SLED Opportunity · FLORIDA · CLAY COUNTY
AI Summary
Clay County, Florida seeks qualified suppliers to provide EMS medical supplies on an as-needed basis. The contract includes delivery, product standardization, and compliance requirements. Bids are due June 1, 2026, with an initial two-year term and renewal options.
The Clay County Board of County Commissioners (County) is soliciting bids from qualified Suppliers to furnish and deliver Emergency Medical Services (EMS) medical supplies on an as-needed basis to support County operations. This RFB is to award to one (1) or more Suppliers capable of providing high-quality, reliable, and standardized medical supplies that meet the County’s operational and clinical requirements.
Bidders shall submit all inquiries regarding this RFB in the "Question and Answer" tab of the RFB. See "Inquiries/Questions" in the "Instructions to Bidders" below for more information.
Bidders are prohibited from contacting, by any means, whether orally, telephonically, electronically or in writing, any member of the Board, any County employee, including the County Manager, the County Attorney or the Commission Auditor, any member of the designated Evaluation Committee or any agent of the County regarding the Request for Bids in any respect during the Request for Bid Period. The Request for Bid Period during which no contact may occur commences from the date of publication of the notice of a Request for Bids and ends upon a Bid Decision becoming final, i.e. after the notice of bid protest period of 72 hours has expired. However, in the event of a notice of protest, the no contact rule continues in place during the Protest Period and does not end until a resolution of the protest has occurred and become final. The following exceptions exist to the no-contact rule:
The Board reserves the right and power to reject any and all Bids without cause and to waive technical and non-technical or non-material defects in the Request for Bids or submittal of any Bid, and in its discretion to re-advertise the Request for Bids. The Board reserves the right to award Request for Bids which would be in the Best Interest of the County. Interested Suppliers are advised that the Clay County Board of County Commissioners has a local preference policy and Buy American policy. The complete policy for both can be viewed at: https://www.claycountygov.com/government/purchasing/vendor-information.
FOLLOWING THE BID OPENING AND TABULATION, A “NOTICE OF INTENT TO AWARD BID” OR A “NOTICE OF REJECTION OF ALL BIDS” WILL BE POSTED ON THE INTERNET AT:https://procurement.opengov.com/portal/claycounty?status=all.
THIS WEBPAGE CAN ALSO BE ACCESSED FROM THE HOMEPAGE OF THE COUNTY’S WEBSITE AT:https://www.claycountygov.com/government/purchasing/formal-bid-solicitations
PROSPECTIVE BIDDERS ARE NOTIFIED THAT THE FAILURE TO INCLUDE A PROPER BID BOND OR OTHER SECURITY APPROVED UNDER THE COUNTY’S PURCHASING POLICY, IF REQUIRED FOR THIS REQUEST, WILL RESULT IN REJECTION OF THE BID AND SHALL, AS WELL AS THE FAILURE TO FILE A WRITTEN NOTICE OF PROTEST AND TO FILE A WRITTEN PETITION INITIATING A FORMAL PROTEST PROCEEDING WITHIN THE TIMES AND IN THE MANNER PRESCRIBED IN CHAPTER 8, SECTION I OF THE COUNTY’S PURCHASING POLICY SHALL, CONSTITUTE A WAIVER OF THE RIGHT TO PROTEST THE BID REQUEST, ANY ADDENDUM THERETO, OR THE BID DECISION, AS APPLICABLE, AND TO INITIATE A FORMAL PROTEST PROCEEDING UNDER THE PURCHASING POLICY. THE COUNTY’S PURCHASING POLICY CAN BE VIEWED AT THE COUNTY’S WEBSITE BY FOLLOWING THE APPROPRIATE LINKS FROM THE HOMEPAGE ADDRESS SET FORTH ABOVE.
IF A PROSPECTIVE BIDDER IS IN DOUBT WHETHER THIS REQUEST REQUIRES A BID BOND, SUCH PROSPECTIVE BIDDER IS SOLELY RESPONSIBLE FOR MAKING APPROPRIATE INQUIRY.
THE BOARD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS WITHOUT CAUSE AND TO WAIVE TECHNICAL AND NON- TECHNICAL OR NON-MATERIAL DEFECTS IN THE REQUEST OR SUBMITTAL OF ANY BIDS.
A PERSON OR AFFILIATE WHO HAS BEEN PLACED ON THE CONVICTED VENDOR LIST FOLLOWING A CONVICTION FOR A PUBLIC ENTITY CRIME MAY NOT SUBMIT A BID ON A CONTRACT TO PROVIDE ANY GOODS OR SERVICES TO A PUBLIC ENTITY, MAY NOT SUBMIT A BID ON A CONTRACT WITH A PUBLIC ENTITY FOR THE CONSTRUCTION OR REPAIR OF A PUBLIC BUILDING OR PUBLIC WORK, MAY NOT SUBMIT BIDS ON LEASES OF REAL PROPERTY TO A PUBLIC ENTITY, MAY NOT BE AWARDED OR PERFORM WORK AS A CONTRACTOR, SUPPLIER, SUBCONTRACTOR, OR CONSULTANT UNDER A CONTRACT WITH ANY PUBLIC ENTITY, AND MAY NOT TRANSACT BUSINESS WITH ANY PUBLIC ENTITY IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO FOR A PERIOD OF 36 MONTHS FROM THE DATE OF BEING PLACED ON THE CONVICTED VENDOR LIST.
The Clay County Board of County Commissioners (County) provides Emergency Medical Services (EMS) to support the health, safety, and welfare of the community. EMS operations require the use of reliable, high-quality medical supplies that are consistent with established clinical protocols, training standards, and existing equipment utilized across County apparatus and personnel.
Due to the critical nature of EMS operations, the County maintains a high level of product standardization to ensure compatibility, performance, and operational efficiency. This Request for Bids (RFB) reflects those requirements and is intended to secure Suppliers capable of consistently providing specified medical supplies, meeting delivery expectations, and supporting both routine and emergency response operations.
| Event | Date | Location |
|---|---|---|
| Estimated Date for Recommendation to Board of County Commissioners | 2026-06-23T04:00:00.000Z | Clay County Administration Building Fourth Floor 477 Houston Street Green Cove Springs, Florida 32043 |
| Bid Open | 2026-06-02T13:00:00.000Z | Clay County Administration Building Fourth Floor 477 Houston Street Green Cove Springs, Florida 32043 |
The Clay County Board of County Commissioners (County) is soliciting bids from qualified Suppliers to furnish and deliver Emergency Medical Services (EMS) medical supplies on an as-needed basis in accordance with the specifications, terms, and conditions set forth herein.
