RFP FM 06-26 Final.pdf

REQUEST FOR PROPOSALS (RFP) & RESPONDENT’S ACKNOWLEDGEMENT

RFP TITLE:

Beach Chair & Umbrella Services

RFP NUMBER:

RFP FM 06-26

ISSUE DATE: October 20, 2025

LAST DAY FOR QUESTIONS:

OPENING DATE & TIME:

November 3, 2025 @ 3:00 P.M.

November 13, 2025 @ 3:00 P.M.

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 Proposals may not be withdrawn for a period of ninety (90) days after the proposal opening unless otherwise specified.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 BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING A BID 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 BID AND CERTIFY

THAT I AM AUTHORIZED TO SIGN THIS BID FOR THE RESPONDENT.

AUTHORIZED SIGNATURE: PRINTED NAME:

TITLE: DATE:

Rev: September 22, 2015

RFP FM 06-25

REQUEST FOR PROPOSAL

BEACH CHAIR & UMBRELLA SERVICES

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 3:00 p.m. CST November 13, 2025 for the Beach Chair & Umbrella Services. Interested respondents desiring consideration shall submit their response online at BidNet Direct through the link provided below:

https://www.bidnetdirect.com/florida/okaloosa-county

Unless otherwise stipulated in the proposal description, all responses must be submitted using BidNet Direct only.

No other means of submission of responses will be accepted. Responses will be accepted by BidNet Direct until 3:00 p.m. CST November 13, 2025 at which time all timely submitted proposals will be opened and reviewed.

The County reserves the right to award the contract to the lowest responsive respondent and to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting Agreement that is in its best interest, and its decision shall be final.

For solicitation information, please contact:

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

DeRita Mason Purchasing Manager

OKALOOSA COUNTY

BOARD OF COUNTY COMMISSIONERS

PAUL MIXON, CHAIRMAN

https://www.bidnetdirect.com/florida/okaloosa-county mailto:dmason@myokaloosa.com

PROPOSAL REQUIREMENTS

Scope of Work

RFP ITEM: Beach Chair & Umbrella Services

BACKGROUND – The County wishes to engage a vendor to provide beach chair and umbrella services for the following public parks: John Beasley Park, Newman C. Brackin Park (The Boardwalk), and James Lee Park (Destin). The beach chair and umbrella service is provided for the convenience of park visitors and beach goers.

No beach chair and umbrella service or vending of any kind is allowed at the seven (7) beach access ways off Santa Rosa Blvd.

No signs, advertisements, displays, etc. are permitted in the breeze/walkway that restricts pedestrian and/or handicapped access. No solicitation is permitted in any public parks.

FORMAT – Okaloosa County is requesting proposals based on the plan listed below and reserves the right to award a contract for the plan best meeting its needs and offering the least interference with citizens visiting our public beaches.

SUBMITTAL – This submittal is based on the rental of beach chairs and umbrellas at the following public parks: Newman C. Brackin (The Boardwalk), John Beasley, and James Lee (Destin), see attachment A.

Additional beach equipment rental of a limited nature may be permitted such as boogie boards, paddle boards, sandcastle equipment, cornhole. This shall not apply to any equipment off the beach, any type of consumable products, or any type of bike, electric bike or motorized vehicle.

Beach access ways one, two, three, four, five, six, and seven on Santa Rosa Blvd. are not included as service areas.

CONTRACTOR REQUIREMENTS

1. Contractor will comply with all pertinent sections of the Code of Ordinances of Okaloosa County, Florida, as well as specifically Chapter 16 – Parks and Recreation; Article II – County Recreation Areas and any future ordinance changes that may be made from time to time. All set up rules for Commercial Operations shall apply.

2. Other than Chair and Umbrella rentals, no other rentals are permitted unless specifically described herein and otherwise approved by the County.

3. The Contractor shall follow and obey all local county, state and federal requirements and obtain any necessary permits.

