RFP_RM_37-26_Final_3.24.26.pdf

REQUEST FOR PROPOSALS (RFP) & RESPONDENT’S ACKNOWLEDGEMENT

RFP TITLE:

Ancillary Benefits for Okaloosa County

RFP NUMBER:

RFP RM 37-26

ISSUE DATE:

March 26, 2026

LAST DAY FOR QUESTIONS:

April 9, 2026 @ 3:00 PM

ITB OPENING DATE & TIME:

April 21, 2026 @ 3:00 PM

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 Proposals may not be withdrawn for a period of ninety (90) days after the proposal opening unless otherwise specified.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 BID. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN

AUTHORIZED AGENT OF THE RESPONDENT.

COMPANY NAME

MAILING ADDRESS

CITY, STATE, ZIP

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): CAGE CODE:

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:

RESPONSE DOCUMENT #17: RFP RESPONDENT’S ACKNOWLEDGEMENT

REQUEST FOR PROPOSAL

ANCILLARY BENEFITS FOR OKALOOSA COUNTY

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until April 21, 2026 @ 3:00 P.M. (CST) for Ancillary Benefits for Okaloosa County.

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 RFP, 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 April 21, 2026 @ 3:00 P.M. (CST) at which time all timely submitted bids will be opened and reviewed. The County reserves the right to award the RFP to the top=ranked respondent and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the RFP 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

ROBERT A. “TREY” GOODWIN, III, CHAIRMAN

https://procurement.opengov.com/portal/myokaloosa mailto:ahammonds@myokaloosa.com

Ancillary Benefits for Okaloosa County (Group Dental, Basic and Voluntary Life and AD&D, Long-Term Disability and Short-Term

Disability Insurance For Okaloosa County)

BACKGROUND

The Okaloosa County Board of County Commissioners is requesting competitive proposals from carriers licensed to conduct business in the State of Florida. Enrollment includes the Board of County Commissioners, Clerk of Court, Tax Collector, Property Appraiser, and Supervisor of Elections.

Okaloosa County has been enrolled with MetLife for Dental Coverage since October 1, 2022. The current plan is a fully insured Dental PPO plan. Before that, the County was with Solstice. Okaloosa County has been enrolled with Ochs for Life and Disability Coverage since October 1, 2019. Before that, the County was with The Standard. The most recent year of paid-claim reports (for dental), enrollment, and complete census are attached (see Attachment Section). The rate history and employer contributions are listed below. The plan year is October 1 through September 30. The deductible is calendar year. Current rates are two (2) tiered.

Respondents should give detailed descriptions of proposed plan designs, ACA compliance practices, HIPAA compliance practices, case management programs, disease management programs, pharmacy management programs, organ transplant services and coverage, wellness program including incentives, cost containment programs, customer service hours of operation, online customer service options and funding options including share of profit features. Carriers are required to have an AM Best rating of A or better.

Proposers will be required to work closely with Gehring Group and Risk Management to provide renewal pricing projections during the budget process beginning in April of each year. Proposers will be required to deliver the renewal as requested to meet Board approval and enrollment deadlines.

SCOPE OF WORK

1. Okaloosa County is seeking experienced and qualified firms that demonstrate the highest level of ability to provide the following lines of coverages:

A. Dental PPO Coverage (Fully-Insured) B. Basic Life and AD&D Coverage C. Voluntary Life and AD&D Coverage D. Long-Term Disability Coverage E. Voluntary Long-Term Disability Coverage F. Voluntary Short-Term Disability Coverage (this will be a new line of coverage)

2. The County is soliciting the above listed coverages, for its eligible active employees, elected officials, retirees, COBRA participants, and their eligible dependents.

3. Proposers are requested to match the current schedule of benefits as closely as possible and outline any deviations in the provided forms in this RFP.

4. Proposers shall provide a high level of service corresponding to the line(s) of coverage for which they are proposing at no additional cost to the County. Service standards include, but are not limited to, the following:

A. Attend Open Enrollment sessions to educate members on the benefits provided under the contract B. Provide printed materials and collateral for distribution to members throughout the year C. Provide adequate dedicated support to efficiently address and resolve coverage, eligibility and billing inquiries, provide timely renewal related information, provide reporting timely, provide expert implementation support, etc.

