Polk County Hotel Site Identification & Demand Study

Bid Notice
Polk County, a political subdivision of the State of Florida, requests the submittal of bids
from vendors that are interested in conducting a Hotel Site and Demand Study as
described herein. Sealed bids must be received in the Procurement Division, prior to the
due date and time listed below.
Bid Number and Title: 26-150, Polk County Hotel Site Identification & Demand Study
Description: The purpose of the study is to evaluate the current lodging market, assess
future demand, identify market gaps, and determine the feasibility of additional hotel
development across the county. The results will guide policy decisions, attract private
investment, and support economic development.
Receiving Period: Wednesday, May 13, 2026, prior to 2:00 p.m.
Bid Opening: Wednesday, May 13, 2026, 2:00 p.m.
To receive a copy of the previous study please go the following FTP site:
https://ftp3.polk-county.net, you will be prompted for a User ID and Password. The User
ID is procurevendor and the password is solicitation. After you have logged in to the
FTP site, double click on the file folder "Bid 26-150, Bid Attachments", select "Open"
or "Save As" to download the Bid documents, drawings, and technical specifications. If
you need assistance accessing this website due to ADA or any other reason, please
email Mike Baselice at mikebaselice@polkfl.gov.
Attached are important instructions and specifications regarding responses to this Bid.
Failure to follow these instructions could result in Bid disqualification.
Questions regarding this bid should be in writing and should reference the above Bid.
Submit all questions to Mike Baselice, Procurement Analyst, via email at
mikebaselice@polkfl.gov by 4:00 p.m.; May 4, 2026.

Bid Registration
You must register using this form in order to receive notice of any addenda to these
documents. Please email or fax the completed form to the Procurement Division as
soon as possible. It is the vendor's responsibility to verify if addenda have been issued.
Bid Number: 26-150
Bid Title: Polk County Hotel Site Identification & Demand Study
This form is for bid registration only. Please scroll down for additional information.
Carefully complete this form and return it to the Procurement Division via e-mail to
procurement@polkfl.gov. You must submit one form for each bid that you are
registering for.
Company Name: __________________________________________________
Contact Name: ____________________________________________________
Mailing Address: ___________________________________________________
City: _____________________________________________________________
State: ____________________________________________________________
Zip Code: _________________________________________________________
Phone Number: ____________________________________________________
Email: ____________________________________________________________
Affix this label to your sealed bid envelope to identify it as a "Sealed Bid." Be sure to
include the name of the company submitting the bid where requested.

BID SUBMITTAL INSTRUCTIONS
Respondents must submit one (1) original copy of the bid submittal prior to 2:00 p.m. on
the bid receiving date. Bids must be submitted in a "sealed" parcel or electronically
through Polk County's secure website, Kiteworks. Bids will be publicly opened at 2:00
p.m. on receiving date.
Sealed Parcel Submittal:
If you are submitting a sealed parcel bid, please cut along the outer border and affix this
label to your sealed bid envelope to identify it as a "Sealed Bid". Be sure to include the
name of the company submitting the bid where requested.
Sealed Bid. DO NOT OPEN
Sealed Bid Number 26-150
Bid Title Polk County Hotel Site Identification &
Demand Study
Due Date/Time: May 13, 2026, prior to 2:00 pm
Submitted by:
Deliver To: Polk County Procurement Division
330 West Church Street, Room 150, Bartow,
Florida 33830
Sealed parcel bids may be mailed, express mailed or hand delivered. It is the Bidders
responsibility to ensure their package is delivered to the Procurement Division prior to
2:00 p.m. on the Receiving date and time referenced above. Bids delivered at 2:00 p.m.
or later will not be accepted.
Electronic Bid Submittal:
If you are interested in submitting your bid electronically bidders may do so via the
County's secure electronic submittal website, Kiteworks. Bidders must email
mikebaselice@polkfl.gov at least 48 hours prior to bid opening to receive a link to
upload their submittal. Please only upload your documents as a PDF or Excel file for bid
sheets (if applicable). Please use the naming conventions for your files as follows:

Bid 26-150, Polk County Hotel Site Identification & Demand Study
For PDF documents "Bid 26-150- Title of Document"
For more instructions, a video tutorial has been produced to further explain the
electronic solicitation submittal process. It can be found by clicking here for Bid
Submittals: https://youtu.be/vkn_7AHgioE. If you need assistance accessing this
website due to ADA or any other reason, please email Mike Baselice at
mikebaselice@polkfl.gov.
Procurement recommends that bidders submitting electronically double check the
documents submitted into Kiteworks to ensure all requested information and bid sheet
have been uploaded. Failure to upload the completed bid sheet will result in the bid
submittal being deemed nonresponsive.
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Statement of No Bid
Bid # 26-150, Polk County Hotel Site Identification & Demand Study
If you do not intend to submit a bid, please complete the information below and return to
the Procurement Division via fax or e-mail. If returning by mail, please be sure the bid
number and title are clearly marked on the front of the envelope.

