26-23 Natural Resource Damage Assessment EARLY RESTORATION PHASE IV Artificial Reef Project

BAY COUNTY BOARD OF COUNTY COMMISSIONERS
PURCHASING DEPARTMENT
840 WEST 11th STREET
SUITE 2500
PANAMA CITY, FLORIDA 32401
REQUEST FOR PROPOSALS (RFP)
NATURAL RESOURCE DAMAGE ASSESSMENT
EARLY RESTORATION PHASE IV ARTIFICIAL REEF PROJECT
THIS BID MAY BE SUBMITTED ELECTRONICALLY THROUGH OPENGOV
PROCUREMENT
THOSE BIDDERS WISHING TO SUBMIT A PAPER BID MAY CONTACT THE
PURCHASING DEPARTMENT
RFP No. 26-23
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TABLE OF CONTENTS
RESPONDENT INSTRUCTIONS ..................................................................................... 3
INTRODUCTION .............................................................................................................. 3
QUALIFICATIONS ............................................................................................................ 4
PRE-SUBMITTAL MEETING ............................................................................................ 4
PROPOSAL DEADLINE/DELIVERY ................................................................................ 5
SOLICITATION DOCUMENTS ......................................................................................... 5
POINT OF CONTACT ...................................................................................................... 6
QUESTIONS .................................................................................................................... 6
ADDENDA ........................................................................................................................ 6
PROPOSAL FORM .......................................................................................................... 6
CONTRACT PRICE .......................................................................................................... 7
EXAMINATION OF WORK SITES ................................................................................... 7
WITHDRAWAL OF PROPOSALS .................................................................................... 7
CANCELLATION .............................................................................................................. 7
BASIS OF AWARD ........................................................................................................... 7
TIE PROPOSALS ............................................................................................................. 7
RIGHT TO REJECT ......................................................................................................... 7
EXECUTION OF AGREEMENT ....................................................................................... 8
GENERAL TERMS ........................................................................................................... 8
LICENSES ........................................................................................................................ 8
REPRESENTATIONS ...................................................................................................... 8
SUBCONTRACTORS....................................................................................................... 8
SCRUTINIZED COMPANIES ........................................................................................... 9
PROTEST ......................................................................................................................... 9
EXEMPTION OF MEETINGS/PRESENTATIONS .......................................................... 10
PROPOSAL REQUIREMENTS ...................................................................................... 10
EVALUATION PROCESS AND CRITERIA .................................................................... 15
ATTACHMENT 1 REQUIRED FORMS .......................................................................... 17
ATTACHMENT 2 SAMPLE CONTRACT26-23 Artificial Reef ......................................... 29
EXHIBIT 1 SCOPE OF SERVICES
EXHIBIT 2 NRDA PHASE IV ARTIFICIAL REEF PROJECT LOCATION
EXHIBIT 3 NRDA GRANT 21369
EXHIBIT 4 VENDOR'S PRICE PROPOSAL
EXHIBIT 5 BAY COUNTY INSURANCE REQUIREMENTS
EXHIBIT 6 PUBLIC CONSTRUCTION BOND
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RESPONDENT INSTRUCTIONS
Some of the instructions below may not apply to all projects.
The scope of work/specifications shall control any conflicting provisions.
INTRODUCTION
The Bay County Board of County Commissioners, "County" is seeking proposals from
qualified vendors for the Bay County Artificial Reef Program Natural Resource Damage
Assessment Early Restoration Phase IV Artificial Reef Project. The project consists of
construction and deployment of multi-sided, prefabricated polyhedral concrete artificial
reef modules weighing at least 4,000 pounds. The prefabricated polyhedral concrete
modules must abide by the Type I and Type II specifications.
a. Type I: Polyhedral artificial reef modules 25 ft. (minimum) height, hollow
concrete walled structure with three or more sides and a vertical steel pole
with a thickness 1/4" on top with a minimum height of 10ft. Each side of
the module should have a minimum of 5 openings/windows ranging from 8-40
inches in height and width. The interior of each polyhedral module must contain
a layered habitat structure providing a complex and diverse shelter for
small/juvenile fishes and invertebrates.
b. Type II: Polyhedral artificial reef modules 25 ft. (minimum) height, hollow
concrete walled structure with three or more sides. Each side of the module
should have a minimum of 5 openings/windows ranging from 8-40 inches in
height and width. The interior of each polyhedral module must contain a layered
habitat structure providing a complex and diverse shelter for small/juvenile
fishes and invertebrates.
