Emergency Medical Services (EMS) Division Uniform Contract

The Board of County Commissioners of Okaloosa County, FL, are seeking proposals for Emergency Medical Services (EMS) Division Uniform Contract.

Background

Project Details

• Reference ID: RFP PS 34-26
• Department: Public Safety
• Department Head: Patrick Maddox (Director)

Important Dates

• Questions Due: 2026-03-31T20:00:00.000Z

Meetings & Milestones

Addenda

• Addendum #1 (released 2026-04-13T19:25:13.667Z) —

  ADDENDUM NO. 1

  Section 1. NOTICE:
  Changed: "Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 3:00 pm on Wednesday, April 15, 2026"
  To: "Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 3:00 pm on Tuesday, April 28, 2026"
  
  Section 2.2 PROCUREMENT SCHEDULE (ANTICIPATED):
  Changed: "RFP Response Due Date: April 15, 2026, 3:00pm"
  To: "RFP Response Due Date: April 28, 2026, 3:00pm"
  
  Section 3.4 SUBMITTAL OF RESPONSE:
  Changed: "All responses shall be submitted electronically no later than Wednesday, April 15, 2026 at 3:00 pm."
  To: "All responses shall be submitted electronically no later than Tuesday, April 28, 2026 at 3:00 pm."
  
  Section 8 VENDOR QUESTIONNAIRE:
  Changed: "All responses must be submitted by an authorized representative. All responses must be submitted electronically by 3:00 pm on Wednesday, April 15, 2026."
  To: "All responses must be submitted by an authorized representative. All responses must be submitted electronically by 3:00 pm on Tuesday, April 28, 2026."

• Addendum #2 (released 2026-04-20T21:20:15.251Z) —

  Addendum No. 2

  Please refer to the attached document and information provided below. This Addendum is hereby made a part of the Contract Documents and Specifications for the above-referenced project. All other requirements of the original Contract Documents and Specifications shall remain in full force and effect.

  The purpose of Addendum No. 2 is to address vendor questions submitted prior to the deadline for receipt of questions. The Question-and-Answer period is now closed. Vendors shall prepare and submit their proposals based on the information provided herein and in the original solicitation documents. 

  Pursuant to the solicitation’s Question-and-Answer section, badge and nameplate images are hereby incorporated into the attachments for Addendum No. 2, as such materials were specifically requested for review. These images are provided solely for reference by the Corrections Department. The EMS Department does not require vendors to furnish badges or nameplates under this solicitation.

Evaluation Criteria

• Product Quality and Durability (40 pts) —

  Proposals will be evaluated on durability, comfort, construction quality, and functional performance of the proposed uniforms during continuous emergency medical services operations. Consideration will include suitability for high heat and humidity, wet and inclement weather, varied terrain, reinforced construction at stress points, breathability, and suitability for extended wear.

   

  Criteria	Description	Points
  Fabric Durability	Abrasion, Tear Resistance, Material Weight	10
  Construction Quality	Stitching, Reinforcements, Hardware	10
  Laundering Performance	Shrinkage, Colorfastness, Wear After Washes	10
  Field Performance	Comfort, Mobility, Public Safety Suitability, Warranty Details	10
  	Total	40

   

• Compliance with Scope and Specifications (20 pts) —

  Proposals will be evaluated on the proposer’s ability to meet or exceed all requirements outlined in the Scope of Work, including but not limited to uniform components, color and appearance standards, environmental performance requirements, sizing availability, and customization capabilities.

• Pricing and Cost Structure (20 pts) —

  Proposals will be evaluated on pricing competitiveness, transparency, and overall value to the County. Consideration may include volume pricing, contract price stability, warranty coverage, repair or replacement policies, and total cost of ownership over the contract term. A pricing chart is attached to this RFP scoring criteria. Proposers may include additional items, but pricing must be provided for all items listed on the attached chart.

• Customer Service, Delivery, and Support (10 pts) —

  Proposals will be evaluated on ordering processes, delivery timelines, inventory availability, customer service responsiveness, warranty handling, and the proposer’s ability to provide ongoing support throughout the contract term. Vendors must specify their typical turnaround times and delivery schedules for all items.

• Vendor Experience and Qualifications (10 pts) —

  Proposals will be evaluated on the proposer’s experience providing uniform programs to emergency medical services, fire, law enforcement, or other public safety agencies of comparable size and operational complexity. Evaluation may include years of experience, reference quality, and demonstrated past performance.

Submission Requirements

• 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 (required) —

  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.

• Drug-Free Workplace Certification (required) —

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

  1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
  2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
  3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection A.
  4. 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.
  5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee’s community, by any employee who is convicted.
  6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

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

• Federal E-Verify Compliance Certification (required) —

  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. 

• Cone of Silence Certification (required) —

  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.

• Indemnification and Hold Harmless Certification (required) —

  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.

• LOBBYING - 31 U.S.C. 1352, 49 CFR Part 19, 49 CFR Part 20 (required) —

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

  1. 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.
  2. 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.)]
  3. 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 $100,000 for each such failure.

