RFQ_25-05._Continuing_Professional_Services.pdf

Putnam County Board of County Commissioners RFQ No: 25-05 RFQ Name: Continuing Professional Services

SPECIFICATIONS

FOR

BOARD OF COUNTY COMMISSIONERS

PUTNAM COUNTY, FLORIDA

RFQ No: RFQ 25-05

RFQ Due: February 10, 2025 @ 2:00pm EST

Table of Contents

Request for Qualifications

1.0 General Terms and Conditions

2.0 Contract Term

3.0 Schedule

4.0 RFQ Instructions

5.0 Scope of Work Specifications

6.0 Required Forms

RFQ COVER PAGE

RFQ RESPONSE

IRS W-9

NON-DISCRIMINATION IN EMPLOYMENT POLICY

Acknowledgement of Addenda

Public Entity Crimes

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS PRIMARY COVERED

TRANSACTIONS

DRUG-FREE WORK PLACE CERTIFICATE

Hold Harmless and Indemnification Agreement

References

Legal Issues

NON-COLLUSION STATEMENT

STATEMENT OF NO RESPONSE

SINGLE EXECUTION AFFIDAVITS

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

BYRD ANTI-LOBBYING AMENDMENT

SIGNATURE FORM

RFQ AFFIDAVIT

Appendix A: Continuing Professional Services Evaluation Criteria

Appendix B: Federal Provisions

Appendix C: Sample Agreement for Consultanting Services

Request for Qualifications

The Putnam County Board of County Commissioners is requesting interested Professional Engineering, Surveying and Related Services firms to provide sealed qualification package for:

PUTNAM COUNTY CONTINUING ENGINEERING, SURVEYING AND RELATED SERVICES

CONSULTANTS

SPECIFIC DISCIPLINE AREAS FOR QUALIFICATION SELECTION

RFQ – 1(a) Engineering Services RFQ – 1(b) Environmental Services RFQ – 1(c) Geotechnical Services RFQ – 1(d) Surveying Services RFQ – 1(e) Construction Engineering Inspection (CEI) Services RFQ – 1(f) Appraisal and Appraisal Related Services

RFQ Documents are available online at: http://bids.putnam-fl.com/bids

The Putnam County Board of County Commissioners solicits responses from qualified and experienced firms to provide Professional Services within the disciplines provided herein for countywide use on a continuing basis.

All submittals of qualifications shall be for principal consultant and may include all sub-consultants. The selection process shall meet the requirements of the Consultants Competitive Negotiation Act “CCNA” Florida Statues Chapter 287 most recent supplements.

To be considered responsive, responders shall deliver before 2:00 p.m. EST. on February 10, 2025 one (1) original hard copy, (3) duplicate copies and one (1) USB drive that contains “all” of your documentation included in the original RFQ in a pdf format. Sealed RFQs may be delivered in person or by courier mail to Putnam County Procurement Department c/o Leigh Doran, 2509 Crill Avenue, Ste 200, Palatka, Florida, 32177.

Only sealed RFQs received on or before the aforestated time and date will be considered. Vendor must indicate the RFQ number and description on the outside envelope.

There will be a mandatory pre-submittal meeting held at 10:00 a.m., January, 16, 2025.

Questions concerning the specifications may also be emailed to Leigh Doran, Procurement Supervisor, at Leigh.Doran@putnam-fl.gov . Answers to questions received will be posted online with the RFQ documents.

Questions must be received at least 10 days prior to bid opening.

The Putnam County Board of County Commissioners reserves the right to accept or reject any or all bids/proposals/responses and to waive any informalities. Putnam County complies with all federal statutes relating to non-discrimination. Putnam County is an equal opportunity employer. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

PUBLISH: January 6, 2025

RFQ 25-05

http://bids.putnam-fl.com/bids mailto:Leigh.Doran@putnam-fl.gov

1.0 General Terms and Conditions

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

Intent of RFQ: Pursuant to Florida Statute 287.055 (Consultant’s Competitive Negotiation Act - CCNA) and in accordance with 40 USC 1101-1104 (Brooks Act), Putnam County, hereinafter referred to as the “COUNTY”, is soliciting responses from qualified firms to provide Professional Services within the disciplines provided herein for countywide use on an as needed, continuing bases. Any qualified firm desiring to provide the required services in any or all of the listed disciplines should submit a letter of interest and the documents requested herein. All submittals of qualifications shall be for principal consultant and may include all sub-consultants.

