Impact Fee Study Update, Legal Review, Extraordinary Circumstances Analysis, and Ordinance Update

Clay County Board of County Commissioners (County) is requesting statement of qualifications from firms to conduct an update to the County’s existing impact fee study, evaluate current and future capital facility needs, review existing impact fee methodologies, provide technical and legal analysis regarding the applicability of the extraordinary circumstances provisions contained within Section 163.31801, Florida Statutes, and prepare any ordinance amendments necessary to implement recommended changes.

The County seeks to update and refine its existing impact fee program rather than develop an entirely new methodology.

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:

1. Inquiries may be submitted to the Purchasing Department if specifically provided in the Request for Bids;
2. Pre-bid conferences provided for in the Request for Bids; and
3. Formal presentations by Bidders to the designated Evaluation Committee or to the Board or any committee thereof specifically contemplated in the Request for Bids.

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 vendors 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 FIRM 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.

Background

The County adopted impact fees based upon the findings and recommendations of the County’s 2022 Development Impact Fee Study. Since completion of that study, the County has experienced continued growth, changing development patterns, evolving capital improvement programs, construction cost escalation, and changes to Florida impact fee law.

The County desires to maintain a legally defensible impact fee program that accurately reflects the impacts of new development and ensures compliance with Florida Statutes and applicable case law. The selected Firm shall evaluate all assumptions, facility inventories, growth projections, service standards, capital improvement programs, and fee calculations necessary to support the continued implementation of a legally defensible impact fee program.

Project Details

• Reference ID: 25/26-103
• Department: OMB
• Department Head: Debbie Sileo (Director of OMB)

Important Dates

• Questions Due: 2026-08-17T20:30:00.000Z
• Answers Posted By: 2026-08-21T20:30:00.000Z

Meetings & Milestones

Evaluation Criteria

• Qualifications of Respondent and Personnel Assigned to Project (15 Points) (15 pts) —

  Provide a company overview including the following information:

  1. Introduction of Company
     1. Provide an overview of the Company's history, including the number of years in business and relevant experience in the industry.  
     2. Detail the Company's size, including annual billings.
     3. Explain the structure and ownership.
     4. State the number of full-time employees.
     5. Include experience working with government entities or similar organizations.
  2. Firm Qualifications 
     1. Description of the firm's core services and areas of expertise.
     2. Number of employees and office locations.
     3. Florida office(s) that will perform the work.
     4. Organizational structure relevant to this project.
     5. Description of the Firm's capacity and available resources to successfully complete the project.
  3. Project Team 
     1. Identify all key personnel proposed for this project. 
        1. For each individual, provide:
           1. Role and responsibilities
           2. Years of professional experience
           3. Years with the firm
           4. Relevant education
           5. Professional licenses, registrations, or certifications
           6. Specialized training related to impact fee studies
           7. Florida-specific experience
           8. Availability and anticipated level of involvement
• Relevant Florida Impact Fee Experience and Performance (25 Points) (25 pts) —

  Provide a response including the following information:

  1. Provide information for five (5) Florida impact fee studies completed within the past ten (10) years. including:
     1. Client Name
     2. Location
     3. Year completed
     4. Population services
     5. Type of government (County, City, Special District, etc)
     6. Impact fee categories evaluated (transportation, parks, fire, EMS, libraries, law enforcement, public buildings, utilities, schools, etc.)
     7. Contract value
     8. Scope of services performed
     9. Whether the study included:
        • Comprehensive impact fee update
        • New impact fee development
        • Land use assumptions
        • Capital Improvements Plan (CIP) review
        • Credits methodology
        • Benefit districts or service areas
        • Proportionate share analysis
        • Alternative methodologies
     10. Whether the fee study was ultimately adopted by the governing board. 
• Project Approach and Methodology (20 Points) (20 pts) —

  Provide a response including the following information:

  1. Understanding of the Project
     1. Describe the firm's understanding of the County's goals and the purpose of the Impact Fee Study, including:
        1. Developing legally defensible impact fees.
        2. Ensuring compliance with applicable Florida Statutes and case law.
        3. Supporting future growth while maintaining equitable cost allocation.
        4. Providing a transparent methodology that can be clearly communicated to stakeholders.
  2. Proposed Methodology 
     1. Describe the methodology that will be used to perform the study, including:
        1. Data collection and validation.
        2. Review of existing impact fee ordinances and methodologies.
        3. Land use assumptions and growth projections.
        4. Level of service analysis.
        5. Capital Improvements Plan (CIP) review.
        6. Capacity analysis.
        7. Cost allocation methodology.
        8. Credits and offsets.
        9. Calculation of impact fees.
        10. Sensitivity or scenario analyses (if proposed).
        11. Development of recommendations.
     2. Describe any proprietary tools, software, models, or analytical techniques that will be utilized.
• Florida Impact Law Expertise (15 points) (15 pts) —

  The identified attorney shall possess demonstrated experience in:

  • Florida impact fee law;
  • Impact fee ordinance preparation;
  • Growth management law;
  • Local government finance; and
  • Impact fee litigation, appellate review, or legal defense.