  [Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than

  $100,000 for each such expenditure or failure.]  The Contractor certifies  or  affirms  the  truthfulness  and  accuracy  of  each  statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.

• Government Debarment and Suspension Certification (required) —
  1. By clicking "Please Confirm" below, the prospective lower tier participant is providing the certification set out in accordance with these instructions.
  2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
  3. The prospective lower tier participant shall provide immediate written notice to the person(s) to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
  4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Orders 12549, at Subpart C of OMB 2 C.F.R. Part 180 and 3000.332. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.
  5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
  6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
  7.  A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the System for Award Management (SAM) database.
  8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
  9. Except for transactions authorized under paragraph (E) of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

  The following statement is made in accordance with the Privacy Act of 1974 (5 U.S.C. § 552(a), as amended). This certification is required by the regulations implementing Executive Orders 12549, Debarment and Suspension, and OMB 2 C.F.R.

  Part 180, Participants' responsibilities. The regulations were amended and published on August 31, 2005, in 70 Fed. Reg. 51865-51880.

  The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal or State department or agency;

  Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

• Scrutinized Company Certification (required) —

  Proposer certifies that it is not:

  1. listed on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes,
  2. engaged in a boycott of Israel,
  3. listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, Florida Statutes, or
  4. engaged in business operations in Cuba or Syria. 

  Pursuant to section 287.135(5), Florida Statutes, the County may disqualify the bid proper immediately or immediately terminate any agreement entered into for cause if the bid proposer is found to have submitted a false certification as to the above or if the Contractor  is placed on the Scrutinized Companies that Boycott Israel List, is engaged in a boycott of Israel, has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has been engaged in business operations in Cuba or Syria, during the term of the Agreement.  If the County determines that the bid proposer has submitted a false certification, the County will provide written notice to the bid proposer.  Unless the bid proposer demonstrates in writing, within 90 calendar days of receipt of the notice, that the County’s determination of false certification was made in error, the County shall bring a civil action against the bid proposer.   If the County’s determination is upheld, a civil penalty shall apply, and the bid proposer will be ineligible to bid on any Agreement with a Florida agency or local governmental entity for three years after the date of County’s determination of false certification by bid proposer. 

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

• Federally Grant Funded Project Certification (required) —

  This solicitation contains Federal Grant funds.  To the extent applicable, in accordance with Federal law, respondents shall comply with the clauses as enumerated below.  Proposer shall adhere to all grant conditions as set forth in the requirements of the Grant including, but not limited to, those set forth below, as well as those listed below, which are incorporated herein by reference:

  1. 2 CFR. 25.110
  2. 2 CFR Part 170 (including Appendix A), 180, 200 (including Appendixes), and 3000
  3. Executive Orders 12549 and 12689
  4. 41 CFR s. 60-1(a) and (d)
  5. Consolidated Appropriations Act, 2021, Public Law 116-260 related to salary limitations

  These cited regulations are hereby incorporated and made part of this Solicitation as if fully set forth herein.  As stated above, this list is not all inclusive, any other requirement of law applicable in accordance with the Federal, State or grant requirements are also applicable and hereby incorporated into this Solicitation.  If Proposer cannot adhere to or objects to any of the applicable federal requirements, Proposers proposal may be deemed by the County as unresponsive. The provisions in the exhibit tilted GRANT FUNDED CLAUSES in the Exhibit and Attachments Section are supplemental and in addition to all other provisions within the procurement.   In the event of any conflict between the terms and conditions of this Exhibit and the terms and conditions of the remainder of the procurement, the conflicting terms and conditions of this Exhibit shall prevail. However, in the event of any conflict between the terms and conditions of this Exhibit and the terms and conditions of any federal grant funding document provided specific to the funds being used to contract services or goods under this Procurement the conflicting terms and conditions of that document shall prevail. 

  Proposer certifies that they are fully able to comply with these requirements, federal terms and conditions and has made any inquires and/or further examination of the law and requirements as is necessary to comply.

• DBE/Minority Vendor (required) —

  Are you a certified DBE or Minority Vendor?

• DBE/Minority Vendor Number (required) —

  Enter your DBE/Minority Vendor Certification Number

• DBE/Minority Vendor Certification (required) —

  Upload a copy of your DBE/Minority Vendor certification.

• Required Forms & Documents
• References (required) —

  Please download the below documents, complete, and upload.

• Public Entity Crime Certification (required) —

  Please download the below documents, complete, and upload.

• Anti-Human Trafficking Affidavit (required) —

  Please download the below documents, complete, and upload.

• Grant Funding Acknowledgement (required) —

  Please download the below documents, complete, and upload.

• Proposal Documents (required) —

  Upload your proposal documents here.

• Goods and Services (required) —

  What are you purchasing?

• Piggyback Agreement (required) —

  Will the bid be available to other Florida entities under the same conditions, contract price and the same effective period?

• Pre-Bid/Pre-Proposal Meeting (required) —

  Select an Option below.

Questions & Answers