The Putnam County Board of County Commissioners will review recommendations to negotiate with one or more firms in each discipline area. Consultants will provide various services on an as needed basis for projects and improvements to County infrastructure such as roads, bridges, floodways, and other public use facilities.

While other County departments/projects may utilize the services of the selected firms, the Public Works Department shall be the primary manager of project design tasks. Work will be assigned on a Task Order basis.

Addenda Any and all changes to this RFQ shall be provided through a County issued Addendum, posted on http://bids.putnam-fl.com/bids It is the respondent’s responsibility to check the web page for any issued addenda prior to submitting the qualifications package. The County shall make every possible, good faith effort to issue any and all addenda no later than five (5) working days prior to the due date for Qualifications. Any addenda issued after this date, shall be for material, necessary clarifications to the Request for Qualification.

RFQ DUE DATE AND TIME

To be considered responsive, respondents shall deliver before 2:00 p.m. EST. on 02/10/2025 one (1) original hard copy, three (3) duplicate copies and one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format.

PLACE FOR RECEIVING SEALED RFQ RESPONSES

Responses may be mailed or hand delivered to:

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

EXAMPLE SUBMITTAL LABEL FOR “EACH” DISCIPLINE PROPOSED – SEE Below Putnam County Purchasing Department RFQ No: _25-05 Discipline Area ______ (example of discipline area “RFQ – 1a) Putnam County Board of County Commissioners c/o Leigh Doran 2509 Crill Ave, Suite 200 Palatka, Florida 32177

RFQ No. 25-05

RFQ – 1(a) ENGINEERING SERVICES

PUBLIC BID/PROPOSAL/RESPONSE OPENING

Putnam County Board of County Commissioners will conduct a Public bid/proposal/response opening immediately following the solicitation due date/time on February 10, 2025 in the conference room located at 2509 Crill Avenue, Suite 200, Palatka Florida 32177.

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

RFQ PACKAGE

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

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

By download, available at: http://main.putnam-fl.com/?page_id=65#callforbidslink

By USPS: Request sent certified mail to:

Putnam County Board of County Commissioners c/o Leigh Doran

Walk-in Pick Up:

c/o Leigh Doran mailto:Leigh.Doran@putnam-fl.gov http://main.putnam-fl.com/?page_id=65#callforbidslink

BID/PROPOSAL/RFQ AWARD PROCESS

After the initial independent review and evaluation of proposals by the selection committee members, firms will be notified of the time and date for a Public Meeting of the Selection Committee, if needed, to discuss each member’s independent short list ranking. Also, if needed, public presentations of the highest ranked firms will be scheduled. If needed, a minimum of three firms, assuming three or more firms apply, will be selected for oral presentations.

In accordance with Florida Statutes Chapter 287 most recent supplement, recommendations shall be made to the Board of County Commissioners by County Staff to enter into negotiations with the top ranked firm or firms in each discipline area with the intention of coming to agreement over terms, and conditions in order to award a Contract for the services described herein.

Ranking and initial selection for submission to the BOCC is based on responses to the RFQ criteria and subsequent reviews by the County selection committee.

Recommendations shall be made to the Board of County Commissioners by County Staff to enter into negotiations with the top ranked firm or firms in each discipline area with the intention of coming to agreement over terms and conditions in order to award a contract for the services described herein.

The County shall determine the order of award in accordance with Section 295.187(4), Florida Statues and Rule 60A-1.011 Florida Administrative Code

POSTING OF RECOMMENDATION OF AWARD: The County’s recommendation of award will be posted to http://bids.putnam-fl.com/bids

PROTEST OF INTENDED DECISION

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

APPLICABLE LAW

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

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

AWARD

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

Putnam County complies with all Federal Statutes relating to non-discrimination.

BOND

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

COMPLIANCE WITH SPECIFICATIONS

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

CONDITIONS AND PACKAGING

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

CONE OF SILENCE

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

Failure to abide by the Cone of Silence policy is grounds for disqualification from this (ITN, RFQ, RFP, ITB, or other) process and vendor will not receive further consideration in reference to this (ITN, RFQ, RFP, ITB, or other).

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

CONFLICT OF INTEREST

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

DEFINITIONS

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

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

ELIGIBLE BIDDERS

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

EXCEPTIONS TO THE CONTRACT

Not all items cataloged by the successful Proposer will be purchased under the ensuing contract. Some office supply, equipment or furniture purchases will be made from other sources as required by law or regulation, for example, purchases from state contract vendors, Florida Association of Rehabilitation Facilities (RESPECT) or Florida Prison Industries (PRIDE). For more detailed information on state contracts, or items marketed by RESPECT or PRIDE, contact the purchasing office of this solicitation.

Proposer is advised that exceptions to any terms and conditions contained in this RFQ or the Services Agreement must be stated with specificity in its response to the RFQ as provided herein. Proposer is deemed to have accepted and to be bound by the RFQ and Services Agreement terms and conditions that Proposer does not take exception to in its response. The County reserves the right to modify or add terms and conditions based upon the exceptions stated by the Proposer, or to declare any terms and conditions non-negotiable, as determined by the County in its sole discretion.

LOCAL PREFERENCE

Putnam County Ordinance 2018-20 regarding local preference will apply unless its application is prohibited by state or federal law in a particular situation, or its application is prohibited by the project’s funding source. A copy of this ordinance is available upon request.

PAYMENT

Payment will be made by the County after the services have been received, and found to comply with the specifications, and have been properly invoiced. Discounts will be taken if payment is made within the discount period. All invoices shall bear the County purchase order number. If contract is awarded, payment to contractor for services will be monthly for the rendition of the preceding month’s service during the term thereof and subject to a 10% retainage.

PERSONNEL

Consultant agrees each of its employees will be properly qualified and will use reasonable care in the performance of services. The County reserves the right to have personnel removed upon the County’s written notice. Consultant’s employees are expected to adhere to all County policies and procedures.

http://www.epls.gov/

In submitting a response to this RFQ the respondent is representing that each person listed or referenced in their response package shall be available to perform the services described for the County, barring illness, accident, or other unforeseeable events of a similar nature in which case the respondent must be able to promptly provide a qualified replacement. In the event the respondent wishes to substitute personnel, the respondent shall propose a person with equal or higher qualifications and each replacement person is subject to prior written County approval. In the event the requested substitute person is not satisfactory to the County and the matter cannot be resolved to the satisfaction of the County, the County reserves the right to cancel the contract for cause.

E-Verify

For projects utilizing state or federal funds, the Bidder (A) shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired during the term of the contract; and (B) shall expressly require any subcontractors performing work or providing services pursuant to the contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.

PROTEST OF RFQ DOCUMENT

All firms are required to thoroughly review the RFQ document within a reasonable time after receipt. Any concerns or comments relating to the RFQ documents shall be brought to the attention of the Deputy County Administrator: Julianne Young, in writing, promptly after receipt. However, if the Firm desires to protest the RFQ document, or any of the specifications, requirements, or procedures thereof, the Firms will be required to comply with the County’s Protest Procedures within seventy-two (72) hours after receipt of the proposal document. Failure to comply with this procedure will constitute a waiver by the Firms of any right to later protest on the basis of the form, content and substance, including without limitation, the specifications, requirements or procedures, of the RFQ documents.

Any prospective respondent who disputes the reasonableness or appropriateness of any item within this RFQ document, any addendum to this RFQ document, notice of award or notice of rejection shall file with the Deputy County Administrator a written notice of intent to file a protest not later than 4:00 p.m. on the third business day after the issuance of the RFQ document or addenda, or notice of award or rejection. The notice of intent shall set forth the specific reason and facts concerning the dispute, and shall be sent via certified mail or delivered in person to the Deputy County Administrator. The notice of intent shall state all grounds claimed for the protest and clearly indicate it as the notice of intent to file a protest. Failure to list a ground for protest in this notice shall constitute a waiver with respect to that ground. However, respondents are advised that any protest based exclusively on disagreement with the technical judgement of evaluators is subject to rejection unless there is clear evidence of arbitrary or capricious action in that regard.

Failure to follow the bid protest procedures prescribed by Putnam County Purchasing Ordinance 2018-20 shall constitute a waiver of protest rights and any resulting claims.

CANCELLATION

The County Administrator or Designee shall have the right to unilaterally cancel, terminate, or suspend the contract, in whole or part, by providing the firm thirty (30) calendar day’s written notice by certified email.