4 Only ten (10) setups are to be set up at the beginning of each day. All other setups will be established at customer’s request on arrival.

5. There shall be a minimum setback of twenty-five (25') feet from the gulf side of the dune on all public beaches on Okaloosa Island and James Lee Park for an emergency access corridor.

6. Contractor will be required to relocate or remove any equipment not located in the permitted area for each park (see attachments) or otherwise deemed unsafe by the County.

7. If overnight storage of any equipment is desired/required, Okaloosa County Parks Department will designate the location and placement of any beach equipment boxes. Contractor must remove and/or relocate ALL equipment (including boxes) in the event of a tropical storm or hurricane or otherwise requested by the County.

8. All equipment (including boxes) in the event of a tropical storm or hurricane, must be removed from the beach.

9. The Contractor will ensure that their area is kept in a clean manner and that all trash in the area be removed daily.

10. Contractor shall furnish a Performance Bond in the amount of ten thousand ($10,000) dollars at the time of submission of its bid or proposal as security for the faithful performance of this contract.

11. The Contractor shall pay: "Okaloosa County BCC" fifty thousand dollars ($50,000) on January 1, 50% of the remaining bid balance on May 1st and final bid payment on September 1. Checks shall be mailed to:

Okaloosa County Facilities & Parks Department

Attn: Amanda Maxwell 5489 Old Bethel Road Crestview, FL, 32536

12. Proof of insurance certification meeting the RFP requirements shall be submitted.

13. For violations the Contractor observes on the beach, the Contractor shall advise Okaloosa County Park

Rangers and/or law enforcement. At his/her option, the Contractor may advise individuals of the rules, but may not undertake enforcement or other confrontation action.

14. Employees that work for the Contractor at the location are required to be CPR/ and First Aid certified.

Proof of the same shall be presented to the County.

TIME PERIOD – The selected contractor will be allowed to set up beach chairs and umbrella services from January 1 through December 31, from the permitted morning setup time until one hour after sunset daily.

Contractors are expected to operate between March 15th to October 15th at a minimum. Operating for more days outside this window as opportunities arise is preferred.

LOCATIONS – The selected contractor may offer beach chair and umbrella rentals at the following locations only within further defined areas as shown on the map (see attached location map):

- John Beasley Park (Okaloosa Island)

- Newman C. Brackin Park (The Boardwalk - Okaloosa Island)

- James Lee Park (East Okaloosa County – Destin)

The County reserves the right to add additional locations for beach and chair vending in the event other opportunities for beach chair/umbrella vending are developed and upon mutual consent of the parties for a fair compensation amount. The County reserves the right to add any new beach chair and umbrella service areas independently under separate procurements.

CONTRACTOR SHALL ENSURE –

1. No employee shall be under the influence of alcohol or consume alcohol while on duty.

2. No employee shall be under the influence of a controlled substance or have a controlled substance in their possession while on duty.

3. All employees shall be dressed neatly and wear a full-torso shirt.

4. All employees shall treat the public in a courteous and respectful manner and will report any confrontations immediately to the County representative.

5. Report to the County Staff any conflict issues involving competing beach vendors or the public.

TERM –

The contract shall begin when all parties have signed and shall remain in effect for two (2) years. The contract may be renewed for three (3) one (1) year periods upon mutual agreement of all parties.

PROPOSAL –

The proposal should be submitted on the provided bid sheet. Payment Proposal, Relevant Experience (minimum 2 years required), References (minimum of 3 required) Current Contract Payment Amount is $225,000.00.

Minimum Contract Payment Proposal required of $225,000.00 annually

The Contractor shall submit details of a business plan – including hours, staffing, sales tax, etc. and share any previous experience, and provide references.

Lastly the Contractor shall sign the attached insurance statement acknowledging they have read the insurance requirements and are attesting to their ability to obtain the required insurance.