• Project Schedule and Availability (10 points) (10 pts) —

  Provide a response including the following information:

  1. Project Schedule 
     1. Major project tasks and milestones.
     2. Estimated duration for each phase of the project.
     3. Anticipated dates for key deliverables.
     4. County review periods.
     5. Board of County Commissioners presentations.
     6. Estimated project completion date.
  2. Personnel Availability
     1. Describe the availability of the proposed Project Manager and key personnel, including:
        1. Current workload.
        2. Availability to begin work upon contract execution.
        3. Anticipated level of involvement throughout the project.
        4. Any known scheduling conflicts that may affect project performance.
• Extraordinary Circumstances Experience (10) (10 pts) —

  The Firm's team shall demonstrate direct experience evaluating or advising local governments regarding the extraordinary circumstances provisions contained within Section 163.31801, Florida Statutes.

• References (5 points) (5 pts) —

  Provide a listing of a minimum five (5) comparable client references.  Include name of project, owner, and valid contact information. References will be evaluated based on their responsiveness, satisfaction with services, and the success of past projects.

  References will be evaluated based on their responsiveness, satisfaction with services, and the success of past projects.

• Local Preference (5 Points) (5 pts) —

  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

Submission Requirements

• Response Acknowledgement (required) —

  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.

• Proprietary/Confidential Information (required) —

  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.

• Separate Redacted Copy of Bid —

  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.

• Litigation, Investigations, and Disputes Disclosure (A) (required) —

  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)

  • Copies of legal documentation substantiating the information provided above 

  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.

• Litigation, Investigations, and Disputes Disclosure (B) —

  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)

  • Copies of legal documentation substantiating the information provided above 

  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.

• Legal Name (required) —

  Please enter your Company's Legal Name. 

• Approved Designated Signee (required) —

  Please provide the full name, title, and email address of the authorized signee for your company.

• Company Contact Information (required) —

  Please provide the following details for your Company's primary contact person:

  1. Company Primary Contact Name:
     (First and Last Name)
  2. Company Primary Contact Role:
     (Position or Title within the Organization)
  3. Company Primary Contact Phone Number:
     (Include Area Code)
  4. Company Primary Contact Email Address:
     (Please provide a valid and frequently monitored email address)
• Company Remittance Address (required) —

  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

• W-9 (required) —

  Please fill out the attached W-9. 

• EFT Authorization Form —

  Please download the below documents, complete, and upload.

• SunBiz Verification (required) —

  Please enter your EIN number here

• E-Verify (required) —

  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. 

• E-Verify (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Disclosure: (required) —

  County Employee: Please mark yes or no if you work for Clay County as an employee.

• Conflict of Interest Disclosure: (required) —

  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.

  This certifies that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County.

• Conflict of Interest Disclosure: (required) —

  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".

• Bid Bond / Cashier Check / Certified Check (required) —

  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.

• Section 287.05701, Florida Statutes - Prohibition against considering social, political, or ideological interests in government contracting (required) —

  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. 

• Term Acknowledgement (required) —

  The Bidder acknowledges that they have thoroughly reviewed the term outlined in the Scope of Work

• Drug-Free Workplace (required) —

  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. 

• Drug-Free Workplace Policy —

  If the Bidders Company has a drug-free workplace policy, please upload such policy. 

• Material Lead Time (required) —

  Are there any long lead times associated with obtaining the materials required to perform the work outlined in this RFB?

• Proof of Insurance (required) —

  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.

• Workers' Compensation Exemption (A) (required) —

  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.

   

• Workers' Compensation Exemption (B) —

  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. 

• Warranty Form (required) —

  Please upload a sample or draft of your Warranty.

• Obtaining Plans for the Project - Exempt Documents Distribution Form (required) —

  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.

• Scrutinized Companies Certification (required) —

  Please download the below documents, complete, and upload.

• Davis Bacon (required) —

  I have read and acknowledge the document(s) attached above for the Davis Bacon Wage Rates.

• Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion (required) —

  Please download the below documents, complete, and upload.

• Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion (required) —

  Please enter your legal company name.

• Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion (required) —

  Please download the below documents, complete, and upload.

