okaloosa County Purchasing Department 5479A Old Bethel Road Crestview, FL 32536 Email: epoole@myokaloosa.com

(850) 689-5960

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 RFP documents will be issued by the County five (5) days prior to the date and time of closing, as a written addenda distributed to all prospective Respondents by posting to OpenGov at following website.

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

Such written addenda or modification shall be part of the proposal 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 proposal. No Respondent may rely upon any verbal modification or interpretation.

II. PREPARATION OF PROPOSAL

The proposal form is included with the proposal documents. Additional copies may be obtained from the County. The Respondent shall submit proposal and all forms in accordance with the public notice.

All blanks in the proposal documents shall be completed by printing in ink or by typewriter in both words and numbers with the amounts extended, totaled and the proposal signed. A proposal price shall be indicated for each section, proposal item, alternative, adjustment unit price item, and unit price item listed therein, or the words “No Proposal,” “No Change,” or “Not Applicable” entered. No changes shall be made to the phraseology of the form or in the items mentioned therein. In case of any discrepancy between the written amount and the numeric figures, the written amount shall govern. Any proposal which contains 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 inviting proposals may be rejected.

A proposal 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.

A proposal 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.

A proposal 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.

A proposal submitted by an individual shall show the Respondent’s name and official address.

A proposal submitted by a joint venture shall be executed by each joint venture in the manner indicated on the proposal form. The official address of the joint venture must be shown below the signature.

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

The proposal 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 proposal shall be shown.

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

III. 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 proposal documents by the Respondent, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any such modifications or alterations that a Respondent wishes to propose must be clearly stated in the Respondent’s response in the form of an addendum to the original proposal documents.

IV. SUBMITTAL OF PROPOSAL

All proposals shall be submitted electronically no later than the date and time prescribed on the Notice to Respondents.

V. MODIFICATION & WITHDRAWAL OF PROPOSAL

A proposal may be modified or withdrawn by an appropriate document duly executed in the manner that a proposal must be executed and delivered to the place where proposals are to be submitted prior to the date and time for the opening of proposals.

If within 24 hours after proposals 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 proposal, that Respondent may withdraw its proposal, and the proposal security may be returned. Thereafter, if the proposal is withdrawn, that Respondent will be disqualified from 1) further purposing on the work, and 2) doing any work on the contract, either as a subcontractor or in any other capacity.

VI. PROPOSALS TO REMAIN SUBJECT TO ACCEPTANCE

All proposals will remain subject to acceptance or rejection for ninety (90) calendar days after the day of the proposal opening, but the County may, in its sole discretion, release any proposal and return the proposal security prior to the end of this period.

VII. CONDITIONAL & INCOMPLETE PROPOSALS

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

VIII. 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.

IX. DISQUALIFICATION OF RESPONDENTS

Any of the following reasons may be considered as sufficient for the disqualification of a Respondent and the rejection of its proposal:

a. Submission of more than one proposal 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 Respondent 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 Local, State or Federal Government on its barred/suspended contractor list.

X. AWARD OF CONTRACT

Okaloosa County Review - A selection committee will review all proposals and will participate in the Recommendation to Award.

The contract shall be awarded to the responsible and responsive Respondent 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. Each item must be proposal separately and no attempt is to be made to tie any item or items to any other item or items.

XI. DISCRIMINATION

An entity or affiliate who has been placed on the discriminatory contractor list may not submit a proposal on a contract to provide goods or services to a public entity, may not submit a proposal 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.

XII. 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 contractor list.

XIII. 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 the proposal package.

XIV. REORGANIZATION OR BANKRUPTCY PROCEEDINGS

Proposals will not be considered from Respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

XV. INVESTIGATION OF RESPONDENT

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

XVI. CONE OF SILENCE

The Okaloosa County Board of County Commissioners has established a solicitation silence policy (Cone of Silence) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal proposals, 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.

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

XVII. REVIEW OF PROCUREMENT DOCUMENTS

Per Florida Statute 119.071(1)(b)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 County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

XVIII. 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.

XIX. 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.

XX. 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 and until three (3) years after the expiration of contract.

XXI. EQUAL EMPLOYMENT OPPORTUNITY; NON-DISCRIMINATION

Respondent shall 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.

XXII. 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.

XXIII. 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. In the event that the Respondent is notified or becomes aware of such default, the Respondent shall take steps as are necessary to terminate said employment with 24 hours of notification or actual knowledge that an alien is being employed. Respondent’s failure to take such steps as are necessary to terminate the employment of any said alien within 24 hours of notification or actual knowledge that an alien is being employed shall be grounds for immediate termination of the contract. Respondent shall take all commercially reasonable precautions to ensure that it and its subcontractors do not employ persons who are not authorized to work by the immigration laws.

XXIV. CERTIFICATE OF GOOD STANDING FOR STATE OF FLORIDA

Florida Statute 607.1501 requires that all vendors who wish to do business in the State of Florida be licensed to do business through the Department of State of Florida and be in good standing with the State of Florida. As such, to do business with Okaloosa County a vendor must provide a Certificate of Good Standing with their bid/proposal package to the County. For more information on doing business in the State of Florida, please refer to the Florida Department of State. The website to register is https://dos.myflorida.com/sunbiz.

XXV. UNFAIR COMPETITIVE ADVANTAGE

Consistent with 2 CFR 200.319, to help ensure objective contractor performance and eliminate unfair competitive advantage, a contractor who prepares the multiyear plan and/or grant application, or develops the draft specifications, requirements, statements of work, and/or invitation for bids or request for proposals for the project grant may not compete for subsequent procurement contracts to implement that multiyear plan or project grant.

XXVI: ADDITIONAL REQUIRED DOCUMENTS

THE FOLLOWING DOCUMENTS SHALL BE SUBMITTED WITH THE PROPOSAL PACKET. FAILURE TO SUBMIT ALL REQUIRED FORMS MIGHT RESULT IN YOUR SUBMITTAL BEING DEEMED NON-RESPONSIVE:

DRUG-FREE WORKPLACE CERTIFICATION

THE BELOW SIGNED RESPONDENT CERTIFIES that it has implemented a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform…