4281 Magnolia Oaks Drive

MEMORANDUM

Notice is hereby given that the Santa Rosa County Board of County Commissioners is seeking bids from properly licensed and insured contractors for the Housing Rehabilitation project at 4281 Magnolia Oaks Drive, Pace, Florida, 32571.

A mandatory pre-bid meeting will be held on Wednesday, May 6, 2026, at 9:30 a.m. at 4281 Magnolia Oaks Drive, Pace, Florida, 32571.

Specifications may be secured through the Santa Rosa County Procurement Portal at https://procurement.opengov.com/portal/santarosafl Questions concerning this request should be submitted through the procurement portal by 12:00 pm on Wednesday, May 13, 2026. 

Please submit all proposals through the procurement portal at https://procurement.opengov.com/portal/santarosafl by 10:00 am on Wednesday, May 20, 2026, at which time will be publicly opened.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids for sound documented reasons, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

Background

Update Aluminum Wiring, R/R Hot Water heater, R/R sheetrock in areas and insulation, R/R (2) Exterior French Doors (1) Interior French Door, (2) Exterior Steel Doors, R/R walking shower surround and vanity, R/R closet doors, R/R kitchen sink/faucet and overhead lighting

Project Details

• Reference ID: 26-036
• Department: Housing
• Department Head: Erin Malbeck (Community Housing Manager)

Important Dates

• Questions Due: 2026-05-13T17:00:00.000Z
• Pre-Proposal Meeting: 2026-05-06T14:30:00.000Z — 4281 Magnolia Oaks Drive, Pace, Florida, 32571

Evaluation Criteria

• Additional Insurance Required —

  The following outlines additional insurance coverage requirements, along with their minimum limits, for the given project. This coverage is in addition to the standard requirement.

  General Requirements:

  1. 1. 1. Carrier rating shall be A.M. best rating of B++V or better.
        2. Notice of Cancellation, Non-Renewal, or material change in coverage shall be provided to Santa Rosa County at least 30 days prior to action.
        3. Santa Rosa County shall be named as additional insured on all policies except Workers' Compensation.
• 4281 Magnolia Oaks Drive —

  Update Aluminum electrical wiring to AlumiConn add addition outlets in converted room, R/R 40-gallon electric water heater, R/R Sheetrock & Insulation replace as outlined in SOW,R/R 2 exterior French Doors, 1 Interior french door, 2 Exterior steel entry doors front and laundry area, R/R master bathroom walkin shower with new surround add grab bars and glass shower door and replace vanity with a 36inch wide vanity,R/R mirrored closet doors,R/R Kitchen sink and faucet, R/R overhead light fixture

• Pre-Bid Activity —

  Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County Administrator, Commissioners, County staff, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be directed in writing, via the County e-Procurement Portal located at https://procurement.opengov.com/portal/santarosafl. 

  All questions or inquiries must be received no later than the last day for questions stated in  26-036 4281 Magnolia Oaks Drive. Any addenda or other modification to the bid documents will be issued by the County prior to the date and time of bid closing, as written addenda, and will be posted to the Santa Rosa County e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/santarosafl. 

  Such written addenda or modification shall be part of the bid documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of all addenda. No respondent may rely upon any verbal modification or interpretation.

• Worker's Compensation —

  Proprietor/Executive Officers Exclusion not allowed

  $100,000 Employees Liability $100,000 Accident - Disease $500,000 Disease policy limit

• Preparation of Bid —

  The respondent shall submit bids in accordance with the public notice. The respondent shall submit bids in accordance with bid documents and must be listed on the Division of Corporations website (Sunbiz) for the FEIN provided.

  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 may be rejected.

  A bid 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 bid 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 bid submitted by an individual shall show the respondent’s name and official address.

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

  The bid shall contain an acknowledgement of receipt of all addenda, the numbers of which shall be filled in on the form. The address and telephone number for communications regarding the bid shall be shown.

  If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. A state contractor license number for the State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

  The bid shall be based upon the completion of the Work according to the drawings and specifications, together with all addenda thereto.

• Commercial General Liability —

  Including Premises operations - Products completed ops Contractual Liability and Personal and Advertising Liability

  $1,000,000 CSL $2,000,000 Annual Aggregate

• Submittal of Bid —

  A bid shall be submitted no later than the date and time prescribed in the solicitation and shall be accompanied by the bid security and other required documents. Applicable bond documents may be uploaded, but any physical checks presented must be delivered to the Procurement Office prior to the Bid Opening. Offers by email, facsimile, or telephone will NOT be accepted.

• Automobile Liability - including Hired and Non-owned —

  Automobile Liability - including Hired and Non-owned

  $1,000,000 CSL

• Integrity of Bid Documents —

  Respondents shall use the original documents provided on the Santa Rosa County e-Procurement Portal and enter information only in the spaces where a response is requested. Respondents may use an attachment to the documents if sufficient space is not available. Any modifications or alterations to the original documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a submittal. Any such modification or alteration that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

• Professional Liability —

  Professional Liability

  $1,000,000 Per Occurrence

• Withdrawal of Submittals —

  Any Respondent may withdraw its Submittal, either personally or by written request, at any time prior to the scheduled time for opening Submittals.

• Interpretation —

  No oral interpretation will be made to any Respondent as to the meaning of the drawings or specifications. Every interpretation made to a Respondent will be in the form of an Addendum to the specifications. Addenda will be furnished to each Respondent, but it shall be the Respondent’s responsibility to make inquiry as to Addenda issued. All such addenda shall become part of the contract and all Respondents shall be bound by such Addenda whether received by the Respondent.

