Professional Architectural & Engineering Continuing Services

RFP NOTICE
Polk County, a political subdivision of the State of Florida, requests the submittal
proposals from vendors that are interested in providing construction manager at risk
services here as described herein. Sealed proposals must be received in the
Procurement Division, prior to the due date and time listed below.
RFP Number and Title: 26-116, Professional Architectural & Engineering Continuing
Services
Description: Provide professional architectural and engineering services to support the
needs of the Polk County Board of County Commissioners.
Receiving Period: Prior to 2:00 p.m., Wednesday, May 27, 2026
Bid Opening: Wednesday, May 27, 2026, at 2:00 p.m. or as soon as possible
thereafter.
This form is for RFP registration only. Please scroll down for additional information.
Special Instructions: NOT APPLICABLE
Questions regarding this RFP must be in writing and must be sent to Brad Howard.
Senior Procurement Analyst, via email at bradhoward@polkfl.gov. All questions must be
received by 4:00 pm on Wednesday, May 13, 2026.
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RFP REGISTRATION
You MUST register using this form in order to receive notice of any addenda to
these documents. Please fax the completed form to the Polk County Procurement
Division as soon as possible. It is the vendor's responsibility to verify if addenda
have been issued.
RFP Number: 26-116
RFP Title: Professional Architectural & Engineering Continuing Services
This form is for RFP registration. Please scroll down for additional information.
Carefully complete this form and return it to the Procurement Division via e-mail to
procurement@polk-county.net. You must submit one form for each solicitation that you
are registering for.
Company Name: __________________________________________________
Contact Name: ____________________________________________________
Mailing Address: ___________________________________________________
City: _____________________________________________________________
State: ____________________________________________________________
Zip Code: _________________________________________________________
Phone Number: ____________________________________________________
Email: ____________________________________________________________
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PROPOSAL SUBMITTAL INSTRUCTIONS
Proposers must submit their proposal prior to 2:00 p.m. on the receiving date. Proposals
must be submitted in a "sealed" parcel or electronically through Polk County's secure
website, Kiteworks. Proposals will be publicly opened at 2:00 p.m. on the receiving date.
Sealed Parcel Submittal:
If you are submitting a sealed parcel proposal submit one (1) original marked
ORIGINAL and five (5) copies marked 'COPY' of the proposal in a sealed parcel to the
Procurement Division. The parcel should be labeled "RFP #26-116, Professional
Architectural & Engineering Continuing Services" and marked with the proposer's name
and address. The Proposals may be mailed or delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, FL 33830
To assist with labeling the sealed parcel, please cut along the outer border and affix this
label. Be sure to include the name of the company submitting the proposal where
requested.
Sealed Proposal. DO NOT OPEN
RFP Number 26-116
RFP Title Professional Architectural & Engineering Continuing Services
Due Date/Time: May 27, 2026, prior to 2:00 pm
Submitted by:
Deliver To: Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
Proposals may be mailed, express mailed or hand delivered. It is the Proposers
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. Proposals delivered at 2:00
p.m. or later will not be accepted.
Electronic Proposals Submittal:
All prospective Proposers that are interested in submitting their proposals electronically
can do so via the County's secure electronic submittal website, Kiteworks. Proposers
must email bradhoward@polkfl.gov at least 48 hours prior to opening to receive a link to
upload their submittal. Please only upload your documents as a PDF or Excel file for the
Cost Tab, if applicable. Please use the name convention of your files as follow:
"RFP 26-116 Tab 1"
"RFP 26-116 Tab 2"
"RFP 26-116 Tab 3"
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"RFP 26-116 Tab 4"
"RFP 26-116 Tab 5"
"RFP 26-116 Tab 6"
"RFP 26-116 Tab 7"
"RFP 26-116 Submittal Documents"
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 RFP
Submittals: https://youtu.be/vkn_7AHgioE. If you need assistance accessing this
website due to ADA or any other reason, please email Brad Howard at
bradhoward@polkfl.gov.
Procurement recommends that Proposers submitting electronically double check the
documents submitted into Kiteworks to ensure all requested tab information has been
uploaded. Failure to upload the requested tab information may result in the proposal
being deemed nonresponsive.