LIABILITY INSURANCE REQUIREMENTS

Consultant shall purchase and maintain a policy or policies of commercial general liability insurance satisfactory in all respects to County. All policies shall be occurrence form policies and shall name County as an additional insured for liability resulting from the conduct of the CONSULTANT and others employed or utilized by the CONSULTANT in the performance of the services, with a right to defense, with the premiums thereon fully paid by Consultant on or before their due date.

The liability insurance policy shall afford minimum protection of $1,000,000 combined single limit coverage for bodily injury, property damage or combination thereof. Consultant shall purchase and maintain a policy or policies of professional liability insurance.

The liability insurance policy shall afford minimum protection of $1,000,000 per claim and aggregate.

Required insurance shall be documented in Certificates of Insurance which provide that County shall be notified at least 30 days in advance of cancellation, non-renewal or adverse change. New Certificates of Insurance are to be provided to County at least 15 days prior to coverage renewals.

If requested by County, Consultant shall furnish complete copies of its insurance policies, forms and endorsements in the event a claim is filed.

For commercial general liability coverage, Consultant shall, at the option of County, provide an indication of the amount of claims, payments or reserves chargeable to the aggregate amount of liability coverage. Receipt of certificates or other documentation of insurance or policies or copies of policies by County, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of Consultant's obligation to fulfill the insurance requirements herein.

Consultant shall also purchase and maintain workers compensation insurance for all obligations imposed by law, with employers liability limits of at least $100,000 each accident and $100,000 each employee/$500,000 policy limit for disease. Consultant shall also purchase any other coverage required by law. Consultant's maintenance of the insurance policies required hereunder shall not limit or otherwise affect its liability hereunder.

If checked below, the County requires the following additional types of insurance:

_____ Builders Risk. The Consultant shall provide Builders Risk insurance to cover the property for all risks of loss. The policy shall be for the full value of the improvements and include the County as an additional insured as its interest may appear.

__X__ Business Auto Liability. Proof of Business Auto Liability shall be provided with minimum protection of $1,000,000 combined single limit coverage for bodily injury, property damage or combination thereof.

Coverage shall include hired and non-owned auto liability also.

LICENSES, PERMITS & FEES

The Consultant shall be responsible for obtaining and holding any and all necessary licenses, permits, certifications required to perform the work described herein throughout the duration of the Contract. Payment of any fees or fines resulting in the lack of permits, licenses or certifications shall be the sole responsibility of the Consultant.

GOVERNING LAWS & REGULATIONS

It shall be the responsibility of the Consultant to be familiar and comply with any and all federal, state, and local laws, ordinances, rules and regulations relevant to the services to be performed under this Contract. The

Contract Agreement shall be governed by the laws of the State of Florida and the County both as to interpretation and performance.

For the projects awarded under this contract relating to an Emergency declaration, the Consultant will comply with the strictest provisions of Federal 2 CFR 200, State, and Local procurement Rules, Regulations and/or Ordinances, etc.

TRADE SECRETS

To invoke the provision of Florida Statute 624.4213, Trade Secrets, or other applicable law, the requesting firm must mark each page of such document or specific portion of a document claimed to be a trade secret must be clearly marked as “trade secret.” All material marked as a trade secret must be separated from all non-trade secret material, such as being submitted in a separate envelope clearly marked as “trade secret.” If the office or department receives a public records request for a document or information that is marked and certified as a trade secret, the office or department shall promptly notify the person that certified the document as a trade secret.

To invoke the provisions of Florida Statute 812.081, Trade Secrets, or other applicable law, the requesting firm must complete an Affidavit for Trade Secret Confidentiality, signed by an officer of the company, and submit the affidavit with the information classified as “Trade Secret” with other Qualification documents. The affidavit must reference the applicable law or laws under which trade secret status is to be granted.

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM

The County, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the County will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The county encourages DBE and small business firms to compete for professional services projects, and also encourages all other firms to use DBE and small business consultants as sub consultants. However, use of DBE and small business sub consultants is not mandatory and no preference points will be given during the selection process for DBE and/or small business participation by way of FDOT Form No. 375-030-83. The completed form shall note the expected percentage of contract fees to be utilized by “DBE’s” and “non-DBE small businesses”. The “DBE” and “non-DBE small business” sub consultant and their respective types of work shall be provided on this form.