The intent of this Request for Bids (RFB) is to award to one (1) or more Suppliers capable of providing high-quality, standardized EMS supplies that meet the County’s operational, clinical, and compatibility requirements.
The term 'RFB' (Request for Bids) used throughout this solicitation is intended to be all-inclusive, encompassing competitive processes, such as Request for Bids (RFB), Request for Proposal (RFP), Request for Qualifications (RFQ), Invitation to Negotiate (ITN), Best Final Offer, or Design-Build, and any similar solicitations. These instructions are derived from Clay County's purchasing policy.
The County posts and distributes information pertaining to its RFB's on the County’s e-Procurement Portal. In order to submit a Bid to this RFB the Bidder must be registered with the County’s e-Procurement Portal.
The Bid, containing all required documents, must be received by 4:00 pm on Monday, June 1, 2026 electronically. Any required uploaded documents should be in PDF format and be labeled correctly, unless the Bid states otherwise. The PDF document should be titled with the Bidders name and RFB number.
THE COUNTY NOR THE PUBLIC PORTAL PLATFORM WILL ACCEPT LATE SUBMITTALS
The Bidder should retain a copy of all Bid documents for future reference.
All Bids should be submitted by an officer or employee having authority to bind the Bidder.
All Addenda language issued shall become part of the RFB and Contract documents, and receipt of Addenda must be acknowledged by the Bidder. If issued, Bidders will receive addenda notifications to their email once they have followed the RFB. Failure to acknowledge Addenda which have no effect on the competitive nature of the Bidding process may be a waivable deviation at the County’s sole discretion. Ultimately, it is the sole responsibility of each Bidder to periodically check the County’s e-Procurement Portal for any Addenda.
The County reserves the right to reject any invoice that is incomplete, inaccurate, or not in accordance with this RFB.
Payment may be withheld for any goods not delivered, not accepted, or not in compliance with the specifications of this RFB.
All Addenda distributed subsequent to the initial distribution of the RFB shall be posted in the County’s e-Procurement Portal. It is the responsibility of the Bidder to verify if any Addendum(s) have been issued prior to submitting a Bid to an RFB. No Addendum shall be issued later than five (5) working days prior to the scheduled Bid Opening date.
In accordance with the Americans with Disabilities Act, any person needing accommodations to participate in this matter should contact Clay County Risk Management by mail at P.O. Box 1366, Green Cove Springs, Florida 32043, or by telephone at (904) 679-8596, no later than three (3) days prior to the hearing or proceeding for which this notice has been given. Deaf and hard-of-hearing persons can access the telephone number by contacting the Florida Relay Service at 1-800-955-8770 (Voice) or 1-800-955-8771 (TDD).
The County reserves the right to:
The County further reserves the right to negotiate pricing with the lowest responsive and responsible Bidder(s), provided that the Scope of Work of the RFB remains unchanged.
No guarantee is made as to the quantity of goods to be purchased.
The initial term shall be two (2) years from the Effective Date of the Agreement, with the option to renew for two (2) additional one (1) year periods, upon mutual written agreement of the parties.
Bid Awards for Request for Bids (RFB), where competitive price offer is the only determining factor, shall be awarded based on the lowest responsive and responsible bid. Awards for alternative competitive processes, such as a Request for Proposal (RFP), Request for Qualification (RFQ), Invitation to Negotiate (ITN), Best Final Offer, or Design-Build, should be based on evaluation criteria specified in the request, in addition to price, to determine what is in the Best Interest of the County.
The term “Lowest Responsive Bid” shall mean the lowest Bid price submitted by a Responsive and Responsible Bidder.
The term “Responsive Bidder” means a Bidder that has submitted a Bid, Proposal or reply that conforms in all material respects to the Request for Bids.
The term “Responsible Bidder” means a Bidder who has the capability in all respects to fully perform the Contract requirements and the integrity and reliability that will assure good faith performance.
The County reserves the right to make an award either in part or completely, and/or to accept the bid that, in its judgment, will be in the best interest of the County; providing best value to the County with price, technical, and other applicable factors considered.
The County Reserves the right to award to multiple Bidders.
A work performance evaluation will be conducted periodically to ensure compliance with the award of the RFB.
In case of unit price Bid items, if an error is committed in the extension of an item, the unit price as shown in the Bid response will govern. Errors between any sum, computed by the Bidder, and the correct sum thereof will be resolved in favor of the correct sum. Bidders are expected to examine the RFB in its entirety. Failure to do so will be at the Bidder's risk.
If the County and/or awarded Supplier identifies any additional services to be provided by Supplier that are not covered under the Agreement but are beneficial to the County, such additional services shall be mutually negotiated between the County and the Supplier.
By submission of a Bid, the Bidder agrees that all costs associated with the preparation of Bid will be the sole responsibility of the Bidder and shall not be borne by the County. The Bidder also agrees that the County bears no responsibility for any costs associated with the preparation of their Bid and/or any administrative or judicial proceedings resulting from the RFB process.
Any person who is adversely affected by a RFB, by any Addendum thereto, or by a Bid Decision may file with the County Manager a written notice of Bid Protest no later than 4:30 p.m. on the third Business Day immediately following the date notice is published, with respect to a Request for Bids; no later than 4:30 p.m. on the third Business Day immediately following the date of issuance, with respect to any Addendum; and within 72 hours after the posting of the notice, exclusive of hours occurring during days that are other than Business Days, with respect to a Bid Decision. Full bid protest procedures can be found in the County Purchasing Policy, Chapter 8 Section (I) which is attached hereto or can be found on the County’s website at: https://www.claycountygov.com/government/purchasing/vendor-information
In accordance with Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Department of Corporations. To be eligible to receive a contract and/or purchase order registration must be accomplished prior to the initial posting indicating intent to award to that Supplier. Failure to be registered may be cause for disqualification. Contact the Department of Corporations at (850) 245-6000. Online-filing is available at: http://dos.myflorida.com/sunbiz
Clay County reserves the right to cancel a RFB at any time prior to approval of the award. The decision to cancel a RFB cannot be the basis for a protest under the Bid Protest Procedures as referenced herein.