EVALUATION OF PROPOSALS –

Proposals shall be evaluated by the weighted criteria shown below by each individual reviewer internally to develop a single score for each proposal submitted. The criteria each reviewer shall utilize to score each proposal to develop their ordinal ranking with a maximum of 100pts.

1. Contract Payment Proposal – (50pts) Proposal should include the annual fee proposed by the vendor for providing the requested services. Highest 45 points, next highest 35, and in increments of 10. Ties get the same number of points in this progression (example two bidders are tied for second highest, they each receive 35 points).

2. Business Letters of Reference – (10pts) Proposal must provide a minimum of three letters of reference from corporate/company clients whom they have delivered similar services. Each letter of reference should include a statement of performance plus the company name, contact name & phone. number to allow any necessary verification of performance and service quality. All three letters of meeting standards and positive recommendation = 10 points. A 3 pt deduction for any letters missing, not positive, or not meeting standard. No qualifying letters = 0 points.

3. Beach Chair and Umbrella Operator Experience – (10 Pts) Complete years company has been operating a chair and umbrella service. 1pt per complete year of operation up to a maximum of 10 points. Time working for a service does not count.

4. Business/Operations Plan and Ability to Perform (20pts total -2pt per component)

a. Corporation Established to operate under Sunbiz

b. List of Equipment planned to be rented, and amount currently owned to perform service

c. Staffing Plan and Key Manager

d. Policies and Procedures for Operations

e. Training Program for Staff

f. Software to be used in operation

g. Pricing Schedule to include discounts for local residents, military, and other and process to obtain discount.

h. Inclement Weather Plan & Evacuation Plan for State of Emergency situations

i. Proof of Insurance or willingness to insurance commitment for Operations

j. Minimum Operating hours and Attestation of RFP terms stating understanding and agreement

5. Quality of Overall Proposal - (10 pts) Reviewers will subjectively review the overall quality of the proposal and rank the proposal ordinally in 1pt increments with 5pts being the best, 4pts the next best, and so on. Thoroughness, Attention to detail, organization, professionalism (grammar, spelling, punctation), and clarity of proposal terms, can all be evaluated. Completeness of application shall be evaluated by Purchasing.

6. Days of Operation for Rent & Rate Schedule – (5 pts) Provide a list of equipment available for rent and rate schedule for each, include any discount rates that are offered i.e. local residents, military, etc.

Award 2pts Above minimum operating calendar periods, award 2 pts offering discounts to groups listed above or award 3 pts offering discounts greater than 25% to groups listed above.

Each proposal shall be ranked based on the total of their scores listed above in sequential ordinal manner with a number 1- through the maximum number of RFP submittals with one being the best overall submittal based on the criteria above. The proposal with the best overall score from all the evaluation reviewers shall be considered the selected vendor, pending approval of a contract by the BOCC.

The proposals will be evaluated based on the following criteria:

Contract Payment Proposal 50 points Business Letter of Reference 10 points Beach Chair & Umbrella Experience 10 points Business/Operation Plan & Ability to Perform 20 points Quality of overall proposal 5 points Days of Operation for Rent & Rate Schedule 5 points

PROCUREMENT SCHEDULE (ANTICIPATED)

RFP Advertised & Posted on Website October 20, 2025 Deadline for Questions November 3, 2025 RFP Response Due Date November 13, 2025 Review Committee Meeting December 9, 2025 Oral Presentations *if needed Week of December 15, 2025 Recommend Award via ITA December 19, 2025 Contract Negotiations Week of December 29, 2025 Finalize/Execute Agreement by BOCC January 20, 2025

GENERAL CONDITIONS

PRE-QUALIFICATION ACTIVITY

1. ADDENDUM - Except as provided in this section, 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 must be directed via Bid Net Direct:

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 the Vendor Registry following website.

https://www.bidnetdirect.com/florida/okaloosa-county

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 PROPOSAL – The proposal form is included with the proposal documents.