Insufficient time to respond

Do not offer this product

Specifications unclear

Specifications too restrictive

Unable to meet specifications

Unable to meet bond/insurance requirements

Schedule would not permit us to perform

Other (please specify): ___________________________________________
Company Name: _____________________________________________________
Telephone Number: __________________________________________________
Date: ______________________________________________________________
Signature: ___________________________________________________________

Bid 26-150, Polk County Hotel Site Identification & Demand Study
Contents
Bid Notice ........................................................................................................................ 1
BID SUBMITTAL INSTRUCTIONS ............................................................................. 3
Statement of No Bid ..................................................................................................... 5
BIDDER INSTRUCTIONS AND GENERAL INFORMATION ....................................... 7
BIDDER INSTRUCTIONS: ....................................................................................... 7
SPECIAL CONDITIONS ............................................................................................ 20
Qualifications ............................................................................................................. 21
Introduction ................................................................................................................ 22
Scope of Work ........................................................................................................... 22
Specifications ............................................................................................................ 23
Market Study .......................................................................................................... 23
Area Review ........................................................................................................... 23
Site Visit and Primary Market Research ................................................................. 24
Development Recommendations ........................................................................... 25
Signature Acknowledgement ................................................................................. 26
Bidders Incorporation Information (Submittal Page) .................................................. 27
Drug-Free Workplace Form ....................................................................................... 28
Non-Collusion Affidavit of Prime Bidder ..................................................................... 29
INSURANCE REQUIREMENTS ................................................................................ 30
INSURANCE ............................................................................................................. 31
Safety Requirements/Regulations ............................................................................. 32
Safety Requirements/Regulations Form (Submittal Page) ........................................ 34
Affidavit Certification Immigration Laws (Submittal Page) ......................................... 35