D. Ensure plan benefits and administration satisfy legislative compliance mandates, expeditiously update carrier systems accordingly, and notify policyholder and/or plan participants of changes timely

E. Where applicable, maintain provider networks and utilization management programs, and notify policyholder and/or plan participants of changes timely

UNDERWRITING INFORMATION:

• All rates are Net of Commission and should be quoted as such

• Effective Date: October 1, 2026

• Eligibility: Employees are eligible to participate in the County’s insurance plans if they are full-time working a minimum of 30 hours per week. Coverage is effective the first of the month following 30 days of employment.

• Rate History (Fully Insured Rates):

Dental - DPPO 2023 - 2024 2024-2025 2025-2026

Carrier MetLife MetLife MetLife

EE Only $25.49 $27.27 $34.09

EE + Family $73.95 $79.13 $98.91

Dental Contribution Scenarios:

• ER contributes 100% of Employee Only tier

Basic Life and AD&D 2023 - 2024 2024-2025 2025-2026

Carrier Ochs Ochs Ochs

Life Rate / $1,000 - Actives $0.050 $0.050 $0.060

AD&D Rate / $1,000 - Actives $0.020 $0.020 $0.020

Life Rate / $1,000 - Retirees $0.090 $0.090 $1.350

Basic Life and AD&D Contribution Scenarios:

• ER contributes 100% of Actives Life and AD&D and 0% of Retiree Life

Long-Term Disability 2023 - 2024 2024-2025 2025-2026

Carrier Ochs Ochs Ochs

Core Plan (per EE) $3.53 $3.53 $3.53

Buy-Up Plan (per EE) $6.49 $6.49 $6.49

Long-Term Disability Contribution Scenarios:

• ER contributes 100% of Core LTD Plan

• ER contributes 0% of Buy-Up LTD Plan

“The remainder of this page is intentionally left blank.”

DENTAL INSURANCE RESPONSE FORM

SCHEDULE OF BENEFITS CURRENT DPPO PROPOSED

In Network

Non-Network In Network Non-Network

Calendar Year Maximum $1,500

Orthodontic Lifetime Maximum $1,000

Calendar Year Deductible Single $50

Family Aggregate $150

Deductible Waived for Class 1 Yes

Orthodontic Deductible $0

Plan Benefits

Class 1 – Preventive/Diagnostic 100%

Class 2 – Basic Services 80% After CYD

Class 3 – Major Services 50% After CYD

Class 4 – Orthodontic Treatment (Child /Adult) 50%

Complete X-Ray Frequency 1 per 36 Months

Number of routine cleanings per 12 months 4

Implant Coverage? Yes, covered as

Class 3

Other

Please describe waiting periods See Benefit

Summary

Out of Network Benefits are Paid at what Level:

99th R&C

Endodontic & Periodontics are Covered as: Class 2

Basic

DENTAL INSURANCE RESPONSE FORM

Please quote 2-Tiered Rates:

DENTAL PPO PLAN

MONTHLY RATES

CURRENT PROPOSED

Employee Only $34.09

Employee + Family $98.91

BASIC LIFE AND AD&D PROPOSAL FORM

(Complete and Submit with your Proposal)

Benefits Current Proposed

Eligibility

Life: All Active EEs working at least 30 hours per week and

Retirees AD&D: All Active EEs working at least 30 hours per week

Basic Life Benefit:

Class 1: Elected Officials including Supervisor of Elections Class 2: All other Active Employees Class 3: Retirees

Class 1 and 2: $25,000 Class 3: $10,000

AD&D Benefit Class 1 and 2: $25,000 Class 3: N/A

Guaranteed Issue Amount All basic insurance is GI

Waiver of Premium Included

Accelerated Benefit Included

Conversion Privilege Available

Age Reduction Schedule (Reduced To)