The award hereunder is subject to Chapter 112, Florida Statutes. All Bidders must disclose with their Bid any personal or organizational conflicts of interest pursuant to Section 112.313, Florida Statutes, the name of any officer, director, or agent who is also an employee of the Clay County Board of County Commissioners. Further, all Bidders must disclose the name of any Clay County Board of County Commissioners employee who owns, directly or indirectly, an interest of the Bidder or any of its branches.
All Contractors must be certified or registered pursuant to Chapter 489, Florida Statutes, or hold a Clay County certification under Article III of Chapter 7 of the Clay County Code, as applicable, at the time of responding to a RFB and must submit evidence of such at the time of submission of any Bid.
The following licensing requirements shall apply when the applicable Florida statute mandates specific licensing for Contractors engaged in the type of work covered by this solicitation. State of Florida, Department of Professional Regulation, Construction Industries Licensing Board and licensed by other federal, state, regional, county or municipal agencies having jurisdiction over the specified construction work. Said licenses shall be in the Bidder's name as it appears on their Bid. Bidders shall supply a copy of each applicable license showing the appropriate license numbers, with expiration dates as required by the County. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the Bid and/or termination of the Contract. Sub-Contractors Contracted by the Prime Contractor shall be licensed in their respective fields to obtain construction permits from the County. Said license must be in the name of the Sub-Contractor.
The following licensing requirements shall apply when applicable (Contractor Prequalification):
Florida Law and Rules of the State of Florida, Department of Transportation, require Contractors to be prequalified with the Department in order to bid for the performance of road, bridge, or public transportation construction contracts greater than $250,000.00. The Contractor Prequalification process results in the issuance of a Certificate of Qualification for each successful applicant which lists the approved work classes and the Maximum Capacity Rating in dollars. It is the responsibility of potential bidders to review the requirement listed on the Pre-Qualification Form and meet the qualifications listed at: https://www.fdot.gov/contracts/prequal-info/prequalified.shtm
Contractors not meeting the applicable work types associated with the scope of the work may utilize Sub-Contractors to assist with meeting the requirement of all necessary prequalification work classes.
Both the County seal and the County logo are registered for a copyright. Neither the Clay County seal nor the logo may be used or provided to non-Clay County government users for use on company Bids, presentations, etc.
Bidders are hereby advised the County will only consider Bids that meet the RFB requirements in its entirety. In instances where a deviation is stated in the Bid, said Bid will be subject to rejection by the County.
Pursuant to Section 287.087, Florida Statutes, whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. 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 bid a copy of the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, 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 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community by, any employee who is so convicted.
(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this Florida Statute.
The awarded Bidder may be required to sign a written Contract. Said Contract will evidence in written form the agreement between the parties. The County permits the use of electronic signatures between the County, Suppliers, other agencies, customers, and members of the public in carrying out transactions by entry into Contracts, memorandums, or other types of agreements. Electronic signatures shall have the same force and effect as manual written signatures. Each person signing on behalf of the parties to a Contract must have full authority to execute the Contract on behalf of such party. The use of electronic signatures does not limit the County’s right or option to conduct a transaction in non-electronic form nor does it affect the obligation to have original hand-written signatures when required.
Construction Services (per FS 725.06):
To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the County including its officers and employees, from liabilities, damages, losses and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the Contractor and persons employed or utilized by the Contractor in the performance of this Agreement.
Design Services (per FS 725.08):
To the fullest extent permitted by law and in accordance with Section 725.08, Florida Statutes, the Consultant shall indemnify and hold harmless the County, including its officers and employees, from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Consultant and other persons employed or utilized by the Consultant in the performance of the Agreement.
Non-construction Services:
The Contractor shall promptly defend, indemnify, and hold harmless the County, and its directors, officers, employees, representatives, agents, boards and commissions from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines, orders, and/or judgments, either at law or in equity, including court costs, attorneys’ fees, professional fees, or other expenses, that may hereafter at any time be made or brought by anyone on account of personal or bodily injury, damage to or loss of property, loss of monies, death, or other loss, arising out of, by reason of, or in any manner connected with or related to the Services provided under this Agreement.
Bidders shall submit all inquiries regarding this RFB in the "Question and Answer" Tab of the RFB via the County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/claycounty. Please note the deadline for submitting inquiries listed in the the RFB’s Timetable. Once issued, Bidders will receive addenda notifications to their email once they have followed the RFB.
For more information/instruction on how to submit an inquiry/question, please visit: https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259
Awarded Bidder has 10 days from the execution of the Agreement to provide a Certificate of Insurance that is compliant with the required coverage.
a. Commercial General Liability
Coverage must be afforded under a Commercial General Liability policy with limits not less than:
Commercial and General Liability policy must include coverage for contractual liability and independent contractors.
b. Business Automobile Liability
Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property Damage in an amount not less than $1,000,000 combined single limit each accident. If the Bidder does not own vehicles, the Bidder shall maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.
c. Workers’ Compensation and Employer’s Liability
Any person or entity performing work for or on behalf of the County must provide Workers’ Compensation and Employer’s Liability insurance in limits not less than:
● Workers Compensation Statutory limits
● Employers Liability $100,000 Each Accident
$500,000 Disease Policy
$100,000 Disease-Each Employee
Exceptions and exemptions may be allowed by the County Manager, if they are in accordance with Florida Statutes.
The Bidder waives, and the Bidder shall ensure that its insurance carrier waives, all subrogation rights against the County, its employees, agents, boards, and commissions, for all losses or damages. The County requires the policy to be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or equivalent.
The Bidder must be in compliance with all applicable State and federal workers’ compensation laws, including the U.S. Longshore Harbor Workers’ Act and the Jones Act, if applicable.
For any Bidder who has exempt status as an individual, the County requires proof of Workers’ Compensation insurance coverage for that Bidder’s employees, leased employees, volunteers, and any workers performing work.
d. Property Coverage (Builder’s Risk) – Applies to Construction related Projects
Coverage must be afforded in an amount not less than 100% of the total Project value, including soft costs, with a deductible of no more than $25,000 each claim. Named Windstorm Deductibles, if any, must be disclosed to the County.
