Risk_Management_Consulting_Services_–_Aviation_Insurance.pdf

REQUEST FOR PROPOSAL RFP AP 70-26

RISK MANAGEMENT CONSULTING SERVICES – AVIATION

INSURANCE

ISSUE DATE: Friday, July 17, 2026

LAST DAY FOR QUESTION: Tuesday, July 28, 2026 at 3:00 pm

OPENING DATE & TIME: Thursday, August 6, 2026 at 3:00 pm.

NOTE: PROPOSALS RECEIVED AFTER THE RESPONSE OPENING DATE & TIME WILL NOT

BE CONSIDERED

Okaloosa County, Florida solicits your company to submit a response on the above referenced goods or services.

All terms, specifications and conditions set forth in this solicitation are incorporated into your response. A response will not be accepted unless all conditions have been met. All responses must have an authorized signature in the space provided below. All responses must be submitted electronically by the time and date listed above.

Responses may not be withdrawn for a period of ninety (90) days after the response opening unless otherwise specified.

Risk Management Consulting Services – Aviation Insurance

NOTICE

RFP

REQUEST FOR PROPOSALS

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 3:00 pm on Thursday, August 6, 2026 for the Risk Management Consulting Services –

Aviation Insurance. Interested respondents desiring consideration shall submit their response online at

OpenGov through the link provided below:

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

Unless otherwise stipulated in the proposal description, all responses must be submitted using OpenGov only. No other means of submission of responses will be accepted. Responses will be accepted by OpenGov until 3:00 pm at which time all timely submitted responses will be opened and reviewed.

The County reserves the right to award to the highest ranked, responsive respondent(s) and to waive any irregularity or technicality in responses received. Okaloosa County shall be the sole judge of the responses and the resulting Agreement(s) that is in its best interest, and its decision shall be final.

For solicitation information, please contact:

DeRita Mason Purchasing Manager dmason@myokaloosa.com

(850) 689-5960

DeRita Mason Purchasing Manager

OKALOOSA COUNTY

BOARD OF COUNTY COMMISSIONERS

PAUL MIXON, CHAIRMAN

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

INTRODUCTION

BACKGROUND AND PURPOSE

The Board of County Commissioners of Okaloosa County, FL, are seeking to obtain professional risk management and airport insurance consulting services to support the Okaloosa County Airports System (the

“Airports System”) and interface with County risk management staff in evaluating, updating, implementing, and administering insurance and risk-transfer requirements applicable to airport operations, development, construction, tenancy, and commercial activities. The consultant will provide strategic and technical advisory services related to review of aviation insurance requirements, contractual risk allocation, emerging operational risks, assess compliance through Certificate of Insurance (COI) review, and recommend industry best practices to promote appropriate risk transfer, regulatory alignment, operational resiliency, and protection of County assets and operations.

PROCUREMENT SCHEDULE (ANTICIPATED)

RFP Advertised & Posted on Website: July 17, 2026

Deadline for Questions: July 28, 2026, 3:00pm

RFP Response Due Date: August 6, 2026, 3:00pm

GENERAL CONDITIONS

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.

All questions or inquiries must be received no later than Tuesday, July 28, 2026 at 3:00 pm. Any addenda or other modification to the solicitation 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 County's OpenGov portal at https://procurement.opengov.com/portal/myokaloosa/projects/280300.

PREPARATION OF RESPONSES

All response forms are 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 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 response 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 response 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 response 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 response submitted by an individual shall show the respondent’s name and official address.

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

All signatures shall be submitted electronically - All names shall be typed or printed below the signature.

The response shall contain an electronic acknowledgement of receipt of all Addenda.

The address and telephone number for communications regarding the proposal shall be listed in the vendor's profile.

https://procurement.opengov.com/portal/myokaloosa/projects/280300

If the respondent is an out-of-state corporation, the response 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.

INTEGRITY OF SOLICITATION DOCUMENTS

Respondents shall use the original Solicitation 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.