The deployments will be at locations determined by Bay County Artificial Reef Program
manager within Large Area Artificial Reef Site (LAARS) B, offshore of Bay County in the
Gulf of America. The Army Corps of Engineers permit for the site is permit no. SAJ-1993-
00660 (SP-LSL) authorized on January 12, 2017 and is valid until 12 January 2027.
Deployment locations within LAARS B will be contingent on pre-deployment scan data.
NOTE: No designed artificial reef structures are to exceed the minimum 50 feet
navigational clearance relative to mean low water (MLW). For either Type I of Type II
materials, an opening of at least 36 inches at the top of the polyhedral modules must be
included to allow for sea turtle egress.
Funding for the project is possible through the State of Florida, Florida Fish and Wildlife
Conservation Commission FWC agreement no. #21369 and is contingent on strict
conformance to the guidelines set forth by the Florida Fish and Wildlife Conservation
Commission.
Chapter 379.294 Florida Statutes creates the Florida Artificial Reef Program to enhance
saltwater opportunities and to promote proper management of fisheries resources
associated with artificial reefs for the public interest. The deployment of prefabricated
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concrete polyhedral materials will further support tourism, fishing, and diving
opportunities for Bay County and surrounding communities. Contractors must clearly
define their capabilities to construct and deploy all proposed materials within the
Proposal, not to exceed the allocated project budget of $395,000.00. Contractors shall
specify, within the Proposal, the total number of Type I and Type II modules they
propose to construct and deploy for the allocated budget.
The LAARS B permit area is a federal artificial reef site under the jurisdiction of Bay
County Board of County Commissioners, authorized by the U.S. Army Corps of
Engineers. All Type I and Type II modules will be individually deployed to create reef sites
within the LAARS B permit area. The Army Corps of Engineers permit for the site is permit
no. SAJ-1993-00660 (SP-LSL) authorized on January 12, 2017 and is valid until 12
January 2027.
QUALIFICATIONS
Respondents must meet the following minimum requirements to be qualified to submit a
response to this solicitation:
a. Must be on file with the Department of State in accordance with provision of
Chapter 607, Florida Statutes;
b. Shall have the necessary resources to fulfill the conditions of the contract and show
they are competent to complete the project;
c. Shall have completed an artificial reef project within the past 5 years, anywhere in
the United States.
d. Must not be on the state debarment list.
MANDATORY PRE-SUBMITTAL MEETING
A Mandatory Pre-Submittal Meeting will be held at 10:00 am (CDT) on Thursday, April
23, 2026, in the Purchasing Conference Room, 840 W. 11th Street, Suite 2500, Panama
City, FL 32401.
Respondents are also able to virtually attend the Mandatory Pre-Submittal Meeting
via Teams:
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/24686478849761?p=S3Ok7zRSBDa
5CgfLGn
Meeting ID: 246 864 788 497 61
Passcode: ot9r7Zd6
Need help? | System reference
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Note: Respondents shall attend the pre-proposal meeting. Any respondent who fails to
attend will be deemed non-responsive and automatically disqualified from further
consideration. The purpose of this meeting is to familiarize respondents with the project
and answer questions. All respondents must be present and signed in prior to the
start of the Mandatory Pre-Proposal Meeting. The convener of the meeting will
collect the sign in sheet(s) and the meeting will "Officially" start. Anyone not signed in at
the "Official" start of the meeting will be considered late and will not be allowed to
propose on the project. Please allow 10 to 15 minutes to sign in prior to the start of
the Mandatory Pre-Bid Meeting
In the event that any discussions or questions at the pre-submittal meeting or afterward
require additional clarification the County will issue a written summary of questions and
answers as an addendum to this Request for Proposals.