Federal law requires states to maintain a database of all firms that are participating or attempting to participate in DOT-assisted contracts. To assist the Department in this endeavor, consultants should have already submitted their Bid Opportunity List through the Department’s Equal Opportunity Compliance System found at the following link:

(https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpport unityCompliance).

If you have not yet completed your bid opportunity list through this online application, please do so at this time.

Prime Consultants can obtain access to the new EOC system by filling out the Contractors and Consultants New Users Access Form. Please complete the form and submit it to EOOHelp@dot.state.fl.us. Consultants please be https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance mailto:EOOHelp@dot.state.fl.us reminded that if you are selected on this project, you need to enter your DBE commitments in the Equal Opportunity Compliance System after contract execution. Also, if you are awarded supplemental agreements as part of this project, the DBE commitments will also need to be reported.

ACCESS TO RECORDS

Access by grantee, the sub-grantee, the FHWA, the USDOT Inspector General, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers and records of the consultant.

CONFLICT OF INTEREST

a) The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required hereunder. The Proposer further represents that no person having any such interest shall be employed by Proposer during the agreement term and any extensions. In addition, the Proposer shall not offer gifts or gratuities to County Employees as County Employees are not permitted to accept gifts or gratuities. By signing this proposal document, the Proposer acknowledges that no gifts or gratuities have been offered to County Employees or anyone else involved in this competitive proposal process.

b) The Proposer shall promptly notify the County’s representative, in writing, by certified mail, of all potential conflicts of interest for any prospective business association, interest, or other circumstance, which may influence or appear to influence the Contractor’s judgment or quality of services being provided hereunder. Such written notification shall identify the prospective business association, interest or circumstance, the nature of work that the Proposer may undertake and request an opinion of the County as to whether the association, interest or circumstance would, in the opinion of the County, constitute a conflict of interest if entered into by the Proposer. The County agrees to notify the Proposer of its opinion, by certified mail, within thirty days of receipt of notification from the Proposer.

COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH ACT

All material, equipment, etc., as proposed and offered by a Respondent, in instances where applicable due to the nature of the project with which this RFQ package is concerned, must meet and conform to all O.S.H.A.

requirements as set forth in Subpart E of the O.S.H.A. Standards for Construction (29 CFR 1926), as amended. The signature of the Respondent or of the authorized representative thereof upon the Proposal shall constitute certification of such fact.

FEDERAL FUNDING

In the event this Bid is funded, in whole or in part, from any federal governmental agency or source, the specific terms, regulations, and requirements governing the disbursement of these funds shall be incorporated by reference herein.

FEDERAL DEBARMENT/SUSPENSION/DISCRIMINATORY VENDOR LIST

(1) This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to verify that none of the contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

(2) The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

(3) This certification is a material representation of fact relied upon by (insert name of sub grantee). If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to (name of state agency serving as grantee and name of sub grantee), the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.”

An entity or affiliate shall not be Debarred or Suspended in accordance with Executive Order 12549, Debarment and Suspension (2 CFR 1326).

Byrd Anti-Lobbying Amendment Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352, as amended by the Lobbying Disclosure Act of 1995, P.L. 104-65 [to be codified at 2 U.S.C. § 1601, et seq.] - Contractors who apply or bid for an award of $100,000 or more shall file the certification required by 49 CFR part 20, "New Restrictions on Lobbying."

Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C. 1352. Such disclosures are forwarded from tier to tier up to the recipient.

E- VERIFY LANGUAGE FOR ALL CONTRACTS:

By Executive Order 11-116, Regarding Federal and/or State Requirements - This purchase action is being supported in whole or in paid by Federal and/or State funding. Therefore, this solicitation and any resulting contract include provisions related to various specific federal and/or state requirements. All such clauses shall be considered and treated as “Blow- down” clauses that shall be considered applicable to any prime contract and any subcontract associated with performance under the contract(s) resulting from this solicitation. Detailed review of all terms and conditions included in this solicitation is strongly encouraged to ensure that full compliance with all contractual requirements is considered during the solicitation response process, and throughout performance under the contract, at prime contractor and subcontractor levels. Upon award of a contract resulting from this solicitation:

• The vendor shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by Vendor during the term of the contract; and

• Shall expressly require any contractor and subcontractor’s performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verity the employment eligibility of all new employees hired by the subcontractor during the contract term.