Coverage form shall include, but not be limited to:
For installation of property and/or equipment, Builder’s Risk Installation insurance must be provided to include coverage for materials or equipment stored at the Project site, while in transit, or while stored at a temporary location. Coverage limit must be no less than replacement cost.
The Property Coverage (Builder’s Risk) policy shall insure the interests of the owner, contractor, and subcontractors in the property against all risk of physical loss and damage, and name the County as a loss payee. Additionally, the County shall be named as an Additional Insured for its interest in the property/structure and for any materials purchased directly by the County. This insurance shall remain in effect until the work is completed and the property has been accepted by the County.
e. Professional Liability and/or Errors and Omissions – Applies to Projects involving Professional Services
Coverage must be afforded for Wrongful Acts in an amount not less than $1,000,000 each claim and $1,000,000 aggregate.
Insurance must be kept in force until the third anniversary of the expiration or termination of any Contract that may be entered into between the parties.
f. Umbrella/Excess Insurance
If the Bidder’s primary insurance policy/policies do not meet the minimum requirements, the Bidder may provide an Umbrella/Excess insurance policy to comply with the insurance requirements.
Providing and maintaining adequate insurance coverage is a material obligation of the Bidder. Upon being awarded the Bid and prior to commencement of the Services, the successful Bidder must deliver valid certificates of insurance for the required insurance coverage to the County’s Purchasing Department.
The certificates of insurance for the required coverages, with the exception of Workers’ Compensation, Employer’s Liability, and Professional Liability, shall name “Clay County, a political subdivision of the State of Florida, and The Board of County Commissioners, Clay County, Florida, its employees, agents, boards and commissions, as their interests may appear” as “Additional Insureds”. The coverage shall contain no special limitation on the scope of protection afforded to the County, its employees, agents, officials, boards, and commissions. The certificates of insurance shall indicate if coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claimsmade form, the certificates of insurance will show a retroactive date, which should be the same date of the initial Contract or prior. The Contract number, Bid number, event dates, or other identifying reference must be listed on the certificates of insurance.
The Certificate Holder on the certificates of insurance should read as follows: “Clay County Board of County Commissioners, P.O. Box 1366, Green Cove Springs, FL 32043” or as otherwise designated by the County’s Purchasing Department.
The certificates of insurance shall be provided to the County with a thirty (30) day notice of cancellation; ten (10) days’ notice if cancellation is for nonpayment of premium. In the event that the insurer is unable to accommodate the cancellation notice requirement, it shall be the responsibility of the Bidder to provide the proper notice. Such notification will be in writing by registered mail, return receipt requested, and addressed to the Certificate Holder. In the event the Contract term goes beyond the expiration date of any insurance policy, the Bidder shall provide the County’s Purchasing Department 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. If any required insurance coverage is canceled, terminated, or revoked, the Bidder agrees to immediately suspend its operations until replacement insurance is obtained and verified.
Any exclusions or provisions in the insurance maintained by the Bidder that excludes coverage for work or services contemplated under the Bid shall be deemed unacceptable, a material violation of the County’s Bidding requirements, and shall be considered a breach of any Contract entered into after a Bid Award.
It is the successful Bidder’s responsibility to ensure that all independent and subcontractors comply with the insurance requirements. All coverages for independent and subcontractors shall be subject to all of the requirements stated herein. Any and all deficiencies are the responsibility of the Bidder.
The County Manager may modify the insurance requirements for particular projects and/or Services.
The Bidder shall comply with all laws and regulations applicable to provide the goods and/or services specified in this RFB. The Bidder shall be familiar with all federal, state and local laws that may affect the goods and/or services offered. All applicable Federal and State laws, municipal and Clay County ordinances, and the rules and regulations of all authorities having jurisdiction over any part of the project shall apply to the entire project and Contract.
Each Bidder not intending to Bid should select the "No-Bid" button on the main screen of the posted RFB.
For more information/instruction on how to submit a "No-Bid", please visit: https://opengov.my.site.com/support/s/article/c529de59-be0a-458f-82b0-9aaa0e3dfac1
Bidders are prohibited from contacting, by any means, whether orally, telephonically, electronically or in writing, any member of the Board, any County employee, including the County Manager, the County Attorney or the Commission Auditor, any member of the designated Evaluation Committee or any agent of the County regarding the Request for bids in any respect during the Request for Bid Period.
The Request for Bid Period during which no contact may occur commences from the date of publication of the notice of a Request for Bids and ends upon a Bid Decision becoming final, i.e. after the notice of bid protest period of 72 hours has expired. However, in the event of a notice of protest, the no contact rule continues in place during the Protest Period and does not end until a resolution of the protest has occurred and become final.
The following exceptions exist to the no-contact rule:
All payments will be made in accordance with the Local Government Prompt Payment Act; related to non-construction services and construction services, as it may apply.
Awarded Bidder has 10 days from the execution of the Agreement to provide a compliant Performance and Payment Bond.
Performance and Payment Bonds are not required for projects of $200,000.00 or less. Prior to commencement of a project exceeding $200,000.00, in accordance with F.S. 255.05, the awarded Bidder shall file a 100% Performance Bond and Payment Bond (using Clay County’s Standard Form) in the Public Record of Clay County, Florida, Recording Dept./Room 130, 825 North Orange Avenue, Green Cove Springs, Florida 32043. The recorded Performance and Payment Bonds shall be provided prior to the commencement of construction to Clay County Purchasing Department, PO Box 1366, Green Cove Springs, Florida 32043. Performance and Payment Bonds must be increased in accordance with any change order increases on the project.
Pursuant to Section 287.133(2)(a) of the Florida Statutes, a person or affiliate who has been placed on the convicted supplier list following a conviction for a public entity crime may not submit a Bid for a Contract to provide any goods or services to a public entity, may not submit a Bid for a Contract with a public entity for the construction or repair of a public building or public work, may not submit Bids on leases of real property to a public entity, may not be awarded or perform work as a Contractor, supplier, Sub-Contractor, or consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted supplier list. By submitting a Bid - Bidder attests that they have not been placed on the Convicted Supplier List.
In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Bidders should be aware that Bids are public record. If the Bidder considers any portion of the documents, data or records within their Bid to be confidential and/or proprietary and which they believe to be exempt from disclosure, the Bidder must mark the document/response as “Confidential” in the applicable section, citing specifically the applicable exempting law and provide the County with a separate redacted copy of its Bid. Each RFB will provide a submittal section for a separate redacted copy.