PROPOSAL DEADLINE/DELIVERY
ELECTRONIC/PAPER SEALED PROPOSALS for RFP NO: 26-23 Natural Resource
Damage Assessment EARLY RESTORATION PHASE IV Artificial Reef Project will be
received by the BOARD OF COUNTY COMMISSIONERS OF BAY COUNTY, FLORIDA
at the Purchasing Department, 840 West 11th Street, Suite 2500, Panama City, Florida
32401 up until 2:00 pm (CDT) on Tuesday, May 19, 2026. Proposals will be publicly
opened immediately following the deadline. It is the sole responsibility of the Respondent
to ensure that the Proposal is received on time.
Proposals for this solicitation may be submitted either electronically via OPENGOV
PROCUREMENT or by paper, sealed and delivered to the Board of County
Commissioners Purchasing Department, at 840 W. 11th Street, Suite 2500, Panama
City, Florida 32401.
Bidders electing to submit paper proposals should submit one (1) original bid
package. Proposals shall be enclosed in a sealed envelope bearing the title of the work,
the name of the bidder, and the date for opening. It is the sole responsibility of the bidder
to ensure that the bid is received on time.
Special Accommodation: Any person requiring a special accommodation at a Pre-
Proposal Conference or Proposal opening because of a disability should call the
Purchasing Department at (850) 248-8270 at least five (5) workdays prior to the Submittal
opening. For Hearing Impaired, Dial 1-800-955-8771 (TOO), and 1-800-955-8770
(Voice).
SOLICITATION DOCUMENTS
Electronic versions of the solicitation documents are available via OpenGov
Procurement https://procurement.opengov.com/portal/baycountyfl
Bid documents, plans, blueprints, or other materials may also be obtained by contacting
the Bay County Purchasing Department, purchasing@baycountyfl.gov, 840 West 11th
Street, Suite 2500, Panama City, FL 32401, (850) 248-8270.
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For those projects with separate plans, blueprints, or other materials that cannot be
accessed through the internet, the Purchasing Department will make a good faith effort
to ensure that all registered bidders (those who have been registered as receiving a bid
package) receive the documents.
POINT OF CONTACT
The County Purchasing Department will be the only point of contact for this RFP. Under
no circumstances may a Respondent contact any County Commissioner, County
Administrator, or County employee concerning this RFP until after award. Any such
contact may result in disqualification as per Bay County Code Section 2-124.
QUESTIONS
Proposers shall submit all questions, in writing, to the Purchasing Department at
Purchasing@baycountyfl.gov or FAX to (850) 248-8276. All questions shall be submitted
no later than 5:00 pm (CDT) on Friday, May 8, 2026.
ADDENDA
If any addenda are issued after the initial specifications are released, the County will post
the addenda on the County website or OpenGov. It is the responsibility of the bidder prior
to submission of any bid to check the above website or contact the Purchasing
Department to verify any addenda issued. The receipt of all addenda must be
acknowledged on the addenda response sheet.
PROPOSAL FORM
To receive consideration, all Proposals shall be made on the forms provided, properly
executed and with all items filled out. Do not change the wording of the Proposal Form.
No conditions, limitations or provisions will be attached or added to the Proposal Form by
the Respondent. Alterations by erasure or interlineations must be explained or noted in
the Proposal over the signature of the Respondent.
No proposer shall be permitted to correct a bid mistake after bid opening that would cause
such bidder to have the low bid, except for the correction of errors in extension of unit
prices in the bids. In such cases, the unit price bid shall not be changed and shall prevail.
BONDS
A Bid Bond, in the amount of 5% of the proposed base bid contract amount, shall
accompany each bid. A scanned copy may be submitted with the e-bid. The successful
bidder's security will be retained until the contract has been signed and the bidder has
furnished the required Public Construction Bonds. The County reserves the right to retain
the security of the next bidder until the selected bidder enters into contract or until 90 days
after bid opening, whichever is shorter. All other bid security will be returned as soon as
practicable.
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CONTRACT PRICE
Contract price shall include all charges for completing the work and include layout,
insurance, taxes, field office and supervision, overhead and profit, bonds and
miscellaneous items.
EXAMINATION OF WORK SITES
All prospective firms may visit the site and become familiar with the existing conditions.
No allowance will be made to any prospective firm because of a claimed lack of such
examination or knowledge. Responding to the RFP shall be construed as conclusive
evidence that the prospective firm has made such examination.