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Polk County Procurement Division
Fran McAskill, Procurement Director
Request for Proposal #26-116, Professional Architectural & Engineering
Continuing Services
Sealed proposals will be received in the Procurement Division, Wednesday, May 27,
2026, prior to 2:00 p.m.
Attached are important instructions and specifications regarding responses to this
Request for Proposal (the "RFP"). The failure of a responding proposer (a "Proposer") to
follow these instructions could result in Proposer disqualification from consideration for
a contract to be awarded pursuant to this RFP.
This document is issued by Polk County (the "County") which is the sole distributor of
this RFP and all addenda and changes to the RFP documents. The County shall record
its responses to inquiries and provide any supplemental instructions or additional
documents pertaining to this RFP in the form of written addenda to the RFP. The
County shall post all such addenda, together with any other information pertaining to
this RFP, on the County's website at www.polk-county.net/business/procurement/. It is
the sole responsibility of each Proposer to review the website prior to submitting a
responsive proposal (a "Proposal") to this RFP to ensure that that the Proposer has
obtained all available instructions, addenda, changes, supporting documents, and any
other information pertaining to this RFP.
The County is not responsible for any solicitations issued through subscriber
publications or other sources not connected with the County and the Proposer should
not rely on such sources for information regarding the RFP solicitation.
Questions regarding this RFP must be in writing and must be sent to Brad Howard via
email at bradhoward@polkfl.gov. All questions must be received by 4:00 p.m. on May
13, 2026.
Proposers and any prospective Proposers shall not contact, communicate with or
discuss any matter relating in any way to this RFP with any member of the Polk County
Board of County Commissioners or any employee of Polk County other than the County
Procurement Director or the individual designated above. This prohibition begins with
the issuance of the Request for Proposal and ends upon execution of a contract. Any
such communication initiated by a Proposer or prospective proposer shall be grounds
for disqualifying the offender from consideration for a contract to be awarded pursuant
to this RFP and for contracts to be awarded pursuant to RFPs or Requests for Bid that
the County may issue in the future.
A Proposer's responsive Proposal to this RFP may be mailed, express mailed, or hand
delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
(863)534-6757
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INTRODUCTION
Polk County, a political subdivision of the State of Florida seeks proposals from qualified
firms who are interested in providing professional architectural and engineering design
services for Polk County. These services will be provided for projects in accordance
with Section 287.055, Florida Statutes.
Polk County's Selection Process for these services is in accordance with Section
287.055, Florida Statutes, the Consultants' Competitive Negotiations Act ("CCNA"). The
Professional Services Selection Committee will review the qualifications of all submitting
firms.
It is the intent of the County to select and negotiate a Master Agreement with one (1) or
more firm(s).
The County will negotiate a fee schedule as part of "Selection Process", Elevation Level
4 Contract Negotiations.
Services under this contract will be in compliance with Section 287.055 of the Florida
Statutes referred to as the "Consultants' Competitive Negotiation Act" (CCNA). Polk
County's Procurement Procedure's Manual outlines the Procedures for Contracting for
Professional Services Covered by CCNA. These procedures outline the process used
for the selection of an architectural and engineering services provider awarded through
this RFP process.
The County's agreement with the selected firms will be a master contract for
professional architectural and engineering design services.
In accordance with Section 287.055(10), Florida Statutes, or any applicable amending
or replacement statute, this provision of the RFP shall serve as the County's public
notice that any plans, drawings or designs developed by the successful Proposer(s) on
behalf of the County pursuant to this RFP or any agreement, authorization, purchase
order or other contract resulting therefrom, are subject to be reused by the County at
some future time in accordance with the aforementioned statute
The Successful Proposer must register in our Vendor Database if you have not already
done so prior to award of this RFP. A purchase order cannot be issued to a vendor until
they have registered. You may register by going to the following link: www.polk-
county.net/business/procurement/vendor-information/. Registered vendors will receive a
User ID and Password to access their company information. All registered vendors must
provide their owner gender, owner ethnicity, corporate status, and a minimum of one (1)
commodity code to be considered registered. It is the responsibility of all vendors to
update their vendor information. Only registered vendors will receive notifications of
future RFP's.
All services must be performed in accordance with applicable Federal, State and Local
regulations.