65% at age 65 50% at age 70 25% at age 75 15% at age 80

Waiver of Premium (Class 1 and 2) Included

Participation Requirement 100% of Eligible Employees

Rate Guarantee Expires 9/30/2028

Basic Term Life Rate Class 1 and 2 / $1,000 $0.060

AD&D Rate / $1,000 $0.020

Class 3 Life Rate / $1,000 $1.350

VOLUNTARY LIFE AND AD&D PROPOSAL FORM

Benefits Current

Proposed

Core Benefit

Voluntary Life Insurance Available to All Eligible Employees Working 30 + hours per week

Units of $5,000 up to the Maximum of $500,000

Voluntary Life Insurance Available to All Eligible Spouses

Units of $5,000 up to the Maximum of $250,000, not to exceed 100% of EEs combined

Basic and Vol Life (EE does not need to enroll in Vol Life)

Voluntary Life Insurance Available to All Eligible Child(ren)

Units of $1,000 up to the Maximum of $20,000, not to exceed 100% of EEs combined Basic and Vol Life (EE does not need to enroll in Vol Life) A newborn is automatically covered for $1,000 from live birth to 31 days of life at no charge

Features

Guarantee Issue Employee $300,000

Guarantee Amount Spouse $50,000

Age Reduction Schedule None

Waiver of Premium Included?

Yes

Portability & Conversion Included?

Yes

Participation Requirement Current Enrollment

Rate Guarantee Period Expires 9/30/2028

EE Rates per $1,000

Up to Age 24 $0.050

Age 25 - 29 $0.050

Age 30 - 34 $0.060

Age 35 - 39 $0.090

Age 40 - 44 $0.140

Age 45 - 49 $0.230

Age 50 - 54 $0.370

Age 55 - 59 $0.500

Age 60 - 64 $0.840

Age 65 - 69 $0.840

Age 70 - 74 $0.830

Age 75 - 79 $1.040

Age 80 + $1.040

AD&D Rate $0.020 EE Rates Child(ren) Life Benefit $0.090

Spouse Rates per $1,000

Up to Age 24 $0.050

Age 25 - 29 $0.050

Age 30 - 34 $0.060

Age 35 - 39 $0.090

Age 40 - 44 $0.140

Age 45 - 49 $0.230

Age 50 - 54 $0.370

Age 55 - 59 $0.500

Age 60 - 64 $0.840

Age 65 - 69 $0.850

Age 70 - 74 $0.840

Age 75 - 79 $1.050

Age 80 + $1.050

AD&D Rate N/A

LONG-TERM DISABILITY PROPOSAL FORM – CORE PLAN

Schedule of Benefits Current Proposed

Class 1: All Eligible EEs working at least 30 hours per week electing the core plan only

Eligibility Waiting Period 30 calendar days

Definition of Disability Zero Day

Elimination Period 180 consecutive calendar days

Monthly Benefit 50% of EEs monthly earnings up to max

Maximum Monthly Benefit $3,500

Minimum Monthly Benefit $100

Benefit Duration

Age at Disablement Benefit Duration

61 or younger Shorter of age 65 or 5 years

62 3.5 years 63 3 years 64 2.5 years 65 2 years 66 1.75 years 67 1.5 years 68 1.25 years 69+ 1 year

Own Occupation Period 24 months follow end of Elimination Period

Return to Work Incentive First 12 months of Disability with Work Earnings

Pre-Existing Condition Limitation 3/12

Mental Illness & Substance Abuse Limitation

24 months lifetime unless hospital confinement

Survivor Benefit Included

Waiver of Premium Included

EOI Required? Required for Late Enrollees only

Minimum Participation Requirement 100% of Eligible EEs

Rate per EE $3.53

LONG-TERM DISABILITY PROPOSAL FORM – VOLUNTARY BUY-UP PLAN

Schedule of Benefits Current Proposed

Class 2: All Eligible EEs working at least 30 hours per week electing the buy-up plan

Eligibility Waiting Period 30 calendar days

Definition of Disability Zero Day

Elimination Period 180 consecutive calendar days

Monthly Benefit 60% of EEs monthly earnings up to max

Maximum Monthly Benefit $5,000

Minimum Monthly Benefit $100

Benefit Duration

Age at Disablement

Benefit Duration* *To the later of SSNRA or below table

61 or younger to age 65 62 3.5 years 63 3 years 64 2.5 years 65 2 years 66 1.75 years 67 1.5 years 68 1.25 years 69+ 1 year