WITHDRAWAL OF PROPOSALS
Any Respondent may withdraw its Proposal, either personally or by written request, at
any time prior to the scheduled time for opening Proposals. No Respondent may withdraw
its Proposal for a period of 180 days after the date for opening and all Proposals shall be
subject to acceptance by the County during this period.
CANCELLATION
The County may cancel this RFP, or reject in whole or in part, when it is in the best interests
of the County, as determined by the Board of County Commissioners. Notice of cancellation
shall be posted on the County website. The notice shall identify the solicitation, and, where
appropriate, explain that an opportunity will be given to compete on any re-solicitation or any
future procurement of similar items.
BASIS OF AWARD
The contract will be awarded to the responsive, responsible Respondent who ranks
highest in the evaluation process based on the criteria specified in the Request for
Proposals Respondent Instructions.
TIE PROPOSALS
Should a tie occur, an alternate committee member will be asked to evaluate the firms
based on the submitted proposals this alternate score will be the tie-breaker.
RIGHT TO REJECT
In accordance with section 2-113 of the Bay County Code, the County reserves the right
to:
a. reject any or all Proposals received;
b. select and award any portion of any or all Proposal items;
c. waive minor informalities and irregularities in the Respondent's Proposal.
A Proposal may be rejected if it is non-responsive or does not conform to the requirements
and instructions in this RFP. A Proposal may be non-responsive by reasons, including,
but not limited to, failure to utilize or complete prescribed forms, conditional Proposals,
incomplete Proposals, indefinite or ambiguous Proposals, failure to meet deadlines and
improper and/or undated signatures. Other conditions which may cause rejection of
Proposals include evidence of collusion, obvious lack of experience or expertise to
perform the required work, submission of more than one Proposal for the same work from
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an individual, Respondent or corporation under the same or a different name, failure to
perform or meet financial obligations on previous contracts. Proposals may be rejected if
not delivered on or before the date and time specified as the due date for submission of
the Proposal.
EXECUTION OF AGREEMENT
The successful Firm shall, within 10 days after receipt of the Notice of Award and the
contract forms or documents, sign and deliver to the County Chief Procurement Officer
all required contract documents. The awarded Firm shall also deliver the policies of
insurance or insurance certificate as required. All insurance documents shall be approved
by the Bay County Risk Management Office before the successful Firm may proceed with
the work.
Neither the Notice of Award nor the execution of the required contract documents by the
Contractor create any rights in the bidder. The bidder has no rights with respect to the
award of the contract until a fully executed contract is signed by all required parties and
all insurance policies and other required deliverables are provided and approved by the
County.
GENERAL TERMS
Companies that are required to register with the State of Florida Division of Corporations
as a domestic or foreign business entity should provide evidence of their registration.
LICENSES
Consultant shall be properly licensed for the appropriate work specified in this Request
for Proposals. All Respondents are requested to submit any required license(s) with their
qualifications. License(s) must be effective as of the opening date and must be
maintained throughout the Contract Period. Failure to be properly licensed as stated
above will result in the rejection of the Proposal as nonresponsive.
REPRESENTATIONS
The contract documents contain the provisions required for the project. Information
obtained from an officer, agent, or employee of the County or any other person shall not
affect the risks or obligations assumed by the Contractor or relieve the Contractor from
fulfilling any of the conditions of the contract.
SUBCONTRACTORS
The Consultant will be the prime service provider and shall be responsible for all work
performed and contract deliverables. Proposed use of subcontracts should be included
in the Proposer's Response. Requests for use of subconsultants received subsequent to
the solicitation process are subject to review and approval by the County.
The County reserves the right to request and review information in conjunction with its
determination regarding a subcontract request. All subconsultants are subject to the same
requirements of this solicitation as the awarded contractor.
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PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL
INTEREST IN GOVERNMENT CONTRACTING
Respondents are hereby notified of the provisions of section 287.05701, Florida Statutes,
as amended, that the County will not request documentation of or consider a
Respondent's social, political, or ideological interests when determining if the Respondent
is a responsible Respondent. Respondents are further notified that the County's
governing body may not give preference to a Respondent based on the Bidder's social,
political, or ideological interests.