SUBMITTAL OF RESPONSE

All responses shall be submitted electronically no later than Thursday, August 6, 2026 at 3:00 pm. All documents should be uploaded in the Vendor Questionnaire Section of this solicitation. The responses submitted should be one (1) completed document, unless otherwise specified within the document.

MODIFICATION & WITHDRAWAL OF RESPONSE

A response may be modified or withdrawn in the County's OpenGov portal prior to the date and time for the opening of responses.

If within 24 hours after responses 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 response, that respondent may withdraw its response, and the response security may be returned. Thereafter, if the work is re-response, that respondent will be disqualified from

A. further purposing on the work, and

B. doing any work on the contract, either as a subcontractor or in any other capacity.

RESPONSES TO REMAIN SUBJECT TO ACCEPTANCE

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

CONDITIONAL & INCOMPLETE RESPONSES

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

ADDITION/DELETION OF ITEM

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

APPLICABLE LAWS & REGULATIONS

All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the projects and services shall apply to the solicitation 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.

DISQUALIFICATION OF RESPONDENTS

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

A. Submission of more than one response 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 responses.

F. Default under previous contract.

G. Listing of the respondent by the Federal Government on its barred/suspended vendor list.

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.

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.

DISCRIMINATION

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a response 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 responses 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.

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.

CONFLICT OF INTEREST

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their responses 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 available in the Vendor Questionnaire

Section of this solicitation.

RECYCLED CONTENT INFORMATION

In support of the Florida Waste Management Law, respondents are encouraged to supply with their response any information available regarding recycled material content in the products response. 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.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

REORGANIZATION OR BANKRUPTCY PROCEEDINGS

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

INVESTIGATION OF RESPONDENT

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

CONE OF SILENCE

The Okaloosa County Board of County Commissioners has established a solicitation silence policy (Cone of

Silence Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the

County Purchasing Department. The period commences from the date of advertisement until award of contract.

All communications shall be directed to the Purchasing Department.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

COMPLIANCE WITH FLORIDA STATUTE 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent:

A. Keep and maintain public records;

B. Provide the public with access to public records on the same terms and conditions that the public agency would provide the records;

C. ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and

D. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

PROTECTION OF RESIDENT WORKERS

The Okaloosa County Board of County Commissioners actively supports the Immigration and Nationality Act

(INA) which includes provisions addressing employment eligibility, employment verifications, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United

States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the

Employment Eligibility Verifications. The respondent shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirements.

Respondents doing construction business with Okaloosa County are required to use the Federal Government

Department of Homeland Security’s website and use the E-Verify Employment Eligibility Verifications System to confirm eligibility of all employees to work in the United States.

SUSPENSION OR TERMINATION FOR CONVENIENCE

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

FAILURE OF PERFORMANCE/DELIVERY

In case of default by the respondent, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the respondent responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the contract and removal of the respondent from the proposal list for duration of one (1) year, at the option of the County.

AUDIT

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

EQUAL EMPLOYMENT OPPORTUNITY; NON-DISCRIMINATION

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

NON-COLLUSION

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

838.22.

UNAUTHORIZED ALIENS/PATRIOT’S ACT

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

FINANCIAL STABILITY

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

CERTIFICATE OF GOOD STANDING FOR STATE OF FLORIDA

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

Vendors shall upload a copy of their certification in the Vendor Questionnaire section of this solicitation.

BYRD ANTI LOBBYING (31 U.S. C. 1352)

The Certification regarding Lobbying executed by Contractor and attached as part of Attachment “A” to the

Agreement is hereby acknowledged and made part of the Agreement by reference.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

WORK HOUR AND SAFETY STANDARDS (40 U.S.C. 3701-3708)

The Certification regarding Work Hours and Safety Standards executed by Contractor and attached as part of

Attachment “A” to the Agreement is hereby acknowledged and made part of the Agreement by reference.

SYSTEM OF AWARD MANAGEMENT (SAM.GOV)

If grant funded, all vendors must be registered in SAM in order to do business with the County. In order to be considered for the project, the vendor must be registered prior to submitting a bid/proposal with the

County. Failure to show proof of SAM.gov registration at time of submitting a bid/proposal may deem the vendors bid/proposal unresponsive. You can register for SAM at the below link: https://sam.gov/content/home. Note it can take some time for a vendor to get registered for the System of

Award Management and as such it is important to start the process as soon as possible to qualify as a responsive vendor.