• Byrd Anti-Lobbying Compliance and Certification Regarding Lobbying (required) —

  Please download the below documents, complete, and upload.

• Compliance with ARPA Federal Guidelines (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Disclosure Form (required) —

  Please download the below documents, complete, and upload.

• Section 3 - Information and Instructions for Contractors & Subcontractors (required) —

  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.

• CDBG Supplemental Conditions for Construction Contracts (required) —

  Please download the below documents, and acknowledge receipt on the question below.

• CDBG Supplemental Conditions for Construction Contracts (required) —

  I have read and acknowledge the document(s) for CDBG Supplemental Conditions for Construction Contracts attached above.

• Clay County Community Development Block Program Purchasing Policy (required) —

  Please download the below documents, and acknowledge receipt on the question below.

• Clay County Community Development Block Program Purchasing Policy (required) —

  I have read and acknowledge the documents(s) (Clay County Community Development Block Program Purchasing Policy)

• Hazard Mitigation Grant Program (HMGP) Compliance Required Contract Clauses (required) —

  Please download the below documents, complete, and upload.

• FDOT Documentation (required) —

  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

• Submittal Sections —
  • Qualifications of Respondent and Personnel Assigned to Project
  • Relevant Florida Impact Fee Experience and Performance
  • Project Approach and Methodology
  • Florida Impact Law Expertise
  • Project Schedule and Availability
  • Extraordinary Circumstances Experience
  • References
  • Local Preference

   

   

• Qualifications of Respondent and Personnel Assigned to Project (required) —

  Provide a company overview including the following information:

  1. Introduction of Company
     1. Provide an overview of the Company's history, including the number of years in business and relevant experience in the industry.  
     2. Detail the Company's size, including annual billings.
     3. Explain the structure and ownership.
     4. State the number of full-time employees.
     5. Include experience working with government entities or similar organizations.
  2. Firm Qualifications 
     1. Description of the firm's core services and areas of expertise.
     2. Number of employees and office locations.
     3. Florida office(s) that will perform the work.
     4. Organizational structure relevant to this project.
     5. Description of the Firm's capacity and available resources to successfully complete the project.
  3. Project Team 
     1. Identify all key personnel proposed for this project. 
        1. For each individual, provide:
           1. Role and responsibilities
           2. Years of professional experience
           3. Years with the firm
           4. Relevant education
           5. Professional licenses, registrations, or certifications
           6. Specialized training related to impact fee studies
           7. Florida-specific experience
           8. Availability and anticipated level of involvement
• Relevant Florida Impact Fee Experience and Performance (required) —

  Provide a response including the following information:

  1. Provide information for five (5) Florida impact fee studies completed within the past ten (10) years. including:
     1. Client Name
     2. Location
     3. Year completed
     4. Population services
     5. Type of government (County, City, Special District, etc)
     6. Impact fee categories evaluated (transportation, parks, fire, EMS, libraries, law enforcement, public buildings, utilities, schools, etc.)
     7. Contract value
     8. Scope of services performed
     9. Whether the study included:
        • Comprehensive impact fee update
        • New impact fee development
        • Land use assumptions
        • Capital Improvements Plan (CIP) review
        • Credits methodology
        • Benefit districts or service areas
        • Proportionate share analysis
        • Alternative methodologies
     10. Whether the fee study was ultimately adopted by the governing board. 
• Project Approach and Methodology (required) —

  Provide a response including the following information:

  1. Understanding of the Project
     1. Describe the firm's understanding of the County's goals and the purpose of the Impact Fee Study, including:
        1. Developing legally defensible impact fees.
        2. Ensuring compliance with applicable Florida Statutes and case law.
        3. Supporting future growth while maintaining equitable cost allocation.
        4. Providing a transparent methodology that can be clearly communicated to stakeholders.
  2. Proposed Methodology 
     1. Describe the methodology that will be used to perform the study, including:
        1. Data collection and validation.
        2. Review of existing impact fee ordinances and methodologies.
        3. Land use assumptions and growth projections.
        4. Level of service analysis.
        5. Capital Improvements Plan (CIP) review.
        6. Capacity analysis.
        7. Cost allocation methodology.
        8. Credits and offsets.
        9. Calculation of impact fees.
        10. Sensitivity or scenario analyses (if proposed).
        11. Development of recommendations.
     2. Describe any proprietary tools, software, models, or analytical techniques that will be utilized.
• Florida Impact Law Expertise (required) —

  The identified attorney shall possess demonstrated experience in:

  • Florida impact fee law;
  • Impact fee ordinance preparation;
  • Growth management law;
  • Local government finance; and
  • Impact fee litigation, appellate review, or legal defense.