• Asbestos Removal Liability —

  Asbestos Removal Liability

  $2,000,000 Per Occurrence

• Bids to Remain Subject to Acceptance —

  All responses will remain subject to acceptance or rejection by Santa Rosa County for sixty (60) calendar days after the day of the response opening. The County may, in its sole discretion, release any response and return the bid security prior to the end of this period.

• Medical Malpractice —

  Medical Malpractice

  $1,000,000 Per Occurrence

• Garage Liability —

  Garage Liability

  $1,000,000 Per Occurrence

• Conditional and Incomplete Bids —

  Santa Rosa County specifically reserves the right to reject any conditional response.

• Addition/Deletion of an Item —

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

• Garage Keepers Liability —

  Garage Keepers Liability

  $500,000 Comprehensive $500,000 Collision

• Specification Exceptions —

  Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the proposal specifications. Respondent must also explain any deviation from the proposal specification in writing. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

• Familiarity with Laws —

  All applicable Federal and State laws, County and municipal ordinances, orders, rules, regulations and General Terms and Conditions of all authorities having jurisdiction over the project 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.

• Moving and Rigging Floater —

  Moving and Rigging Floater

  Endorsement to CGL

• Examination of Documents and Site —

  It is the responsibility of the respondent to inspect the site, scope of the work, and to understand the relevant documents, such as drawings, specifications, addenda, and any other information that may affect the execution of the work and the resources needed. Respondents should ensure that they have a clear and comprehensive knowledge of all the conditions and requirements that may impact the performance of the work under the contract.

• Right to Reject —

  The County reserves the right to waive informalities in a submission, to reject any or all submissions with or without cause, and accept the submission that in its judgment is in the best interest of the County. 

• 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:

  • Submission of more than one response for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.
  • 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.
  • Incomplete work which in the judgment of the County might hinder or prevent the respondents prompt completion of additional work if awarded.
  • Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under previous contract.
  • Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list. 
• 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 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.

• Builders Risk/Installation Floater —

  Builders Risk/Installation Floater

  Provide coverage in full amount of contract.

• Review of Procurement Documents —

  Per Section 119.071 (1)(b)-2., Florida Statutes, sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

• 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.

  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 (850) 983-1857, susant@santarosa.fl.gov; 6495 CAROLINE STREET, SUITE M, MILTON, FLORIDA 32570.

• 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 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 Vendor, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the Vendor responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the Vendor from the response 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 bid from the date of the award through three (3) years after the expiration of contract.

• 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.

• 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 more than 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.

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

• 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. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

• Form of Agreement —

  The Contract form shall be provided by the Procurement Office. The successful contractor shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and return to the County Procurement Office all required contract documents. The awarded contractor shall also provide the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Santa Rosa County Risk Management before the successful contractor proceeds with the work.

  The contractor is responsible for submitting along with their response any exceptions it has to the standard terms of contract, within the attached sample contract. Failure to submit exceptions at time of submittal of the bid will be considered a waiver by the respondent to contest or request exception to the contract provisions.  Any exceptions to the standard terms of contract will be taken into consideration as part of the County’s review of the response.  The County reserves the right to reject bids depending on the substance of the exceptions. 

Submission Requirements

• Statement of Qualifications (required) —

  Please download the below document, complete, and upload.

• State of Florida Dept. of Professional Regulation Registration (required) —

  Please upload registration.

• State or County Contractors Certification (required) —

  Please upload certificate.

• Business License (required) —

  Please upload a valid business license.

• Contractor's Liability Insurance Certificate (required) —

  Please upload COI.

• Workman's Compensation Insurance Certificate or Waiver issued by the State of Florida (required) —

  Please upload a copy of current required insurance declaration page with Santa Rosa County named interest or Letter of Insurability from carrier stating the levels of coverage will be obtained. 

• W-9 Form (required) —

  Please upload W-9.

• Conflict of Interest (required) —

  Please download the below documents, complete, and upload.

• Debarment Form (required) —

  Please download the below documents, complete, and upload.

• Sworn Statement under Section 287.133 (3)(A), Florida Statute on Public Entity Crimes (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Contractor's Certification (required) —

  I (we) certify that I (we) have carefully examined the Housing Program Rehabilitation Project document including the Contractor Section, for the above referenced job, and submit the following TOTAL bid to complete the project to construction industry standards for repairs, and that there will be NO CHANGE ORDERS OR ADDITIONAL FUNDING on this project. On the basis of these examinations, I (we) propose to furnish all materials, tools, machinery, and labor necessary to complete the work in a professional manner and to complete the rehabilitation work at the prices listed opposite each item.

• What are the insurance requirements? (required) —

  Please select all that apply.

• What will the Contract start date be? (required)
• Will a Bid Guarantee be required? (required)
• What will the funding source(s) be? (required)
• Has the state grant been awarded? (required) —

  Select one.

• What is the state grant title/number? (required) —

  Enter grant information

• What are the grant terms or special requirements? (required) —

  Please list any terms or special requirements the grant requires and upload any grant documents you have available. 

• Have you uploaded the Grant documents to the attachment section? (required)
• How many calendar days allowed for project completion? (required) —

  Please enter only the numerical value. (ex. 30, 60, 90)

• Will the following be required? (required)
• Will there be a Pre-Bid meeting? (required) —

  Select one.

• Will this be mandatory? (required) —

  Select one.

• When and where will the Pre-bid be held? (required)