Additional copies may be obtained from the County. The respondent shall submit originals and bid forms in accordance with the public notice.

All blanks in the proposal documents shall be completed electronically 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 submitted electronically - All names shall be typed or printed below the signature.

https://www.bidnetdirect.com/florida/okaloosa-county

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 in accordance with Article 3. A state contractor license # for the State of Florida shall also be included on the proposal form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

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 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.

4. SUBMITTAL OF PROPOSAL – All proposals shall be submitted electronically no later than the date and time prescribed on the Notice to Respondents. The responses submitted should be one (1) completed document, unless otherwise specified within the document.

5. 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 work is re-proposal, 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.

6. 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.

7. 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.

8. CONTRACT FOR SERVICES – A copy of the County’s standard agreement for professional services such as the ones being procured herein is attached to this procurement. The selected respondent will be required to enter into the County’s standard agreement. It is the responsibility of the Respondent to raise any objections to the terms and conditions of the standard agreement at the time of submitting its response to this RFP. Failure to do so will be considered a waiver of respondent’s right to raise it later in the process or during negotiations. In the evaluation and negotiation processes the County has the right in its sole discretion to consider any objections raised by Respondent as part of the determination of most responsible and responsive proposer.

9. 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.

10. APPLICABLE LAWS & REGULATIONS – All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the services 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. Further, from time to time the County may be eligible to obtain State of Federal grant funding for some of the services provided hereunder the requirements of the grants will be applicable to the services rendered.

11. 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, agency, 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 the Federal Government on its barred/suspended vendor list.

12. 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.

13. PAYMENTS – The respondent shall be paid upon submission of invoices and approval of acceptance by

Okaloosa County Board of County Commissioners, Finance Office, 101 E James Lee Blvd, Rm 108 Crestview, FL 32536, for the prices stipulated herein for services rendered. All invoices must show the Contract #. Invoices for fees or other compensation must be submitted in sufficient detail to demonstrate compliance with the terms of this procurement and resulting contract.

14. DISCRIMINATION - An entity or affiliate who has been placed on the discriminatory vendor 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.

15. 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.

16. 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.

17. RECYCLED CONTENT INFORMATION - In support of the Florida Waste Management Law, respondents are encouraged to supply with their proposal any information available regarding recycled material content in the products proposal. The County is particularly interested in the type of recycled material used (such as paper, plastic, glass, metal, etc.) and the percentage of recycled material contained in the product. The County also requests information regarding any known or potential material content in the product that may be extracted and recycled after the product has served its intended purpose.

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

19. 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.

20. CONE OF SILENCE - 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 http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0287/Sections/0287.017.html the date of advertisement until award of contract. All communications shall be directed to the Purchasing Department.

21. 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.

22. 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.

23. 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.

24. 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 proposal list for duration of one (1) year, at the option of the County.

25. 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.

26. 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.

27. 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.

28. 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.

29. FINANCIAL STABILITY- In the case of Federal and/or Florida State funded procurements, prior to awarding this contract, the top respondents will be required to submit to a soft credit pull for purposes of the County's Risk Assessment consideration; objections by any respondent will disqualify them from consideration. Bad credit indicating you are a high risk may impact your application. Responses will not be considered from respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

30. 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.

31. SYSTEM OF AWARD MANAGEMENT (SAM.GOV) - If grant funded, all vendors must be registered in SAM in order to do business with the County. In order to be considered for the project, the vendor must be registered prior to submitting a bid/proposal with the County. Failure to show proof of SAM.gov registration at time of submitting a bid/proposal may deem the vendors bid/proposal unresponsive. You can register for SAM at the below link: https://sam.gov/content/home. Note it can take some time for a vendor to get registered for the System of Award Management and as such it is important to start the process as soon as possible to qualify as a responsive vendor.

32. SUBCONTRACTING

The Contractor shall comply with this requirement and ensure its subcontracts issued under this Agreement, if any, impose this requirement, in writing, on their subcontractors.