SCOPE OF SERVICES
The scope of services may include, but not be limited to, needs analysis,
recommendations on modifications or additions to existing facilities or the construction
of additional facilities, the planning and design for the construction of new facilities, and
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the construction administration for construction projects, including on-site construction
inspections, planning, design, environmental sciences, environmental permitting, utility
coordination, utility design, railroad coordination, right-of-way acquisition, surveying and
mapping, value engineering, geotechnical, historical, archaeological, and traffic
operations. The selection of firms will be based upon criteria outlined herein under
Evaluation of Proposals. Firms submitting must have architectural and engineering
experience for public entities. One or more firms will be selected for master service
agreements as a result of this RFP.
The selected consultants may work with County selected contractors or other firms on
County capital construction projects.
The County shall request the services on an as-needed basis. There is no guarantee
that any or all of the services described in this agreement will be assigned during the
term of this agreement. Further, the awarded firm is providing these services on a
nonexclusive basis. The County, at its option, may elect to have any of the services set
forth herein performed by other firms or County staff.
AGREEMENT
The Master Agreement will be for five (5) years unless otherwise terminated in
accordance with the master service agreement.
EVALUATION CRITERIA
Proposals should not contain information in excess of that requested, must be concise,
and must specifically address the issues of this RFP. Unnecessarily elaborate
brochures or other presentations beyond those sufficient to present a complete and
effective response to this RFP are not desired and may be construed as an indication of
the Proposer's lack of cost consciousness. Elaborate artwork, expensive visual aids,
and other presentation aids are neither necessary nor desired unless specifically
requested. The Proposal responses shall be contained within a three-ring binder
(original and each copy in separate binders). For the purposes of this RFP, one page
equals a single sided page. It is requested that the responses be in the same order as
the selection and evaluation procedures. The submittals should include the following:
Tab 1 Executive Summary
(Items a-c: Maximum of two (2) pages
a) Name, company name, address, telephone number, and email address.
b) State the number of years in business, as the same company/firm.
c) State the number of full time employees.
d) Provide documentation showing proper incorporation by the Secretary of State.
e) Provide a copy of the firm's applicable certification(s) from the State of Florida
allowing them to provide the services as outlined in the Scope of Service as well
as compliance with F.S. 287.055.
f) Describe and explain any litigation, major disputes, contract defaults, or liens
experienced in the last ten (10) years.
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Tab 2 Approach to the Project (40 points)
(Maximum of four (4) pages)
a) Describe in detail the components of how your firm proposes to manage
assigned project(s), based upon the scope of services. Please identify the
services your firm provides which make you qualified to perform the required
services.
b) Describe how the firm plans to maintain the project team and manage the project
team members' time in order to ensure sufficient time to complete a project.
c) Describe the firm's Quality Assurance and Quality Control program as it pertains
to architectural and engineering services.
Tab 3 Experience, Expertise, Personnel and Technical Resources (35 points)
1. Identify a minimum of five (5) and a maximum of eight (8) projects performed
within the past five (5) years which best illustrate the experience of the prime firm
and current staff as related to the desired services. At least three (3) of the
projects identified should be projects performed for public entities. (Maximum of
one (1) page only per project).
For each project please provide:
a) Name and location of the projects
b) Size and cost of the project
c) Project representative name, address, phone number, and email address.
d) Date project was completed or are anticipated to be completed
e) The nature of the firm's responsibility on the project
f) List of change orders, including dollar amount, which were the result of
unforeseen circumstances or design errors/oversights; and any time
extensions created as a result of the change order
List of any time extensions created by item f above (if applicable)
o
g) Work for which your staff was responsible
h) Project manager, superintendent, and other key professionals involved in
the projects
2. Provide an organizational chart of the team highlighting the key individuals who
will work on this contract.
3. Provide brief resumes of key personnel to be assigned to this master service
agreement including, but not limited to, the items in the list below (One (1) page
maximum per resume):
a) Name and current position held by the person
b) Name, title, and project assignment
c) How many years have they worked for your company?
d) How many years have they worked for other consultants?