• Project Schedule and Availability (required) —

  Provide a response including the following information:

  1. Project Schedule 
     1. Major project tasks and milestones.
     2. Estimated duration for each phase of the project.
     3. Anticipated dates for key deliverables.
     4. County review periods.
     5. Board of County Commissioners presentations.
     6. Estimated project completion date.
  2. Personnel Availability
     1. Describe the availability of the proposed Project Manager and key personnel, including:
        1. Current workload.
        2. Availability to begin work upon contract execution.
        3. Anticipated level of involvement throughout the project.
        4. Any known scheduling conflicts that may affect project performance.
• Extraordinary Circumstances Experience (required) —

  The firm's team shall demonstrate direct experience evaluating or advising local governments regarding the extraordinary circumstances provisions contained within Section 163.31801, Florida Statutes.

• References (required) —

  Provide a listing of a minimum five (5) comparable client references.  Include name of project, owner, and valid contact information. References will be evaluated based on their responsiveness, satisfaction with services, and the success of past projects.

  References will be evaluated based on their responsiveness, satisfaction with services, and the success of past projects.

• Local Preference (required) —

  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:

• Local Preference —

  If you selected (A) or (B) in the question above, please download the below documents, complete, and upload.

• Contract Negotiations Acknowledgement (required) —

  During contract negotiations, successful proposers will be required to provide a Schedule of Proposed Rates. Such rates and costs will be used in the negotiation of fees and shall remain in effect throughout the length of the contract, except – at the sole discretion of the County such rates may be adjusted when an amendment to the original agreement is being negotiated; provided any increases in rates shall not exceed actual increases in the appropriate index (CPI) for the service being provided since the date of the Original Agreement (Contract). Any allowable rate adjustments for subconsultants shall also follow this procedure.

• Insurance Requirements (required) —

  Have you verified if there will be additional insurance coverage requirements for this Bid?

  If you answer Yes, please make sure to review / update / change the Insurance requirements listed in the Instructions to Bidders Section.

• Bid Bond / Cashier Check / Certified Check (required) —

  Will this RFB require a 5% Bid Bond / Cashier Check / Certified Check?

  IF YES - Verify that the Supplier Questionnaire includes: 

  1. Bid Bond File upload
  2. Cashier Check / Certified Check Confirmation

  IF NO - Verify that the Supplier Questionnaire does not include:

  1. Bid Bond File upload
  2. Cashier Check / Certified Check Confirmation
• Licenses / Certifications (required) —

  Will Licenses/Certifications be required for this Bid?

• Will this RFB be Funded through a Grant or Federal Funds? (required) —

  Examples: ARPA, CDBG, FEMA and etc...

  IF THIS BID IS FEDERALLY FUNDED, PLEASE CHOOSE THE APPLICABLE DOCUMENTS AND SELECT "YES"

• Grant Agreement (required) —

  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!

• FDOT (required) —

  Is this Bid an FDOT Project?

• Davis Bacon (required) —

  Will this RFB require the Davis Bacon Rate Wages?

  IF YES - you will have to update the attachment with the most recent wage rates! 

• Local Preference (required) —

  Will this Bid utilize Local Preference?

• Warranty (required) —

  Will this Bid require a Warranty?

  Ensure required attachment is included.

• Lead Times (required) —

  Does this RFB require materials of any kind?

• Florida Statute 119.071(3)(b) (required) —

  Are the plans for this RFB solicitation subject to Florida Statute 119.071(3)(b) ? See statute below:

  (b)1. Building plans, blueprints, schematic drawings, and diagrams, including draft, preliminary, and final formats, which depict the internal layout and structural elements of a building, arena, stadium, water treatment facility, or other structure owned or operated by an agency are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution.
   
  2. This exemption applies to building plans, blueprints, schematic drawings, and diagrams, including draft, preliminary, and final formats, which depict the internal layout and structural elements of a building, arena, stadium, water treatment facility, or other structure owned or operated by an agency before, on, or after the effective date of this act.
   
  3. Information made exempt by this paragraph may be disclosed:

  a. To another governmental entity if disclosure is necessary for the receiving entity to perform its duties and responsibilities;

  b. To a licensed architect, engineer, or contractor who is performing work on or related to the building, arena, stadium, water treatment facility, or other structure owned or operated by an agency; or

  c. Upon a showing of good cause before a court of competent jurisdiction.
  4. The entities or persons receiving such information shall maintain the exempt status of the information.
   

  EXAMPLES: Clay County Jail, Clay County Court House, Admin Building.