SUBCONTRACTING

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

For fixed-price (vendor) subcontracts, the following provisions shall apply: The Contractor may award, on a competitive basis, fixed-price subcontracts to consultants/contractors in performing the work described in the

SCOPE OF WORK/SERVICES. Invoices submitted to County for fixed price subcontracted activities shall be supported with a copy of the subcontractor’s invoice and a copy of the tabulation form for the competitive procurement process (e.g., Invitation to Bid, Request for Proposals, or other similar competitive procurement document) resulting in the fixed-price subcontract. The Contractor may request approval from the County to award a fixed-price subcontract resulting from procurement methods other than those identified above. In this instance, the Contractor shall request the advance written approval from County of the fixed price negotiated by

Contractor. The letter of request shall be supported by a detailed budget and Scope of Services to be performed by the subcontractor. Upon receipt of the County’s approval of the fixed-price amount, the Contractor may proceed in finalizing the fixed-price subcontract.

https://dos.myflorida.com/sunbiz https://sam.gov/content/home.

If the procurement is subject to the Consultant’s Competitive Negotiation Act under section 287.055, F.S. or the

Brooks Act, the Contractor must provide documentation clearly evidencing it has complied with the statutory or federal requirements.

SECTION 287.05701, FLORIDA STATUES

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

The County will not give a preference to a proposer based upon the proposer’s social, political, or ideological interests.

UNITED STATES-PRODUCED IRON AND STEEL (s. 255.0993, Fla. Stat.)

Any iron or steel product permanently incorporated into the project must be produced in the United States.

REQUIRED SUBMISSION ITEMS

The following documents and certifications are to be submitted in the Vendor Questionnaire section of this solicitation. Failure to provide any of the required forms or certifications may result in contractor disqualifications.

Certifications:

A. Drug Free Workplace Certification

B. E-Verify Certification

C. Cone of Silence Certification

D. Indemnification and Hold Harmless Certification

E. 31 U.S.C. 1352 Lobbying Certification

F. Government Debarment & Suspension Certification

G. Scrutinized Companies Certification

H. Grant Funding

Forms:

A. Conflict of Interest Disclosure (if needed)

B. List of References

C. Public Entity Crimes Sworn Statement

D. Anti-Human Trafficking Affidavit

INSURANCE REQUIREMENTS

CONTRACTORS INSURANCE

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

Manager or designee.

B. 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.

C. All insurance shall include the interest of all entities named and their respective officials, employees & volunteers of each and all other interests as may be reasonably required by Okaloosa County. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional

Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance.

D. With the exception of Workers’ Compensation policies, the County shall be shown as an Additional

Insured with Endorsement for each policy on the Certificate of Insurance.

E. The County shall retain the right to reject all insurance policies that do not meet the requirement of this

Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the Contractor.

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

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

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

WORKERS’ COMPENSATION INSURANCE

A. 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.

B. 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.

C. 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.

Limit:

State Statutory Employer's Liability $500,000 each accident

COMMERCIAL GENERAL LIABILITY INSURANCE

A. 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.

B. 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

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

Limit

$1M each occurrence for Bodily Injury & Property Damage $1M each occurrence Products and completed operations

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.

Limit:

$1M each accident (a combined single limit)

NOTICE OF CLAIMS OR LITIGATION

The Contractor agrees to report any incident or claim that results from performance of this Agreement. The

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

INDEMNIFICATION & HOLD HARMLESS

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

CERTIFICATE OF INSURANCE

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

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

C. In the event that the insurer is unable to accommodate the cancellation notice requirement, it shall be the responsibility of the contractor to provide the proper notice. Such notification shall be in writing by registered mail, return receipt requested, and Addressed to the Okaloosa County Purchasing Department at 5479-A Old Bethel Road, Crestview, FL 32536.