In the event of a request for public records that is in accordance with the above mentioned authority, to which documents that are marked as confidential are responsive, the County will provide the Redacted Copy to the requestor. The Bidder acknowledges that if the Bidder fails to submit a redacted copy of information it claims is confidential, the County is authorized to produce the entire documents, data or records submitted to the County in answer to a public records request for these records.
The County shall have the right to review the references, experience of assigned personnel, and qualifications of the Bidder in order to make the final determination of acceptability of the Bidder.
At the sole discretion of the County, such determination may result in the Bidder being deemed non-responsive.
The Board reserves the right to reject any and all Bids without cause and to waive technical and nontechnical or non-material defects in the request or submittals of any Bids.
In compliance with subsection (5) of Section 287.135(5), Florida Statutes the Bidder certifies that the company is not participating in a boycott of Israel as defined in subsection (1) of the Statute; is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List as referred to in subsection (2) of the Statute; and is not engaged in business operations in Cuba or Syria as defined in subsection (1) of the Statute. The included Scrutinized Companies Certification Form must be completed and returned as part of the Bid.
The County reserves the right to approve all Sub-Contractors. If Sub-Contractors are to be utilized, their names and references must be included within this Bid. Responsibility for the performance of the Contract remains with the main Contractor exclusively. After the commencement of the project, Sub-Contractors may be added or modified during the Contract period only with prior written permission from the County, and only for reasonable cause, as judged by the County.
By submitting a Bid, the Bidder certifies that it is not currently debarred from submitting Bids for contracts issued by any political subdivision or agency of the State of Florida and that it is not an agent of a person or entity that is currently debarred from submitting Bids for contracts issued by any subdivision or agency of the State of Florida.
At the option of the Bidder, the use of the Contract resulting from this solicitation may be extended to other governmental agencies, including the State of Florida, its agencies, political subdivision, counties, and cities.
Each governmental agency permitted by the Bidder to utilize this Contract must operate autonomously from other governmental entities. Each agency is accountable for its own procurement and is only liable for the goods or services it orders, receives, and accepts. No agency assumes liability solely by participating in this bid and subsequent contract award.
The County reserves the right to engage in value engineering discussions prior to the award of the RFB.
The County will give the lowest qualified Bidder the opportunity to determine if viable options exist to meet the budget threshold without substantially reducing the scope of the project as designed and solicited.
The County reserves the right to waive formalities in any Bid, to reject any or all Bids with or without cause, to waive irregularities, and waive technical and non-technical or non-material defects in the Bid document or submittal of any Bid. Bids in which the prices obviously are unbalanced will be rejected. The County reserves the right to reject any and all Bids and to re-advertise for all or any part of this solicitation as deemed in its best interest.
I acknowledge the following:
I will respond to this RFB in the manner that is being requested of me.
I am not to add any embedded links to any documents, as they may not be accessed / reviewed / evaluated. Hyperlinks are defined as a link from a hypertext file or document to another location or file, typically activated by clicking on a highlighted word or image on the screen.
When a document is required to be uploaded, it must be in PDF format. If the document is not in PDF format, it may not be accessed / reviewed / evaluated.
I am not to add any hyperlinks or embedded links to response boxes within the questionnaire, as they may not be accessed / reviewed / evaluated.
In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Bidders should be aware that Bids are public record.
If the Bidder considers any portion of the documents, data or records within their Bid to be confidential and/or proprietary and which they believe to be exempt from disclosure, the Bidder must mark the document/response as “Confidential” in the applicable section, citing specifically the applicable exempting law and provide the County with a separate redacted copy of its Bid.
In the event of a request for public records that is in accordance with the above mentioned authority, to which documents that are marked as confidential are responsive, the County will provide the Redacted Copy to the requestor.
The Bidder acknowledges that if the Bidder fails to submit a redacted copy of information it claims is confidential, the County is authorized to produce the entire documents, data or records submitted to the County in answer to a public records request for these records.
If Question Number 2: Proprietary/Confidential Information is Applicable to you, please read/ follow the instructions below:
Once you have completed all sections of this RFB, create a document that is comprised of the information you have provided.
Redact any portion of the documents, data or records within your Bid that you believe to be confidential and/or proprietary and which you believe to be exempt from disclosure and upload the Redacted copy here.
Has Bidder (including any parent company, subsidiaries, affiliates, officers, directors, or key personnel) been involved in any litigation, arbitration, or administrative proceedings (past or pending) related to its business operations within the past ten (10) years?
If Yes, please provide a detailed explanation, including:
Case caption and number
Jurisdiction (court or administrative body)
Brief description of the nature of the dispute
Status or outcome (e.g., pending, settled, dismissed, judgment entered)
Important: Failure to fully disclose any relevant information, or any misrepresentation or omission of facts, may result in any remedy deemed to be in the best interest of the County.
If Bidder answered 'Yes' to Litigation, Investigations, and Disputes Disclosure (A), please provide a detailed explanation, including:
Case caption and number
Jurisdiction (court or administrative body)
Brief description of the nature of the dispute
Status or outcome (e.g., pending, settled, dismissed, judgment entered)
Important: Failure to fully disclose any relevant information, or any misrepresentation or omission of facts, may result in any remedy deemed to be in the best interest of the County.
Please enter your Company's Legal Name.
Please provide the full name, title, and email address of the authorized signee for your company.
Please provide the following details for your Company's primary contact person:
Please provide your Company's remittance address.
The Address should include:
Street Address: This should include the building number, street name, and, if applicable, suite number.
City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.
Example of a Complete Address:
John Doe
1234 Elm Street, Apt 5B
Springfield, IL 62704
Please fill out the attached W-9.
Please download the below documents, complete, and upload.
Please enter your EIN number here
Please enter your Company's legal name below.
If you are not currently registered with E-Verify, please do so as soon as possible. ALL Bidders must be registered with E-Verify in order to enter into an Agreement with the County.
Please download the below documents, complete, and upload.
County Employee: Please mark yes or no if you work for Clay County as an employee.
An outside personal economic relationship which affords present or future financial benefits to an employee, his family or to individuals with whom he has business or financial ties may be considered a conflict of interest requiring evaluation by the County Manager.