For fixed-price (vendor) subcontracts, the following provisions shall apply: The Contractor may award, on a competitive basis, fixed-price subcontracts to consultants/contractors in performing the work described in the SCOPE OF SERVICES. Invoices submitted to County for fixed price subcontracted activities shall be supported with a copy of the subcontractor’s invoice and a copy of the tabulation form for the competitive procurement process (e.g., Invitation to Bid, Request for Proposals, or other similar competitive procurement document) resulting in the fixed-price subcontract. The Contractor may request https://dos.myflorida.com/sunbiz https://sam.gov/content/home approval from the County to award a fixed-price subcontract resulting from procurement methods other than those identified above. In this instance, the Contractor shall request the advance written approval from County of the fixed price negotiated by Contractor. The letter of request shall be supported by a detailed budget and Scope of Services to be performed by the subcontractor. Upon receipt of the County’s approval of the fixed-price amount, the Contractor may proceed in finalizing the fixed-price subcontract.

If the procurement is subject to the Consultant’s Competitive Negotiation Act under section 287.055, F.S. or the Brooks Act, the Contractor must provide documentation clearly evidencing it has complied with the statutory or federal requirements.

33. Pursuant to section 287.05701, Florida Statutes, the County will not request any documentation of or consider a proposer’s social, political or ideological interests when determining if the proposer is a responsible proposer. The County will not give a preference to a proposer based upon the proposer’s social, political, or ideological interests.

34. UNITED STATES-PRODUCED IRON AND STEEL (s. 255.0993, Fla. Stat.). Any iron or steel product permanently incorporated into the project must be produced in the United States.

The following documents are to be submitted with the qualification packet. Failure to provide required forms may result in contractor disqualifications.

RESPONSE DOCUMENT #1: DRUG-FREE WORKPLACE CERTIFICATION

RESPONSE DOCUMENT #2: CONFLICT OF INTEREST DISCLOSURE FORM

RESPONSE DOCUMENT #3: FEDERAL E-VERIFY COMPLIANCE CERTIFICATION

RESPONSE DOCUMENT #4: CONE OF SILENCE FORM

RESPONSE DOCUMENT #5: INDEMNIFICATION AND HOLD HARMLESS

RESPONSE DOCUMENT #6: ADDENDUM ACKNOWLEDGEMENT

RESPONSE DOCUMENT #7: COMPANY DATA

RESPONSE DOCUMENT #8: SYSTEM AWARD MANAGEMENT FORM

RESPONSE DOCUMENT #9: LIST OF REFERENCES

RESPONSE DOCUMENT #10: CERTIFICATION REGARDING LOBBYING

RESPONSE DOCUMENT #11: SWORN STATEMENT – PUBLIC ENTITY CRIMES

RESPONSE DOCUMENT #12: GOVERNMENTAL DEBARMENT & SUSPENSION

RESPONSE DOCUMENT #13: VENDORS ON SCRUTINIZED COMPANIES LIST

RESPONSE DOCUMENT #14: GRANT FUNDED CLAUSES

RESPONSE DOCUMENT #15: ANTI-HUMAN TRAFFICKING AFFIDAVIT

RESPONSE DOCUMENT #16: RESPONDENT’S ACKNOWLEDGEMENT (pg. 1)

RESPONSE DOCUMENT #17: CERTIFICATE OF GOOD STANDING FOR THE STATE OF

FLORIDA-PROVIDED BY CONTRACTOR – see above*

RESPONSE DOCUMENT #1: 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 employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1.

4. In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee’s community, by any employee who is convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

DATE: SIGNATURE:

COMPANY: NAME:

ADDRESS: (TYPED OR PRINTED)

TITLE:

PHONE #: E-MAIL:

RESPONSE DOCUMENT #2: CONFLICT OF INTEREST DISCLOSURE FORM

For purposes of determining any possible conflict of interest, all Respondents, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business.