CONVICTED VENDORS:

In accordance with Florida Statues Sec. 287.133(2)(a): A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017, for CATEGORY TWO, for a period of 36 months following the date of being placed on the convicted vendor list.

PUBLIC OFFICIALS

Interest of Public Officials: No member, officer, or employee of the public body or of a local public body during his tenure or for one year thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof. For purposes of this provision, public body shall include municipalities and other political subdivisions of States; and public corporations, boards, and commissions established under the laws of any State.

Any County employee, Board member or member of his or her immediate family seeking to contract with the County shall seek a conflict of interest opinion from the County Attorney or his designated representative prior to submittal of a response or application of any type to contract with the County. The affected employee or Board member shall disclose his or her assigned function within the County and interest or the interest of his or her immediate family in the proposed Contract and the nature of the intended Contract.

Florida Statutes 112.313(12) Standards Of Conduct For Public Officers, Employees Of Agencies, And Local Government Attorneys controls contracting with County employees or board members, and provides directions accordingly.

INSPECTOR GENERAL:

The Vendor/Contractor agrees to comply with Section 20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply with Section 20.055(5), Florida Statute

DEFINITIONS AND ACRONYMS

Whenever the following terms or pronouns are used in this solicitation, they shall have the meaning given below:

• Addendum - A modification, revision, or clarification.

• Board of County Commissioner’s (BCC) - The governing board for Putnam County, Florida

• CCNA – Consultants’ Competitive Negotiation Act, Florida Statute 287.055.

• Consultant - The Professional Engineer or Engineering Firm registered in the State of Florida who performs Professional Engineering Services for the County, other than County personnel. The awarded respondent.

• SCOP – Small County Outreach Program

• FDOT - Florida Department of Transportation

• FHWA - Federal Highway Administration

• Response, submittal, bid, proposal - The information package submitted by qualified firms.

• Firm, vendor, business, respondent, proposer, bidder, consultant, contractor or You, and Your -

The consultant, person, firm, or corporation who submits a response.

• Shall, Must, or Will - In this solicitation they indicate a mandatory requirement or condition, the material deviation from which shall not be waived by the County.

• Should or May - In this solicitation are permissive in nature. Deviation from such a condition or requirement will not by itself cause automatic rejection of a qualifications package, but may be a factor considered in the overall evaluation process.

PUBLIC RECORDS

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

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

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

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

(d) Upon completion of the contract, transfer, at no cost, to COUNTY all public records in possession of the CONTRACTOR or keep and maintain public records required by COUNTY to perform the service.

If the CONTRACTOR transfers all public records to COUNTY upon completion of the contract, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the contract, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to COUNTY, upon request from COUNTY's custodian of public records, in a format that is compatible with the information technology systems of COUNTY.

(e) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT

PUTNAM COUNTY ATTORNEY

2509 CRILL AVENUE

PALATKA, FL 32177

PR-REQUESTS@PUTNAM-FL.COM

(386)329-1903

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

WILL NOT PROVIDE LEGAL ADVICE OR BUSINESS ADVICE TO CONTRACTOR WITH

RESPECT TO ITS OBLIGATIONS PURSUANT TO THIS SECTION RELATED TO PUBLIC

RECORDS. THE CONTRACTOR FURTHER ACKNOWLEDGES THAT IT WILL NOT RELY ON

PUTNAM COUNTY BOCC OR ITS COUNSEL TO PROVIDE SUCH BUSINESS OR LEGAL

ADVICE, AND THAT CONTRACTOR HAS BEEN ADVISED TO SEEK PROFESSIONAL

ADVICE WITH REGARD TO PUBLIC RECORDS MATTERS ADDRESSED BY THIS

AGREEMENT. THE CONTRACTOR ACKNOWLEDGES THAT ITS FAILURE TO COMPLY

WITH FLORIDA LAW AND THIS AGREEMENT WITH RESPECT TO PUBLIC RECORDS

SHALL CONSTITUTE A MATERIAL BREACH OF THIS AGREEMENT AND GROUNDS FOR

TERMINATION.

PUBLIC ENTITY CRIME

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

Additionally, a conviction of a public entity crime may form the basis for the rejection of a bid, offer, or proposal by the COUNTY, or for termination of a contract with the COUNTY. The COUNTY may make inquiries regarding alleged convictions of public entity crimes at any time. The unreasonable failure of a bidder, offeror, or proposer to promptly supply information in connection with any such inquiry shall be adequate grounds for rejection of a bid, offer, or proposal, or for termination of a contract.