Please select one of the options below:
Please identify yourself, family member or other conflict of interest.
If you selected: "I certify that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County." please enter "Not Applicable".
Bids require a five (5%) percent bid bond and may not be withdrawn after the scheduled opening time for a period of thirty (30) days. The term bid bond shall include bonds or cashier or certified checks payable to the County.
Please upload a copy of your Bid Bond, Cashier Check, or Certified Check here with the requirements listed above.
I acknowledge that any Cashier or Certified Check must be uploaded with the Bid and the original Cashier or Certified Check must be received by the Purchasing Department no later than two (2) business days after the RFB due date.
I acknowledge that if I do not provide the original physical check, the CCBCC Purchasing Department reserves the right to deemed my bid unresponsive.
IF SUBMITTING A CASHIER CHECK / CERTIFIED CHECK:
477 Houston Street
Administrative Building - Fourth Floor
Green Cove Springs, FL 32043
IF SUBMITTING A CASHIER CHECK / CERTIFIED CHECK VIA MAIL:
P.O. Box 1366 Green Cove Springs, FL 32043
Bidders are hereby notified of the provision of section 287.05701, Florida Statutes, as amended, that the Clay County Board of County Commissioners will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder.
The Bidder acknowledges they were notified of the provisions in section 287.05701, Florida Statutes.
The Bidder acknowledges that they have thoroughly reviewed the term outlined in the Scope of Work.
The Bidder acknowledges that they have thoroughly reviewed Contract No. _________, between Clay County and _______________ and agrees that the Bidder and its Sub-Contractors shall comply with all terms and conditions listed in the Agreement in addition to all federal, state, and local laws and regulations applicable to this RFB.
Provide certificate(s) of insurance.
Certificates of insurance shall meet or exceed the requirements listed in Section 2. Instructions to Bidders of this RFB.
Please upload Insurance document(s) here.
Is Bidder currently exempt from carrying Workers’ Compensation insurance?
If Yes, Bidder must provide a valid Certificate of Election to be Exempt issued by the Florida Division of Workers’ Compensation.
If Bidder Answered 'Yes' to Workers' Compensation Exemption (A), please upload a valid Certificate of Election to be Exempt issued by the Florida Division of Workers’ Compensation here.
Pursuant to Section 287.087, Florida Statutes, whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. 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 bid a copy of the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, 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 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community by, any employee who is so convicted.
(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
Does the Bidders business certify that it has implemented a drug-free workplace program? Please answer yes or no below.
If the Bidders Company has a drug-free workplace policy, please upload such policy.
Are there any long lead times associated with obtaining the materials required to perform the work outlined in this RFB?
If yes, please provide a detailed summary of the the lead times for the materials required to fulfill the work outlined in this RFB.
If no, please state that there are no lead times for the materials required to fulfill the work outlined in this RFB.
The Bidder shall list all current licenses and certifications held in the format listed below:
License Name:
License #:
Issuing Agency:
Expiration Date:
Please upload a copy of each current license or certification provided in the response above.
Due to Florida Statute 119.071(3)(b), plans for this project are exempt from Public disclosure. Plans will be given to all Contractors who attend the Mandatory Pre-Bid meeting and who complete an Exempt Documents Distribution Form. The County shall provide the form. Any Subcontractors and major material suppliers that the Bidder provides the plans to are also required to complete an Exempt Documents Distribution Form.
Download the Exempt Documents Distribution Form, have all applicable parties complete the form, and upload.
Resolution No. 2018/2019-2 adopted by the Clay County Board of Commissioners.
Local Business Definition:
(A) a person or business entity which maintains a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, which provides from such permanent place of business the kinds of goods or services solicited, and which at the time of the solicitation submits the Local Business Affidavit of Eligibility; or
(B) a person or business entity which utilizes for at least 40% of the solicited work local Clay County sub-contractors or suppliers, meaning sub-contractors or suppliers which maintain a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, provide from such permanent place of business the kinds of goods or services solicited, and at the time of the solicitation submit the Local Business Affidavit of Eligibility.
The authorized purchasing authority of Clay County shall have the sole discretion to determine if a person or business entity meets the definition of Local Business. Such decision shall not be disputed nor protested.
The Board of County Commissioners reserves the right to award Bids/quotes/proposals which would be in the best interest of the County or reject any and all Bids/quotes/proposals. As such, the County reserves the exclusive right to compare, contrast and otherwise evaluate the qualifications, character, responsibility and financial qualifications of all persons, firms, partnerships, companies or corporations submitting Bids or quotes in any procurement for goods and services when making an award in the best interests of the County.
Resolution No. 2018/2019-2 can be found at: https://www.claycountygov.com/government/purchasing/vendor-information
Please choose one of the following to verify Local preference eligibility:
If you selected (A) or (B) in the question above, please download the below documents, complete, and upload.
A. Buy American Preference
(i) Purpose. The Board wishes to support the Buy American Act of 1933, as set forth in 41 U.S.C. Chapter 83, and the Presidential Executive Orders reiterating the intent to use the Buy American Act to the greatest extent permitted by law by providing a preference for the use of American-made Goods when County funds are expended. A domestic preference for Goods that are manufactured, assembled or produced in the United States encourages the selection and utilization of American-made Goods which in turn promotes the local and regional economy, as well as strengthens state and national economic interests. Further, a domestic preference promotes security, good government and the general convenience of the County’s citizens.
B. Applicability
A Buy American Preference shall apply when fifty-one percent (51%) of the components of the final Good manufactured, assembled or produced to be sold to the County is made in the United States and an affidavit supporting the assertion that fifty-one percent (51%) of the components of the Good is American manufactured, assembled or produced, along with supporting documentation, is submitted with the Bid or written Quote.
The Purchasing Director shall resolve any issues relating to the applicability of the Buy American Preference, and that decision on the applicability of whether a Buy American Preference applies shall not be disputed nor protested.
By selecting "Yes", the Bidder affirms that they qualify for a Buy American Preference as defined below and in the Clay County Purchasing Policy, Chapter 5, Purchasing Rules.
By selecting "No" he Bidder affirms that they do not qualify for a Buy American Preference as defined below and in the Clay County Purchasing Policy, Chapter 5, Purchasing Rules.