Bid 26-150, Polk County Hotel Site Identification & Demand Study
BIDDER INSTRUCTIONS AND GENERAL INFORMATION
BIDDER INSTRUCTIONS:
To ensure acceptance of this bid, follow these instructions.
BID DOCUMENTS MUST BE DELIVERED TO THE PROCUREMENT DIVISION
PRIOR TO 2:00P.M. ON THE DATE SPECIFIED. THERE WILL BE NO EXCEPTIONS.
EXECUTION OF BID: Bid must contain an original signature of an authorized
representative in the space provided on the signature page. Bid must be typed or
printed in ink. Erasable ink is not permitted. Corrections made by bidder to any bid entry
must be initialed by the person who signs the bid.
NO BID: Bidders not interested in submitting a bid should return a "no bid," with an
indication of the reason for no bid and the interest in future bid solicitations.
BID OPENING: It is the responsibility of the bidder to assure that their bid is delivered or
submitted electronically at the proper time and place prior to the bid opening. All bid
openings shall be public, at 2:00 p.m., on the date specified in the Notice to Bidders. If
multiple bids are submitted by the same vendor, Procurement will only open the most
recently dated submittal. Bids, which for any reason are not so delivered, will not be
considered. Bid Submittal Forms Using Facsimile Or Email Will Not Be Accepted.
NOTE: In accordance with Florida Statute 119.071, a listing of vendors that provide a
bid submittal shall be posted to the County's website at
https://www.polkfl.gov/business/procurement/. The sealed bids shall remain exempt
from disclosure, including bid amounts, until recommendation of award or 30 days after
bid opening, whichever event occurs first.
Should the Procurement Director reject all bids, before the recommendation of award or
30 days after bid opening, and concurrently provide notice of the County's intent to
reissue the bid, the rejected bids will remain exempt from Florida Statute 119.07 until
such time as the County provides notice of recommendation of award of the reissued
bid or until the County withdraws the reissued bid. The bid is not exempt for longer than
12 months after the notice of rejection of all bids.
COUNTY AS GATEKEEPER OF DOCUMENTS: This document is issued by Polk
County and as such shall be the sole distributor of all addendums and/or changes to
these documents. It is the responsibility of the bidder to determine issuance of
documents directly with the Procurement Division. The County is not responsible for any
solicitations issued through subscriber, publications, or other sources not connected
with the County and the bidder should not rely on such sources for information
regarding the solicitation.
TAXES: Bidders are responsible for the payment of any applicable taxes that are
connected to the purchase of any materials or subcontractors used in the execution of
this bid.
DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such
discounts shall NOT be considered in determining the lowest net cost for bid evaluation
purposes. Bidders are encouraged to reflect cash discounts in the unit prices quoted.
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Bid 26-150, Polk County Hotel Site Identification & Demand Study
MISTAKES: Bidders are required to examine the specifications, delivery schedule, bid
prices and all instructions pertaining to the requirements of this bid. Failure to do so will
be at bidder's risk. In case of a mistake in extension of a unit price, the unit price will
govern. Corrections made by bidder to any bid entry must be initialed by the person who
signs the bid.
INVOICING AND PAYMENT: The successful bidder shall submit a properly certified
invoice to the County at the prices bid. An original invoice shall be submitted to the
appropriate User Division. The vendor shall include the bid number and/or the
purchase order number on all invoices. The vendor's Project Manager or any authorized
officer shall, by affidavit, attest to the correctness and accuracy of all charges. Invoices
will be processed for payment when approved by the appropriate Division's Project
Manager or designee. The County's payment of an invoice shall not constitute evidence
of the County's acceptance of the Vendors performance of the Service or the County's
acceptance of any work.
CONFLICT OF INTEREST: All bidders must disclose, with their bid, the name of any
officer, director or agent who is also an employee of the County or any of their agencies.
Furthermore, all bidders must disclose the name of any County employee who owns,
directly or indirectly, any interest of any amount in the bidder's firms or any of their
branches. Award of this bid shall be subject to the provisions of Chapter 112, Florida
Statutes.
WARRANTY: Unless otherwise specified, the bidder agrees that the services furnished
under this bid shall be covered by the most favorable commercial warranty the bidder
gives to any customer for comparable services, and that the rights and remedies
provided herein are in addition to and do not limit any rights afforded to the County by
any other provision of this bid.
ADDENDUM: Any changes in the bid shall be made in the form of a written addendum
by the Procurement Director or their designee. No other person shall be authorized to
make changes verbally or in writing. If an addendum is issued, the addendum sheet
should be signed and submitted with your bid.
LIABILITY: The vendor shall hold and save the County, its officers, agents and
employees harmless from liability of any kind in the performance of this bid and against
claims by third parties resulting from the supplier's breach of contract or the supplier's
negligence.
PATENTS AND ROYALTIES: The bidder, without exception, shall indemnify and save
harmless the County and its employees from liability of any nature or kind, including
cost and expenses for, or on account of, any copyrighted, patented or non-patented
invention, process, or article manufactured and used in the performance of this bid. If
the bidder uses any design, device or material covered by letters, patent or copyright, it
is mutually agreed and understood without exception that the bid prices shall include all
royalties or cost arising from the use of such design, device or material in any way
involved in the work.
CONE OF SILENCE: Bidders and any prospective bidders shall not contact,
communicate with or discuss any matter relating in any way to this Bid with any member
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Bid 26-150, Polk County Hotel Site Identification & Demand Study
of the Polk County Board of County Commissioners or any employee of Polk County