Indicate either “yes” (a County employee, elected official, or agency is also associated with your business), or “no.”

If yes, give person(s) name(s) and position(s) with your business.

YES: NO:

NAME(S) POSITION(S)

FIRM NAME:

BY (PRINTED):

BY (SIGNATURE):

TITLE:

ADDRESS:

PHONE NUMBER:

E-MAIL:

DATE:

RESPONSE DOCUMENT #3: FEDERAL E-VERIFY COMPLIANCE CERTIFICATION

E-VERIFY

Enrollment and Verification requirements.

(1) If the Contractor is not enrolled as a Federal Contractor in E-Verify at time of contract award, the Contractor shall-

a. Enroll. Enroll as a Federal Contractor in the E-Verify Program within thirty (30) calendar days of contract award;

b. Verify all new employees. Within ninety (90) calendar days of enrollment in the E-Verify program, begin to use E-Verify to initiate verification of employment eligibility of all new hires of the Contractor, who are working in the United States, whether or not assigned to the contract, within three (3) business days after the date of hire (but see paragraph (b)(3) of this section); and,

c. Verify employees assigned to the contract. For each employee assigned to the contract, initiate verification within ninety (90) calendar days after date of enrollment or within thirty (30) calendar days of the employee’s assignment to the contract, whichever date is later (but see paragraph (b)(4) of this section.)

(2) If the Contractor is enrolled as a Federal Contractor in E-Verify at time of contract award, the Contractor shall use E-Verify to initiate verification of employment eligibility of

a. All new employees.

i. Enrolled ninety (90) calendar days or more. The Contractor shall initiate verification of all new hires of the Contractor, who are working in the United States, whether or not assigned to the contract, within three (3) business days after the date of hire (but see paragraph (b)(3) of this section); or

b. Enrolled less than ninety (90) calendar days. Within ninety (90) calendar days after enrollment as a Federal Contractor in E-Verify, the Contractor shall initiate verification of all new hires of the contractor, who are working in the United States, whether or not assigned to the contract, within three (3) business days after the date of hire (but see paragraph (b)(3) of this section; or

ii. Employees assigned to the contract. For each employee assigned to the contract, the Contractor shall initiate verification within ninety (90) calendar days after date of contract award or within thirty (30) days after assignment to the contract, whichever date is later (but see paragraph (b)(4) of this section.)

(3) If the Contractor is an institution of higher education (as defined at 20 U.S.C. 1001(a)); a State of local government or the government of a Federally recognized Indian tribe, or a surety performing under a takeover agreement entered into with a Federal agency pursuant to a performance bond, the Contractor may choose to verify only employees assigned to the contract, whether existing employees or new hires. The Contractor shall follow the applicable verification requirements of (b)(1) or (b)(2), respectively, except that any requirement for verification of new employees applies only to new employees assigned to the contract.

(4) Option to verify employment eligibility of all employees. The Contractor may elect to verify all existing employees hired after November 6, 1986 (after November 27, 2009, in the Commonwealth of the Northern Mariana Islands), rather than just those employees assigned to the contract. The Contractor shall initiate verification for each existing employee working in the United States who was hired after November 6, 1986 (after November 27, 2009, in the Commonwealth of the Northern Mariana Islands), within one hundred eighty

(180) calendar days of-

i. Enrollment in the E-Verify program; or

ii. Notification to E-Verify Operations of the Contractor’s decision to exercise this option, using the contract information provided in the E-Verify program Memorandum of Understanding (MOU)

(5) The Contractor shall comply, for the period of performance of this contract, with the requirements of the E- Verify program MOU.

i. The Department of Homeland Security (DHS) or the Social Security Administration (SSA) may terminate the Contractor’s MOU and deny access to the E-Verify system in accordance with the terms of the MOU. In such case, the Contractor, will be referred to a suspension or debarment official.

ii. During the period between termination of the MOU and a decision by the suspension or debarment official whether to suspend or debar, the contractor is excused from its obligations under paragraph (b) of this clause. If the suspension or debarment official determines not to suspend or debar the Contractor, then the Contractor must reenroll in E-Verify.

iii. Web site. Information on registration for and use of the E-Verify program can be obtained via the Internet at the Department of Homeland Security Web site: http://www.dhs.gov/E-Verify.