If you selected "Yes" in the question above, please download the below documents, complete, and upload.
Please provide three (3) or more references for Projects that your Company has performed for other entities/agencies with similar Scopes as listed in this RFB. Each reference should be listed in the required format below:
Agency/Entity Name:
Address:
City, State & Zip Code:
Contact Person:
Telephone:
Email Address:
Dates of Service:
Project Name:
Type of Service:
Additional Comments:
In addition, please list any previous experience working on government Projects.
Please download the below documents, complete, and upload.
Please download the below documents and acknowledge receipt on the next question.
I have read and acknowledge the document(s) attached above for the Davis Bacon Wage Rates.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Bidder affirms that it is a local business as defined below and in accordance with the following: Resolution No. 2018/2019-2 adopted by the Clay County Board of Commissioners.
Local Business Definition:
(A) a person or business entity which maintains a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, which provides from such permanent place of business the kinds of goods or services solicited, and which at the time of the solicitation submits the Local Business Affidavit of Eligibility; or
(B) a person or business entity which utilizes for at least 40% of the solicited work local Clay County sub-contractors or suppliers, meaning sub-contractors or suppliers which maintain a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, provide from such permanent place of business the kinds of goods or services solicited, and at the time of the solicitation submit the Local Business Affidavit of Eligibility.
The authorized purchasing authority of Clay County shall have the sole discretion to determine if a person or business entity meets the definition of Local Business. Such decision shall not be disputed nor protested.
The Board of County Commissioners reserves the right to award Bids/quotes/proposals which would be in the best interest of the County or reject any and all Bids/quotes/proposals. As such, the County reserves the exclusive right to compare, contrast and otherwise evaluate the qualifications, character, responsibility and financial qualifications of all persons, firms, partnerships, companies or corporations submitting Bids or quotes in any procurement for goods and services when making an award in the best interests of the County.
Resolution No. 2018/2019-2 can be found at: https://www.claycountygov.com/departments/purchasing-division/vendor-information
Please choose one of the following to verify Local preference eligibility:
Please download the below documents, complete, and upload.
Please enter your legal company name.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
A Section 3 “Right to Match” preference shall be afforded to enhance the opportunities and ensure that employment and other economic opportunities generated by certain HUD Housing and/or Community Development Assistance funding shall, to the greatest extent feasible, and consistent with existing Federal, State, and local law and regulations, be directed to low- and very-low income persons and to business concerns which provide economic opportunities to low- and very-low income persons of local businesses to receive awards of Clay County contracts.
A “Section 3 Business” is defined as a business that provides evidence of their Section 3 certification at the time the bid is offered to the County; evidence shall not be provided after the bid closing time.
When a qualified and responsive, non-Section 3 business submits the lowest price bid, and the bid submitted by one or more qualified and responsive Section 3 Business is within ten percent (10%) of the price submitted by the non-Section 3 business, then the Section 3 Business with the apparent lowest bid offer (i.e. the lowest Section 3 bidder) shall have the opportunity to submit, an offer to match the price(s) offered by the overall lowest, qualified and responsive bidder. In such instances, staff shall first verify if the lowest non-Section 3 bidder and the lowest Section 3 bidder are in fact qualified and responsive bidders. Next, the Purchasing Department shall determine if the lowest bidder meets the requirements of Section 287.087 F.S.
If the lowest Section 3 bidder meets the requirements of 287.087, F.S., the Purchasing Department shall invite the lowest Section 3 bidder to submit a matching offer to the Purchasing Department which shall be submitted within five (5) business days thereafter. If the lowest Section 3 bidder submits an offer that fully matches the lowest bid from the lowest non-Section 3 bidder tendered previously, then award shall be made to the Section3 bidder. If the lowest Section 3 bidder declines or is unable to match the lowest non- Section 3 bid price(s), then award will be made to the lowest overall qualified and responsive bidder. If the lowest Section 3 bidder does not meet the requirement of Section 287.087 F.S. and the lowest non- Section 3 bidder does, award will be made to the bidder that meets the requirements of the reference state law.
Bidder must complete and submit with their bid response the Affidavit and Certification for Claiming Status as a Section 3 Business which is included as part of this solicitation and their current Section 3 certification.
Failure on the part of a Bidder to submit this Affidavit with their bid response will preclude said Bidder from being considered for Section 3 preference on this solicitation.
A Bidder who misrepresents the Section 3 Preference status of its firm in a bid submitted to the County will lose the privilege to claim Section 3 Preference status for a period of up to one (1) year.
If necessary, the contracting agency may conduct discussions with qualified and responsive bidders determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and verify qualifications and responsiveness to solicitation requirements.
This project is subject to the provisions of Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by certain HUD Housing and/or Community Development Assistance shall, to the greatest extent feasible, and consistent with existing Federal, State, and local law and regulations, be directed to low- and very-low income persons and to business concerns which provide economic opportunities to low- and very-low income persons
A Section 3 business concerned is defined as follows:
1. That is 51 percent or more owned by Section 3 residents; or
2. Whose permanent, full-time employees include persons, at least 30 percent of whom are currently Section 3 residents, or within three years of the date of first employment with the business concern were Section 3 residents; or
3. That provides evidence of a commitment to subcontract in excess of 25 percent of the dollar award of all subcontracts to be awarded to business concerns that meet the qualifications set forth in section one or two above.
In conformance with Section 3 federal regulations (24 CFR Part 135), Clay County shall direct efforts to award Section 3 covered contracts, to the greatest extent feasible, to Section 3 business concerns in the order of priority listed below:
1. Category 1 businesses: Section 3 business concerns that provide economic opportunities for Section 3 residents in the service area or neighborhood in which the Section 3 covered project is located;
2. Category 2 businesses: Applicants (as this term is defined in 42 U.S.C. 12899) selected to carry out HUD HOUSING AND/OR COMMUNITY DEVELOPMENT ASSISTANCE Youthbuild programs;
3. Category 3 businesses: Other Section 3 business concerns. A business concern seeking to qualify for a Section 3 contracting preference shall certify that the business concern is a Section 3 business concern as described above.
Please download the below documents, complete, and upload.
Please download the below documents, and acknowledge receipt on the question below.
I have read and acknowledge the document(s) for CDBG Supplemental Conditions for Construction Contracts attached above.