Own Occupation Period 24 months follow end of Elimination Period

Return to Work Incentive First 12 months of Disability with Work Earnings

Pre-Existing Condition Limitation 3/12

Mental Illness & Substance Abuse Limitation

24 months lifetime unless hospital confinement

Survivor Benefit Included

Waiver of Premium Included

EOI Required? Required for Late Enrollees only

Minimum Participation Requirement 20% of Eligible EEs

Rate per EE $6.49

VOLUNTARY SHORT-TERM DISABILITY PROPOSAL FORM

This line is not currently covered, but please quote a 7 Day Elimination Period and a 26-week Benefit Duration

Schedule of Benefits Proposed

Eligibility Waiting Period

Definition of Disability

Elimination Period

Weekly Benefit

Maximum Weekly Benefit

Minimum Weekly Benefit

Benefit Duration (Includes or Excludes Elimination Period)

Pre-existing Condition Limitation

Return to Work Incentive

Participation Requirement

Rate Guarantee

Please Quote Age Banded Rates

Under Age 25

25-29

30-34

35-39

40-44

45-49

50-54

55-59

60-64

65-69

70-74

75 & Over

Please Quote a Composite per EE Rate

VOLUNTARY SHORT-TERM DISABILITY PROPOSAL FORM

This line is not currently covered, but please quote a 14 Day Elimination Period and a 26-week Benefit Duration

Schedule of Benefits Proposed

Eligibility Waiting Period

Definition of Disability

Elimination Period

Weekly Benefit

Maximum Weekly Benefit

Minimum Weekly Benefit

Benefit Duration (Includes or Excludes Elimination Period)

Pre-existing Condition Limitation

Return to Work Incentive

Participation Requirement

Rate Guarantee

Please Quote Age Banded Rates

Under Age 25

25-29

30-34

35-39

40-44

45-49

50-54

55-59

60-64

65-69

70-74

75 & Over

Please Quote a Composite per EE Rate

PROPOSER QUESTIONNAIRE

General Information:

Are you willing to provide performance guarantees for implementation and servicing of your products? If so, please describe the performance guarantees you are proposing.

Text

Please indicate the group name, address, contact person, and telephone number of up to three firms in Florida to whom your company has forfeited money because of service problems in the last three years.

Text

Do you agree to allow retirees over and under 65 to continue coverage under the same plan at the same rate as active employees as required by Section 112.08, Florida Statutes, for public entities?

Text

Identify and include information regarding experience and qualifications of Proposer’s key staff to be assigned to the services.

Include a resume for each with the name of the firm(s) for their current and previous employers, their full names, professional credentials (e.g., certifications and/or licenses), and roles and duties which the individuals will provide to the County. <only relevant to the project> Include the address of their current primary office location, email address and phone number. Please attach an org chart to your proposal.

Text, Attachment

Provide a summary of Proposer’s background, size, and years in business.

Text

Describe Proposer’s experience in proposed services for other government agencies, particularly those within Florida.

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Provide Proposer’s years of experience in the proposed services. Text

Provide any additional information that would assist the County in the evaluation of Proposer and team’s experience and ability to provide the required services.

Text

Provide a statement on company letterhead and signed by a company official authorizing a County auditor and/or financial analysts access to your financial records, including all records prepared by an independent firm, or the financial records of other entities for which you have ownership interest. Such access will occur at the primary location of the Proposer, or such other location as may be agreed, for the purposes of verifying financial representations, and/or to review and assess the historical and current financial capacity of Proposer’s business entity and its expected ability to meet ongoing financial obligations related to the required services, if awarded a contract. If an audit is conducted, the County’s audit and/or financial analysts will report their findings in a summary report to the Procurement Official, which will be placed in the Response files for subsequent use, review, and discussions during evaluations.

Text

Disclose any ownership interest in other entities proposed for services. This ownership disclosure includes ownership by the Proposer through a parent, subsidiary or holding company or any other form of business entity. Submit entity names and the percent of ownership for each.