SCRUTINIZED COMPANIES
Respondent must certify that the company is not participating in a boycott of Israel.
Respondent must also certify that Contractor is not on the Scrutinized Companies that
Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List, and not
on the Scrutinized Companies with Activities in the Iran Terrorism Sector List, or has been
engaged in business operations in Cuba or Syria. Subject to limited exceptions provided
in state law, the County will not contract for the provision of goods or services with any
scrutinized company referred to above.
Respondent must submit the certification that is attached to this solicitation. Submitting a
false certification shall be deemed a material breach of contract. The County shall provide
notice, in writing, to the Contractor of the County's determination concerning the false
certification. The Contractor shall have five (5) days from receipt of notice to refute the
false certification allegation. If such false certification is discovered during the active
contract term, the Contractor shall have ninety (90) days following receipt of the notice to
respond in writing and demonstrate that the determination of false certification was made
in error. If the Contractor does not demonstrate that the County's determination of false
certification was made in error then the County shall have the right to terminate the
contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as
amended from time to time.
PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL
INTEREST IN GOVERNMENT CONTRACTING
Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as
amended, that the County will not request documentation of or consider a Bidder's social,
political, or ideological interests when determining if the Bidder is a responsible
Bidder. Bidders are further notified that the County's governing body may not give
preference to a Bidder based on the Bidder's social, political, or ideological interests.
PROTEST
A notice of protest must be submitted in accordance with section 2-114 of the Bay County
Code, as amended from time to time. If a party intends to initiate such an action, it must
electronically notify the Chief Procurement Officer and the County Attorney no later than
one business day after notice of the awarding authority's decision.
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WARRANTY
All goods and services furnished by respondent, relating to and pursuant to this RFP, will
be warranted to meet or exceed the specifications contained herein. In the event of
breach, the respondent will take all necessary action, at respondent's expense, to correct
such breach in the most expeditious manner possible.
EXEMPTION OF MEETINGS/PRESENTATIONS
Pursuant to Florida Statute section 286.0113(2), any portion of a meeting at which a
negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a
vendor makes an oral presentation as part of a competitive solicitation, or at which a
vendor answers questions as part of a competitive solicitation is exempt from public
meeting requirements. However, the County must make a complete recording of any
portion of an exempt meeting and no portion of the exempt meeting may be held off the
record. The recording of, and any records presented at, the exempt meeting are exempt
from the public records law of section 119.07(1), Fla. Stat. (2011) and section 24(a), Art.
I of the State Constitution, until such time as the agency provides notice of an intended
decision or until 30 days after opening the bids, submittals, or final replies, whichever
occurs earlier. If the County rejects all bids, submittals, or replies and concurrently
provides notice of its intent to reissue a competitive solicitation, the recording and any
records presented at the exempt meeting remain exempt from section 119.07(1), Fla.
Stat. (2011) and section 24(a), Art. I of the State Constitution until such time as the agency
provides notice of an intended decision concerning the reissued competitive solicitation
or until the agency withdraws the reissued competitive solicitation. A recording and any
records presented at an exempt meeting are not exempt for longer than 12 months after
the initial agency notice rejecting all bids, submittals, or replies.
PROPOSAL REQUIREMENTS
Each Firm's proposal shall include sufficient information to enable the County to evaluate
the capability of the Firm to provide the desired services. The data shall be significant to
the project and discussions of past performances on other projects shall be minimized
except as they relate to the proposed work.
All Proposals are to be on 8 12" x 11" paper or if larger documents are required, they are
to be folded to 8 12" x 11" size. Proposals should be stapled together or bound with comb
binding. Proposals submitted in 3 ring binders may not be accepted. Proposals shall be
prepared simply and economically, providing a straightforward, concise delineation of
Respondent's capabilities to satisfy the requirement of the RFP. Elaborate binding,
colored displays, and promotional material are not desired; however, technical literature
may be included as attachments to the proposal.
Proposers should submit one (1) original clearly labeled "Original", one (1) copy
clearly labeled "Copy" and one (1) electronic version of the package. The electronic
version should be in pdf format on a cd or usb drive. If submitting electronic submittal,
respondents should submit one (1) electronic version of the package in pdf form
through the Bonfire Portal. Electronic versions submitted via e-mail will not be
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