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

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

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

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

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

GENERAL TERMS

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

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

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

Should the Contractor engage a subcontractor or sub-subcontractor, the same conditions will apply under this

Agreement to each subcontractor and sub-subcontractor.

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

EXCESS/UMBRELLA INSURANCE

The Contractor shall have the right to meet the liability insurance requirements with the purchase of an

EXCESS/UMBRELLA insurance policy. In all instances, the combination of primary and

EXCESS/UMBRELLA liability coverage must equal or exceed the minimum liability insurance limits stated in this Agreement.

PROFESSIONAL LIABILITY and/or ERRORS AND OMMISSIONS LIABILITY

Coverage must be afforded for Wrongful Acts, errors or omissions committed by the CONSULTANT or its employees in performing its professional services under this contract. CONSULTANT 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.

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

SCOPE OF WORK

A. Review and Update of Insurance Requirements

1. The Consultant shall:

1. Conduct a comprehensive review of existing Airport System insurance requirements across:

▪ Airline Use and Lease Agreements

▪ Tenant and concessionaire leases

▪ Ground handling and fueling agreements

▪ Airfield construction and professional services contracts

▪ Ground transportation, parking, rental car, and vendor contracts

▪ Insurance requirements established by the Minimum Standards for Okaloosa County’s two general aviation airports

2. Benchmark insurance requirements against industry best practices, FAA guidance, comparable airport standards, and current market conditions.

3. Recommend revised insurance requirements, including:

▪ Types of coverage, including but not limited to: Airport Liability, Hangarkeepers, Pollution

Liability, Auto Liability, Workers’ Compensation, Property, Cyber/Privacy, Builder’s Risk, UAS/Drone insurance, Excess/Umbrella Liability, Professional Liability / Errors & Omissions, Owner’s Protective Professional Indemnity (OPPI), Terrorism/TRIA considerations, and Non-owned Aircraft Liability

▪ Minimum limits (commercial service, general aviation, airside, landside, and specialized operational environments)

▪ Acceptable carriers (AM Best ratings or equivalent)

▪ Policy provisions, including without limitation endorsements and exclusions required (e.g., Additional Insured, Waiver of Subrogation, Primary & Non-Contributory, 30-day notice of cancellation, etc.)

▪ Situational variations based on risk classifications and coverage structuring

4. Provide redlined updates and final recommended language suitable for adoption into standard lease and contract templates.

2. 5. Advise County risk management staff regarding insurance review and requirements.

B. Certificate of Insurance (COI) Review and Compliance Support

1. Analyze COIs and accompanying endorsements submitted by airport tenants, contractors, and permittees to ensure compliance with the applicable agreements.

2. Identify deficiencies, discrepancies, or unacceptable conditions (e.g., insufficient limits, missing endorsements, non-compliant carriers, conflicting policy language).

3. Provide written compliance findings and recommended responses to tenants/contractors.

4. Assist in developing or refining the Airport System’s internal COI tracking processes, including compliance matrices or checklists tailored to specific contract types.

5. Provide training or support for staff in evaluating COIs and understanding coverage requirements.

C. Risk Assessment & Advisory Support

1. Provide ongoing consultation on risk exposure associated with various airport operations, aeronautical and nonaeronautical activities.

2. Advise on appropriate insurance structures for new or emerging risks.

3. Support the evaluation of unusual or high-risk tenant activities and recommend risk-mitigation strategies or additional insurance provisions.

4. Benchmark recommendations against similarly situated commercial service airports, including small hub and seasonal tourism-oriented airports, taking into consideration evolving aviation insurance market conditions.

D. Policy Review and Negotiation Support

The Consultant shall:

1. Review insurance policies, binders, endorsements, or quotes submitted by tenants/contractors when necessary to verify compliance beyond the COI.

2. Assist Airport System staff in negotiating insurance language with tenants and airlines during agreement development and renewal processes.

3. Offer guidance when exceptions or deviations to standard insurance requirements are requested, including recommended alternatives or risk-mitigation measures.