Text

Provide the name, title, and contact information for three (3) references from public entity clients with a minimum of 1,000 employees for at least three (3) years immediately preceding the response due date. Include the following information:

Text

Client name 1 Text

Client address Text

Client contact name Text

Client contact phone and fax numbers Text

Client contact email address Text

Brief description of work (1-2 sentences) Text

Performance period (start/end dates) Text

Total dollar value of contract Text

Client name 2 Text

Client address Text

Client contact name Text

Client contact phone and fax numbers Text

Client contact email address Text

Brief description of work (1-2 sentences) Text

Performance period (start/end dates) Text

Total dollar value of contract Text

Client name 3 Text

Client address Text

Client contact name Text

Client contact phone and fax numbers Text

Client contact email address Text

Brief description of work (1-2 sentences) Text

Performance period (start/end dates) Text

Total dollar value of contract Text

Describe any significant or unique accomplishments, recognition, or awards received by Proposer, its key personnel, or its subcontractors for previous similar services.

Text

Identify any proposed sub-consultants to accomplish the work.

Include the company name, the name of the individual(s) to be assigned, and an overview of their experience and qualifications applicable to their role in the provision of the services for the County.

Text

What is your account service team’s average response time to client requests or questions?

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Describe the services provided by your account service team to the employees.

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Describe the services provided by your account service team to the Human Resources department.

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Will your company send the assigned representative to the Entity's benefits fair, to conduct educational meetings?

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What is your company’s current A. M. Best, Moody’s and/or Standard and Poor’s ratings?

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Do you utilize any “wrap” or leased networks not negotiated or owned by your company? a. If yes, what is the name of the network?

Text

Describe capabilities available through member website and mobile app. Please describe further any additional functionality available to employer as plan administrator.

Please specify if proposer is SSAE 18 / SOC / SAS certified. Text

Implementation and Billing:

Please provide a brief description of the implementation process, including requirements and timeline.

Text

Please confirm proposer is flexible to modify standard contract language.

Text

Would you allow a grace period after the due date of 60 days for payment of an invoice?

Data & Reports:

Describe the reports you will provide regarding the utilization and claims associated with the employee benefits program(s) you are proposing. Please indicate in your description if any of the reports would be provided at an additional cost over the fees associated with the programs.

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What is your proposed frequency of reporting on utilization experience? Is there a charge for utilization data analysis?

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Are there any additional fees for reporting? Please provide all reporting options/packages and their associated costs.

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How often are claim audits conducted and what percentage of claims are audited? If you use a third-party to audit claims, please disclose the name of auditor.

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How do you identify fraudulent claims and how will you notify the entity?

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Describe the process for identifying and paying claims which may be subject to subrogation.

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Will there be online access for claim reports by the Entity and Gehring Group?

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Claims file feeds for self-funded medical will also need to be implemented with the Data Mining Tool – NavMd – please confirm medical and Rx file feed costs to this vendor (if any) and if you already have an entity sending file information.

Renewal Planning and Additional Fees:

Is proposer willing to provide renewal offer at least 180 days prior to renewal effective date?

Text

Are any of the rates proposed contingent on any additional information? If so, please disclose.

What additional services are available and at what cost? Text

Length of Contract and Renewals:

The intent of this RFP is to establish a contract for a period of one (1) year beginning October 1, 2026 and ending September 30, 2027. The agreement may be renewed for up to four (4) one (1) year renewals.

Proposal Preparation Instructions

The response (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 40 pages, #12 font minimum. The 40 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 top ranked firms.

The top-ranked firm will be recommended to the Board of County Commissioners for approval. If the Board of County Commissioners agrees with the Selection Review Committee’s recommendation, contract price negotiations will begin between the selected firm and Okaloosa County. Should contract negotiations fail, negotiations will begin immediately with the next highest ranked firm.

At such time when an approval is granted by the Okaloosa County Board of Commissioners, notification will be provided to each firm in accordance with the County’s Purchasing Manual. Failure to file a protest within the time prescribed in accordance with the County’s Purchasing Manual, Section 30, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under law.

Response to the RFP shall be submitted in the format described below:

Letter of Interest shall be prepared by a corporate officer or principal of the firm authorized to obligate the firm contractually. The letter shall include location of the firm’s office that will be the lead office for this contract and any anticipated sub-consultants.