I have read and acknowledge the Federal Purchasing Policy provided in the Attachment Section of this RFB.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
1. Bid Opportunity List for Commodities & Contractual Services
2. Disclosure of Lobbying Activities
3. Non-Collusion Declaration and Compliance with 48 CFR § 29
4. Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion - Lower Tier Covered Transactions for Federal Aid Contracts
Please download the below documents, complete, and upload.
Will you be utilizing OpenGov's Pricing Proposal?
If Yes, please make sure to review the Pricing Proposal description ensuring it is tailored to your solicitation.
Will you be using a File Upload within the Supplier Questionnaire for your Price Proposal, rather than the digital Price Proposal provided by OpenGov?
IF YES, a supplier question will populate that you will have to adjust (The prompt and file will need to be adjusted to fit your current RFB).
Have you verified if there will be additional insurance coverage requirements for this solicitation?
IF YES - Please make sure to review / update / change the Insurance requirements listed in the Instructions to Bidders Section.
Will this RFB require a 5% Bid Bond / Cashier Check / Certified Check?
IF YES - Verify that the Supplier Questionnaire includes:
IF NO - Verify that the Supplier Questionnaire does not include:
Will License and/ or Certifications be required for this RFB?
Is this RFB estimated to come in over $200,000.00?
Ensure required attachment is included.
Will this RFB require a County Warranty Form?
If YES, the County Warranty Form (2 years) will populate in the attachments section.
If NO, the County Warranty Form (2 years) will not populate in the attachments section.
Will this RFB require the Contractor / Supplier to provide a copy of a draft Warranty?
If YES, a supplier questionnaire question will populate asking for their draft Warranty. Please adjust this language per your RFB requirements, if necessary (The number of years the Warranty is required to be valid for is blank, you will need to fill this portion in.)
Does this RFB require materials of any kind?
Will the County be advertising this solicitation with the potential to utilize ODP's?
IF YES - Do not remove the ODP section from your scope of work. If you select yes, the ODP information sheet will populate as an attachment automatically.
IF NO - Please make sure to remove the ODP section from your scope of work!
Will this RFB utilize Local Preference?
Will this RFB Utilize Buy American?
Will this RFB require the Davis Bacon Rate Wages?
IF YES - you will have to update the attachment with the most recent wage rates!
Are the plans for this RFB solicitation subject to Florida Statute 119.071(3)(b) ? See statute below:
EXAMPLES: Clay County Jail, Clay County Court House, Admin Building.
Is this RFB an FDOT Project?
Examples: ARPA, CDBG, FEMA, etc...
IF THIS SOLICITATION IS FEDERALLY FUNDED, PLEASE CHOOSE THE APPLICABLE DOCUMENTS AND SELECT "YES"
Will you be referencing and attaching a Grant Agreement to this RFB?
IF YES - The Supplier questionnaire Confirmation Question will populate:
Grant Agreement Terms and Conditions
The Bidder acknowledges that they have thoroughly reviewed Contract No. _________, between Clay County and _______________ and agrees that the Bidder and its Sub-Contractors shall comply with all terms and conditions listed in the Agreement in addition to all federal, state, and local laws and regulations applicable to this RFB.
YOU WILL NEED TO FILL IN THE BLANKS AND EDIT AS NEEDED!
Q (Delivery Locations): How many delivery locations?
A: According to Section 3.2(A)(1) and Section 3.2(E)(3)(a) of the Scope of Work, deliveries shall be made to the Clay County Fire Rescue Logistics Office located at 3249 Craftsman Road, Green Cove Springs, Florida 32043.
Q (#4 PRICING PROPOSAL): Instructions state: Suppliers shall provide the applicable packaging type for each item (e.g., box, case, pack, etc.). Suppliers shall identify the number of units per package for each item Where are we adding this information there is not a place for this in this section?
A: The required information regarding the applicable packaging type for each item (e.g., box, case, pack, etc.) and the number of units per package shall be entered within the second pricing table titled “Cost by Packaging Pricing Table,” not within the “Cost by Each” pricing table.
Q (Award): Will this be awarded as a whole to one vendor or by individual line item?
A: Per Section 3.5 Award, the County reserves the right to award by individual line item, category, or in total, and may award to one or multiple Suppliers, as determined to be in the best interest of the County.
Q (2.26 Performance and Payment Bond): Is there a bid bond required with this bid?
A: There is no Bid Bond required for this RFB
Q (Pricing): Due to the current economic challenges we are facing due to the instability in the market, will you allow for price changes during the year if we have an unexpected change from a manufacturer?
A: Pricing shall remain firm for the initial one-year term of the Agreement. Thereafter, price adjustment requests may be submitted in accordance with the terms and conditions of the RFB and shall be subject to County review and approval.
Q (Clarification): Kindly confirm whether we need to provide any bond or certified check to participate in the bid (before award).
A: There is no Bid Bond required for this RFB
Q (Certificates-Final payment & Partial payment): Are these documents required to be submitted with this bid submittal
A: There is no requirement for Certificates-Final payment & Partial payment for the RFB. Certain language may be standard boilerplate provisions and should be read in conjunction with the specific terms, conditions, and requirements contained within this RFB.
Q (Pre-Bid Meeting): Pre-Bid Meeting date seems to be for 5/15/2026 at 12:00 AM (Midnight). Can the time please be clarified so bidders can make appropriate accommodations to attend? When will the link for the meeting be issued?
A: There will be no Mandatory Pre-Bid meeting for this RFB. This will reflect in a future Addendum.
Q (#4 PRICING PROPOSAL): Are we expected to fill in 400+ items 2x in this section, or can we just fill in the bottom section with the UOM breakdown information
A: Yes, Suppliers are required to complete both pricing sections. The “Cost by Each” section shall be completed for all applicable items, as the Unit Price (“each”) will serve as the basis for evaluation and award. The additional packaging/UOM section is also required to identify the applicable packaging type (box, case, pack, etc.) and the number of units per package for each item.
Q (Pricing): If we no bid some items will our bid still be considered?
A: Yes, your Bid will still be considered. That is just an option for bidders specify what items they are able to bid on within the RFB.
Q (question 8 Pre Bid meeting): So there will be NO pre-bid meeting tomorrow 5/15?
A: There will be no Mandatory Pre-Bid meeting for this RFB. This will reflect in a future Addendum.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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