E. Deliverables

The Consultant shall provide:

• A written report summarizing findings and recommendations for updated insurance requirements

• A complete set of revised insurance standards for lease and contract templates

• COI review summaries and compliance reports

• Risk exposure assessments when requested

• Checklists or matrices for use by Airport staff

• Training sessions or workshops (on-site or virtual), if desired All deliverables are expected to be iterative. Written deliverables shall be provided to the County initially in draft form for review and comment prior to finalization by Consultant.

F. Meetings and Coordination

The Consultant shall:

• Participate in kickoff meetings, working sessions, and coordination meetings as required

• Provide prompt responses to information requests

• Be available for consultation via email, phone, or virtual meetings

• Coordinate closely with Airport Administration, County Legal, County Risk Management, and other departments as appropriate.

G. Expected Outcomes

By virtue of this engagement, the Airports System should have:

• Clear, updated, and industry-aligned insurance requirements

• A streamlined process for reviewing COIs and tracking compliance

• Reduced exposure to uninsured or underinsured risks

• Standardized documents and reference materials for use in day-to-day operations

• Improved consistency across agreements

• Increased confidence in risk transfer protections

TECHNICAL PROPOSAL SUBMISSION REQUIREMENTS

Technical Response Submission Requirements

A. Cover Letter and Company Information

B. Technical Approach

C. Qualifications and Experience

D. Equipment and Resources

E. Pricing Proposal

F. References

Each item shall be submitted in its associated place in the Vendor Questionnaire section of this RFP.

EVALUATION AND SCORING CRITERIA

The proposals will be evaluated based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Experience and Qualifications Points Based 30 (30% of Total)

2. Technical Approach and Understanding of the Scope Points Based 25

(25% of Total)

3. Key Personnel and Aviation Insurance

Expertise Points Based 20

(20% of Total)

4. Past Performance and References Points Based 15 (15% of Total)

5. Cost Proposal Points Based 10 (10% of Total)

PRICE PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Hourly Rate by Staff Level 1 Dollars

TOTAL

VENDOR QUESTIONNAIRE

Okaloosa County, Florida solicits your company to submit a response for referenced goods or services listed in this RFP. All terms, specifications and conditions set forth in this RFP are incorporated into your response. A response will not be accepted unless all conditions have been met. All responses must be submitted by an authorized representative. All responses must be submitted electronically by 3:00 pm on Thursday, August 6, 2026. Responses may not be withdrawn for a period of ninety (90) days after the response opening unless otherwise specified.

Vendor Information

Sam.gov Unique Entity Identifier

Enter your Sam.Gov Unique Entity Identifier (UEI) number.

Cage Code

Enter your Cage Code

Required Certifications

RFP Acknowledgement*

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.

☐ Please confirm

*Response required

Drug-Free Workplace Certification*

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

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

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

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

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

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

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

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

☐ Please confirm

*Response required

Federal E-Verify Compliance Certification*

In accordance with Okaloosa County Policy and Executive Order Number 11-116 from the office of the

Governor of the State of Florida, Respondent hereby certifies that the U.S. Department of Homeland Security’s

E-Verify system will be used to verify the employment eligibility of all new employees hired by the Respondent during the contract term, and shall expressly require any subcontractors performing work or providing services pursuant to the contact to likewise utilize the U.S. Department of Homeland Securities E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term; and shall provide documentation such verification to the COUNTY upon request.

☐ Please confirm

*Response required

Cone of Silence Certification*

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

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

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

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

Respondent hereby certifies to comply with this policy.

☐ Please confirm

*Response required

Indemnification and Hold Harmless Certification*

Respondent certifies that they shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this Agreement.

☐ Please confirm

*Response required

LOBBYING - 31 U.S.C. 1352, 49 CFR Part 19, 49 CFR Part 20*

The undersigned certifies, to the best of his or her knowledge and belief, that:

A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of

Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard

Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by

"Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96). Note:

Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying

Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 U.S.C. 1601, et seq.)]

C. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995).

Any person who fails to file the required certification shall be subject to a civil penalty of not less than

$10,000 and not more than…