25-44 Professional Architectural Services

The Bay County Board of County Commissioners, the Bay County Constitutional Officers (Clerk, Sheriff, Tax Collector, Property Appraiser, & Supervisor of Elections) and the Cities of Callaway, Lynn Haven, Mexico Beach, Panama City, Panama City Beach, Parker, and Springfield “Consortium” are seeking Qualifications from firms for Architectural services for projects within the County. Services will be on an as-needed basis for projects to be coordinated primarily with the Public Works or General Services Departments; however other County Departments or Divisions may access services as well during the terms of the contract. Federal requirements (Exhibit 2) may be applicable to task orders issued for projects under the awarded Continuing Services Contracts.

Each individual Consortium member may, in the member’s individual discretion, execute a contract with the consultant selected to provide services.

All professional services to be provided under this agreement shall be performed by Professionals licensed to practice in the State of Florida and in strict compliance with the Consultant’s Competitive Negotiation Act, 287.055 F.S. (CCNA). Consultants providing services under this contract shall at all times be knowledgeable of the limiting thresholds of the CCNA statutes and shall insure that full compliance therewith is maintained at all times.

All firms chosen to provide professional services to the County must submit annual statement of qualifications, performance data, hourly price schedules, and insurance certificates.

This contract is intended to be a time saving device for in-house engineers, project managers, and inspectors and to augment staff in areas where specific expertise is not available or where workload will not permit timely accomplishment of budgeted projects.  This contract will allow the County to solicit proposals directly from the consultant for competitive proposals for every project or task.  The County, at any time reserves the right to solicit separate competitive proposals for any and all projects or tasks, regardless of fee or construction value.   Selection by the County as a consultant does not guarantee that the consultant will be called on a regular basis during the contract term, nor does it guarantee a minimum level of compensation with respect of volume of work or fees. Work will be awarded to consultants based on consultant’s current workload or availability, expertise in the project area, and previous work awarded.

It is the intent of the County to contract with several firms in order to meet the anticipated need for services. The contract period shall be for three (3) years with two (2) optional one-year renewals. No price adjustments will be allowed during the first twelve (12) months of the contract. After the initial twelve (12) months, price adjustments may be considered if substantiated by the producer price index.  Written notice of a request for price adjustments and proof to substantiate must be submitted to the Bay County Purchasing Department at no less than 90 days prior to the anniversary date of this contract.

The Scope of Services includes full spectrum architectural services relating to building systems and the planning, programming, design, and construction of buildings to support County’s mission.   Services may include but are not limited to: master planning, concept design and estimates for facilities development options, energy studies, sustainability improvements to existing facilities and LEED evaluations, design of alternative energy systems, parks and recreation projects, forensic investigations, architectural design, interior remodeling design, landscape design, water intrusion studies, roof evaluation and repair, mechanical engineering, civil engineering, electrical engineering, structural engineering, acoustical engineering, building air quality control; project construction inspection, management and administration.

Unless otherwise directed, task order design projects shall include full design and administrative services during construction such as:

• Monthly site visits and generating monthly reports on the quality and stage of construction.
• All contract work is for the duration of construction include weather days or other time extension.
• All necessary fees for civil permits are to be included in pricing and design.  Architect shall submit drawings and all necessary information required for permits.
• CIP project require Commission of Electrical to be a part of Administrative services and all designs with Mechanical Systems plans and specification shall require Testing and Balance signed-off on by Mechanical Engineer at the end of project.
• Architect shall provide 30 percent and 90 percent drawings to Bay County for review and redlines.  All comments must be addressed before issuing Final 100 percent drawings to County.  Architect shall provide a full set of completed hard copy and a pdf copy.
• Standard services shall include Architect assisting with the bidding process
• Answer all Request for Information (RFIs) during construction as part of Administrative Services and check, sign-off and approve submittals during construction.

Consultant’s specific scope of work, level of effort, time schedule, charges, and payment conditions shall be set forth in a written Task Order (Exhibit 1). Each Task Order shall be executed by authorized representatives of the County and Consultant.

The administrative process, when work assignments are issued, will be as follows:

Step 1 - County staff will contact the Consultant for a meeting to review the assignment and will describe the scope of services required in general.

Step 2 - Consultant will prepare a detailed scope of services to be provided and a time frame for completion of various phases. Consultant will prepare a computation of fees to be charged for the services based on the approved hourly rates. These documents will be submitted to the County contact for review and approval. The County may negotiate a fee for services at compensation which the County determines is fair, competitive and reasonable.  Bay County shall negotiate design fee using the Department of Management Services Fee Guide Calculator for AE Services . 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.

Step 3 - If acceptable to County staff making the assignment, County staff will issue a

Task Order and a Notice to Proceed. There will be a purchase order issued for each work assignment for monitoring and tracking of the budget and project funds. The fee computation will be considered to be a limiting amount, not to be exceeded without subsequent approval by County staff.

The County has an evaluation process to monitor the satisfactory performance of services under this contract. Such evaluations may be used as reference information for future solicitations issued by the County. Consultants shall participate cooperatively in the evaluation process.

ELECTRONIC OR PAPER SUBMITTALS for RFQ NO: 25-44 Professional Architectural Services, Continuing Services 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) Tuesday, July 15, 2025.  Submittals will be publicly opened immediately following the deadline. It is the sole responsibility of the Respondent to ensure that the Submittal is received on time.

Submittals 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. 11 ^th Street, Suite 2500, Panama City, Florida 3240 1.

Respondents submitting paper should submit one (1) original and one (1) electronic version of the package .   The electronic version should be in pdf format on a USB drive. Electronic versions submitted via e-mail will not be accepted. If the submittal contains confidential information, such information shall be in a separate pdf document. Submittals shall be enclosed in a sealed envelope bearing the title of the solicitation, the name of the Respondent and the date for opening.  Submittals shall be valid to Bay County for a period of 180 days after the opening.

Special Accommodation:  Any person requiring a special accommodation at a Pre-Submittal Conference or Submittal 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).

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, For security reasons, you must enable JavaScript to view this E-mail address. , 840 West 11 ^th Street, Suite 2500, Panama City, FL 32401, (850) 248-8270.

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.

If any addenda are issued after the initial specifications are released, the County will post the addenda on the Bay County website at: https://www.baycountyfl.gov/Bids.aspx and the Bay County OpenGov Procurement Portal.

It is the responsibility of the proposer prior to submission of any Submittal 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.