Individuals previously verified. The Contractor is not required by this clause to perform additional employment verification using E-Verify for any employee-

(a) Whose employment eligibility was previously verified by the Contractor through the E-Verify program;

(b) Who has been granted and holds an active U.S. Government security clearance for access to confidential, secret, or top secret information in accordance with the National Industrial Security Program Operating Manual; or

(c) Who has undergone a completed background investigation and been issued credentials pursuant to Homeland Security Presidential Directive (HSPD)-12. Policy for a Common Identification Standard for Federal Employees and Contractors.

Subcontracts. The Contractor shall include the requirements of this clause, including this paragraph € (appropriately modified for identification of the parties in each subcontract that-

(1) Is for-(i) Commercial and noncommercial services (except for commercial services that are part of the purchase of a COTS item (or an item that would be a COTS item, but for minor modifications), performed by the COTS provider, and are normally provided for that COTS item); or

ii. Construction;

(2) Has a value of more than $3,500; and

(3) Includes work performed in the United States.

http://www.dhs.gov/E-Verify

RESPONSE DOCUMENT #3: FEDERAL E-VERIFY COMPLIANCE CERTIFICATION

In accordance with Okaloosa County Policy and Executive Order Number 11-116 from the office of the Governor of the State of Florida, Respondent hereby certifies that the U.S. Department of Homeland Security’s E-Verify system will be used to verify the employment eligibility of all new employees hired by the Respondent during the contract term, and shall expressly require any subcontractors performing work or providing services pursuant to the contact to likewise utilize the U.S.

Department of Homeland Securities E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term; and shall provide documentation such verification to the COUNTY upon request.

As the person authorized to sign this statement, I certify that this company complies/will comply fully with the above requirements.

DATE: SIGNATURE:

COMPANY: NAME:

ADDRESS: TITLE:

E-MAIL:

PHONE #:

RESPONSE DOCUMENT #4: CONE OF SILENCE FORM

The Board of County Commissioners have established a solicitation silence policy (Cone of Silence) that prohibits oral and written communication regarding all formal solicitations for goods and services (ITB, RFP, ITQ, ITN, and RFQ) or other competitive solicitation between the bidder (or its agents or representatives) or other entity with the potential for a financial interest in the award (or their respective agents or representatives) regarding such competitive solicitation, and any County Commissioner or County employee, selection committee member or other persons authorized to act on behalf of the Board including the County’s Architect, Engineer or their sub-consultants, or anyone designated to provide a recommendation to award a particular contract, other than the Purchasing Department Staff.

The period commences from the time of advertisement until contract award.

Any information thought to affect the committee or staff recommendation submitted after bids are due, should be directed to the Purchasing Manager or an appointed representative. It shall be the Purchasing Manager’s decision whether to consider this information in the decision process.

Any violation of this policy shall be grounds to disqualify the Respondent from consideration during the selection process.

All Respondents must agree to comply with this policy by signing the following statement and including it with their submittal.

I, representing Signature Company Name on this day of 2025, I hereby agree to abide by the County’s “Cone of Silence Clause” and understand violation of this policy shall result in disqualification of my proposal/submittal.

RESPONSE DOCUMENT #5: INDEMNIFICATION AND HOLD HARMLESS

CONTRACTOR shall indemnify and hold harmless 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 intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this Agreement.

Proposer’s Company Name Authorized Signature – Manual

Physical Address Authorized Signature – Typed

Mailing Address Title

Phone Number FAX Number

Cellular Number After-Hours…