other than the County Procurement Director or the individual designated in the
Procurement Division. This prohibition begins with the issuance of the Bid and ends
upon award or execution of the final contract. Any such communication initiated by a
bidder or prospective bidder shall be grounds for disqualifying the offender form
consideration for an award pursuant to this bid and for bids or contracts to be awarded
pursuant to RFPs, or Requests for Bid that the County may issue in the future.
BID PROTEST: Any bidder desiring to file a bid protest, with respect to a recommended
award of any bid, shall do so by filing a written protest. The written protest must be in
the possession of the Procurement Division within three (3) working days of the Notice
of Recommended Award mailing date. All bidders who bid will be sent a Notice of
Recommended Award, unless only one bid was received.
A copy of the bid protest procedures may be obtained from the Polk County
Procurement Division or can be downloaded from the County's website at
https://www.polkfl.gov/business/procurement/protest-procedures/.
FAILURE TO FOLLOW BID PROTEST PROCEDURE REQUIREMENTS WITHIN THE
TIME FRAMES PRESCRIBED HEREIN AS ESTABLISHED BY POLK COUNTY,
FLORIDA, SHALL CONSTITUTE A WAIVER OF THE BIDDER'S RIGHT TO PROTEST
AND ANY RESULTING CLAIM.
INDEMNIFICATION: Vendor, to the extent permitted by law, shall indemnify, defend (by
counsel reasonably acceptable to County), protect and hold the County, and its officers,
employees and agents, harmless from and against any and all, claims, actions, causes
of action, liabilities, penalties, forfeitures, damages, losses, and expenses whatsoever
(including, without limitation, attorneys' fees, costs, and expenses incurred during
negotiation, through litigation and all appeals therefrom) including, without limitation,
those pertaining to the death of or injury to any person, or damage to any property,
arising out of or resulting from (i) the failure of Vendor to comply with applicable laws,
rules or regulations, (ii) the breach by Vendor of its obligations under any Agreement
with the County entered into pursuant to this solicitation, (iii) any claim for trademark,
patent, or copyright infringement arising out of the scope of Vendor's performance or
nonperformance of the Agreement, or (iv) the negligent acts, errors or omissions, or
intentional or willful misconduct, of Vendor, its professional associates, subcontractors,
agents, and employees; provided, however, that Vendor shall not be obligated to defend
or indemnify the County with respect to any such claims or damages arising out of the
County's sole negligence. The obligations imposed by this Section shall survive the
expiration or earlier termination of the Agreement.
PUBLIC ENTITY CRIMES: The Contractor declares and warrants that neither the
Contractor nor any of the Contractor's affiliates, as that term is defined in Section
287.133, Florida Statutes, are subject to the restrictions in Section 287.133, Florida
Statutes, regarding the commission of a public entity crime. If during the term of this
Agreement, the Contractor or any affiliate is convicted of a public entity crime or is
otherwise prohibited from performing work for or transacting business with the County
pursuant to Section 287.133, Florida Statutes, then the Contractor shall be in material
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Bid 26-150, Polk County Hotel Site Identification & Demand Study
default of this Agreement, and in such case, the County shall have the rights and
remedies as provided herein.
PREFERENCE FOR DRUG FREE WORKPLACE: Whenever two or more bids, which
are equal with respect to price, quality and service, are received, preference shall be
given to a bid received from a business that certifies that it has implemented a drug free
workplace program in accordance with Section 287.087, Florida Statutes. In order to
receive preference, a signed certification of compliance must be submitted with the bid
response.
SEALED BIDS: All bid submittals must be completed and submitted either in a sealed
parcel or submitted electronically. (If Submitting a Sealed Parcel Bid, Please Do Not
Include More Than One Bid Submittal Per Envelope.) The original bid submittal(s)
shall be submitted on the forms provided by Polk County. All bids are subject to the
conditions herein; failure to comply will subject bid to rejection.
PRICES, TERMS AND PAYMENT: Firm prices shall be bid and include all packing,
handling, shipping charges and delivery to any point within Polk County. Discount time
will be computed from the date of satisfactory delivery at place of acceptance. Prices
bid shall be firm for forty-five (45) days.
SAFETY STANDARDS: Unless otherwise stipulated in the bid, all manufactured items
and fabricated assemblies shall comply with applicable requirements of Occupational
Safety and Health Act (OSHA) and carry evidence of Underwriters Laboratories' Listings
(UL).
PACKAGING: All containers shall be suitable for storage or shipment, and all prices
should include standard commercial packaging.
MEETS SPECIFICATIONS: It is understood and agreed that any item offered or
shipped as a result of this bid shall be new (current model at the time of this bid) unless
otherwise specified in the specifications. The bidder represents that all equipment
offered under this specification shall meet or exceed the minimum requirements
specified. Bidder shall strictly adhere to delivery specifications.
SILENCE OF SPECIFICATIONS: The apparent silence of this specification and any
supplemental specifications to any details or the omission from same of any detailed
description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail and that only materials of first quality and correct
type, size and design are to be used. All workmanship is to be first quality. All
interpretations of these specifications shall be made upon the basis of this statement.
GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions
may be imposed which would necessitate alteration of the material, quality,
workmanship or performance of the items offered on this bid/proposal prior to delivery, it
shall be the responsibility of the supplier to notify the Procurement Division at once.
Their letter shall indicate the specific regulation, which required an alteration. The
County reserves the right to accept any such alteration, including any price adjustments,
or to cancel the contract at no expense to the County.
HAZARDOUS MATERIALS: Successful vendors must comply with OSHA Standard
1926.1200 Hazardous Communications Standard.
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