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e) Experience:
1) Types of projects
2) Size of projects (dollar value of project)
3) What were their specific project involvements?
f) List degrees, certifications, and registrations
4. Identify any subconsultants that may be involved throughout the duration of the
agreement. For each subconsultant identified please provide:
a. A brief description of their experience outlining their qualifications to
perform the intended services
b. A brief resume for each key personnel that will be assigned to perform the
intended services
Tab 4, Is the Firm a "Polk County Entity"? (5 Points)
* There will be a maximum of five (5) points allocated for this Tab. If the Proposer
is a Polk County Entity then five (5) points will be allocated. If the Proposer is not
a Polk County Entity but is utilizing one or more sub-consultants that are a Polk
County Entity to assist in performing the scope of work then the Proposal will be
allocated one (1) point for each sub-consultant which is a Polk County Entity up
to a maximum of five (5) points. The Polk County Entity sub-consultant(s) must
have been identified under Tab 3, Experience, Expertise, Personnel and
Technical Resources in order to qualify for point allocation.
* Provide documentation of the Proposers' or sub-consultant's headquarters and
local offices, if any, and the amount of time the firm has been located at each
such local office. Please also indicate the number of employees at the local
office.
* Proposers or sub-consultants will be allocated points if they meet the following
Polk County Government definition of Polk County Entity.
The term "Polk County Entity" means any business having a physical
o
location within the boundaries of Polk County, Florida, at which employees
are located and business activity is managed and controlled on a day to
day basis. Additionally, the business must have been located within the
boundaries of Polk County for a minimum of 12 months prior to the date
the applicable solicitation is issued. This requirement may be evidenced
through a recorded deed, an executed lease agreement, or other form of
written documentation acceptable to the County. The County shall have
the right, but not the obligation, to verify the foregoing requirements.
* In the event a Proposer lists one or more sub-consultants in Tab 4 which is a
Polk County Entity and receives point(s) as a result, and after the Proposer is
awarded the project, if successful, it is determined that the listed sub-consultant
does not assist in the performance of the scope of work (and is not replaced with
an alternative sub-consultant which is a Polk County Entity), then the Proposer
acknowledges and agrees that it may be suspended or debarred by the
Procurement Director for failure to comply with the conditions, specifications or
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terms of a proposal or contract with the County or for committing a fraud or
misrepresentation in connection with a proposal or contract with the County, in
accordance with the Polk County Purchasing Ordinance and Procedures Manual.
Tab 5, Is the Firm a "Certified Woman or Minority Business Enterprise" (5 Points)
* Polk County Board of County Commissioners has a long standing commitment to
encouraging the utilization of Women and Minority Businesses that do business
with the County as vendors. To that end we encourage all of our prime and
professional services vendors to utilize W/MBE vendors where at all possible,
irrespective of a company's certification status. Please explain how the
submitting firm will encourage minority participation in the project. (Limit
response to one page)
* There will be a maximum of five (5) points allocated for this tab. If the Proposer is
a Woman or Minority owned business then five (5) points will be allocated. If the
Proposer is not a Woman or Minority owned business but is utilizing one or more
sub-consultants that are a Women or Minority owned business to assist in
performing the scope of work, then the Proposal will be allocated one (1) point for
each sub-consultant which meets the County's certification criteria of Women or
Minority owned, up to a maximum of five (5) points. The Woman or Minority
owned business sub-consultant(s) must have been identified under Tab 3,
Experience, Expertise, Personnel and Technical Resources in order to qualify for
point allocation.
* Proposers or sub-consultants will be allocated points if they are a certified
W/MBE as evidenced by providing the documentation described below.
If the Proposer or sub-consultant has a certified W/MBE status, provide
o
documentation of the firms' certified W/MBE status as defined by the
Florida Small and Minority Business Act and as defined in Polk County's
Purchasing Procedures. Polk County's Purchasing Procedures recognize
the following to meet the requirement of a certified W/MBE status:
Valid W/MBE Certification from one of the following
o
Florida Minority Supplier Development Council
Women Business Enterprise National Council
The State of Florida Office of Supplier Diversity
Florida Department of Transportation
U. S. Small Business Administration
Federal Aviation Authority
Other Florida governmental agencies
Certifications from other governmental agencies will be considered on a case-by-
case basis.
* In the event a Proposer lists one or more sub-consultants in Tab 5 which is a
Women or Minority owned business and receives point(s) as a result, and after
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