Equal Opportunity Compliance The Bidder, including subcontractors, shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age handicap or marital status. In the event the Bidder, or subcontractor, fails to comply with any nondiscrimination provision of this Agreement or with any such laws, regulations or orders, this Agreement may be cancelled, terminated, or suspended, in whole or part, and the Bidder may be declared ineligible for further COUNTY contracts by rule, regulation, or order of the BOARD, or as may otherwise be provided by law.

Throughout the term of this Agreement, the Bidder, including subcontractors, shall not violate any federal or state laws, regulations, and requirements.

RESPONSE MATERIALS

Any material submitted in response to this invitation to respond becomes the property of the County upon delivery to the Office of the Procurement Supervisor and may be appended to any formal document which would further define or expand the contractual relationship between the County and the successful proposer.

Additionally, any material or documentation submitted in response to this solicitation will be a public document pursuant to Section 119.07, Florida Statutes. This includes material which the responding bidder or proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission effective after public opening pursuant to Section 119.07, Florida Statutes.

The County shall not be liable for any expense incurred in connection with preparation of a response to this Request for Qualifications. Proposers should prepare a straightforward and concise description of the Proposer’s ability to meet the requirements of the RFQ.

SAFETY STANDARDS

All manufactured items and fabricated assemblies shall comply with applicable requirements of the Occupational Safety and Health Act (OSHA), Federal EPA, Florida DER and any standards otherwise stipulated in the solicitation.

SAFETY REQUIREMENTS

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

SOVEREIGN IMMUNITY

The parties hereto acknowledge and agree that Putnam County is a political subdivision of the State of Florida.

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

TAXES

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

Florida Sales Tax: 85-8013889128C-1 Federal Identification Number: 59-6000816

Any and all taxes and licenses imposed by Federal, State and local governments on the services to be provided by the Contractor under the terms of the agreement are the sole responsibility of the Contractor.

SUPPLEMENTARY INSTRUCTIONS

The County is exempt from payment of Florida State Sales and Use Taxes. The County will sign an exemption certificate submitted by the Consultant. The Consultant shall not be exempted from paying sales tax to their suppliers for materials used to fulfill contractual obligations with the County, nor is the Consultant authorized to use the County's Tax Exemption Number in securing such materials.

The Consultant shall be responsible for payment of his/her own FICA, Workers Compensation, Unemployment Taxes, Liability Insurance, any other overhead expenses and Social Security benefits with respect to this contract.

The Consultant shall not commence work under the Agreement until he/she has obtained all insurance required and it has been approved by the County.

WITHDRAWAL OF PROPOSAL

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

2.0 Contract Term

The intent of Putnam County is to select a firm or firms for each discipline area through the evaluation process and to award a contract(s) upon successful negotiations with the firm(s). The contract term shall be effective for a period of three (3) years. Projects under the award of this contract will be issued through Task Orders on an as needed basis.

Tentative Contract Term: March 25, 2025 – March 24, 2028

3.0 Schedule

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

Tentative Dates Scheduled

Issue RFQ Monday, January 6, 2025 Mandatory Pre-Submittal Meeting Thursday, January 16, 2025 Written questions due by 2:00 pm Friday, January 31, 2025 *submit via email Leigh.Doran@putnam-fl.gov RFQ Submittals Due by 2:00 pm Monday, February 10, 2025 Public Opening of Submittals Monday, February 10, 2025 Initial Evaluation Meeting Thursday, February 27, 2025 Presentations @ 9:00 am (if needed or desired) Friday, March 14, 2025 Final Evaluation Meeting Friday, March 14, 2025 Intent to Recommend Rank Order Monday, March 17, 2025 Protest Period March 17, 2025 – March 20, 2025 Contract to BOCC for Award Tuesday, March 25, 2025

*The RFQ Award is contingent upon acceptance and approval by the Putnam County Board of County Commissioners of the recommended Intent to Award. The recommendation of the Intent To Award is scheduled to be presented at the March 25, 2025 board meeting.

PUBLISH LEGAL NOTICE:

Date of first run: January 8, 2025 Palatka Daily News https://www.palatkadailynews.com/

PRE-SUBMITTAL MEETING

The county will conduct a mandatory pre-submittal meeting at 10:00 a.m.