Contracts will be awarded to an Agency, or multiple Agencies that are responsive, and responsible bidders meeting the specifications, terms and conditions and are determined to be the most advantageous to the County.

Evaluation of proposals shall be based on the evaluation factors set forth below and any other relevant information obtained through the evaluation process.

Summary of Qualifications: (maximum 5 x 4 = maximum 20 points)

• Provide a brief discussion about Proposer’s business history and current purpose/function in the marketplace.

• Indicate the company’s background in providing these services to government entities with 500+ employees currently operating in Florida.

• Demonstrate compliance with Minimum Proposer Qualifications

• Provide responses to Questionnaire

Technical Proposal: (maximum 5 x 4 = maximum 20 points)

• Offeror’s business plan to meet the technical requirements of the Request for Proposal shall be included in this section.

• Demonstrate compliance with Minimum Proposer Qualifications

• Provide responses to the Questionnaire for the following sections

• Enrollment & Implementation Technology

• Data and Reports,

• Implementation and Billing

• Renewal Planning and Additional Fees

• Any deviations from scope of work requirements will be discussed in this section.

Plan Design: (maximum 5 x 4 = maximum 20 points)

• Provide responses to the Questionnaire Plan Design

• Provide responses to the Plan Response Forms

Network: (maximum 5 x 4 = maximum 20 points)

• Provide responses to the Network Questionnaire

• Provide a disruption report utilizing the Provider Utilization report

Proposed Cost: (maximum 20 points)

Business Credentials and Other – Provide sufficient information to demonstrate legal authority to do business in the state of the firm along with the credentials of any sub-consultant to perform the work. Indicate whether the firm and/or any sub-consultant are disadvantaged business enterprises. Show State of Florida licensing/registration qualifications of the firm and key personnel, along with Florida licensing/registration qualifications for any sub-consultants. Copies of all completed forms required by this RFP are included in this section.

Procurement Scheduled (ANTICIPATED)

RFP Advertised & Posted on Website Monday, March 26, 2026 Deadline for Questions Thursday, April 9, 2026 @ 3:00 P.M.

Answers to Question by County Tuesday, April 14, 2026 @ 3:00 P.M.

RFP Response Due Date Tuesday, April 21, 2026 @ 3:00 P.M.

Review Committee Meeting May 6, 2026 @ 10:00 A.M.

Oral Presentations *if needed May 28, 2026 TBD Recommend Award via ITA Friday, May 29, 2026 Contract Negotiations Week of June 1, 2026 Finalize/Execute Agreement by BOCC July 7, 2026

GENERAL SERVICES INSURANCE REQUIREMENTS FOR

PROFESSIONAL LIABILITY

CONTRACTORS INSURANCE

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

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

Best & Co. Inc.

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

4. With the exception of Workers’ Compensation policies and Professional Liability, the County shall be shown as an Additional Insured with Endorsement for each policy on the Certificate of Insurance.

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

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

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

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

WORKERS’ COMPENSATION INSURANCE

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

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

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

BUSINESS AUTOMOBILE LIABILITY

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

COMMERCIAL GENERAL LIABILITY INSURANCE

1. The Contractor shall carry Commercial General Liability insurance against all claims for Bodily

Injury, Property Damage and Personal and Advertising Injury liability caused by the Contractor.

2. Commercial General Liability coverage shall include the following:

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

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

PROFESSIONAL LIABILITY and/or ERRORS AND OMMISSIONS LIABILITY

Coverage must be afforded for Wrongful Acts, errors or omissions committed by the Contractor or its employees in performing its professional services under this contract. Contractor must keep insurance in force until the third anniversary of expiration of this agreement or the third anniversary of acceptance of work by the County.

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:

LIMIT

1. Workers’ Compensation

1.) State Statutory 2.) Employer’s Liability $500,000 each accident

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

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

4. Personal and Advertising Injury $1M each occurrence

5. Professional Liability (E&O) $1M each claim

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

2. 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 OpenGov following website:

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

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.

3. 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.

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

All signatures shall be submitted electronically - 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 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

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

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

21. CONE OF SILENCE - The Okaloosa County…