INTRODUCTION
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 civil engineering services for projects within the County. Services will be on an as-needed basis for projects to be coordinated primarily with the Public Works Department; 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(s) 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.
QUALIFICATIONS
All firms, to include sub-consultants, shall be State of Florida licensed professionals. Architect and/or Engineering firms shall be Florida licensed firms. Architects shall hold a Florida Professional Architect license. Engineers shall hold a Florida Professional Engineer’s license. Surveyors shall hold a Professional Land Surveyor’s License.
Where applicable, Firms must be FDOT pre-qualified in accordance with F.A.C. 14-75.003, Minimum Technical Qualification Standards by Type of Work, in the appropriate category of work.
OBJECTIVE
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.
SCOPE OF SERVICES
The Scope of Services includes full spectrum civil engineering services to support the County’s mission. Services may include but are not limited to: stormwater engineering, roadway design, traffic and intersection engineering, structural engineering, geotechnical services, environmental support services, construction engineering and inspection services, surveying, and subdivision and site development engineering.
Consultants shall identify in their Statement of Qualifications the categories of work for which they want to be considered. During the selection process, each firm will be evaluated and ranked as to their qualifications to provide the services for each category of work they have requested to be considered for. Consultants under contract with the County will only be authorized to provide the services described in the work categories for which they were selected. Consultants not selected for a work category will not be authorized to provide those services.
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.
CATEGORIES OF WORK DEFINITIONS
Stormwater Engineering
Work in this category shall consist of engineering services related to larger scale issues of stormwater and drainage. Services may include, but are not limited to, basin master plans, FIRM modifications, watershed retrofit design, habitat restoration planning and design, NPDES permit support, TMDL analysis, stormwater facility retrofit design, review of design documents by others, expert witness services, or general assistance to County staff with issues that involve large scale stormwater issues.
Roadway Design
Work in this category shall consist of engineering services related to major roadway design (enhanced local, collector or arterial roads), modification, maintenance or other aspects of roadway design in accordance with FDOT and County standards. Services may include, but are not limited to, typical amenities to roadway design, such as sidewalks, bike lanes, roadside drainage and treatment, etc. Services may also include expert witness services or services in support of right of way acquisition, etc.
Traffic and Intersection Engineering
Work in this category shall consist of engineering services related to roadway intersections and traffic operations associated therewith. Services may include, but are not limited to, the design of complete intersections or any modifications or additions of amenities such as signalization, additional lanes, drainage and stormwater treatment, and pedestrian access utilization, etc. Services may also include traffic modeling, signal warrant study, multi-way stop warranty study, concurrency impact assessments or other theoretical evaluation of traffic.
Subdivision and Site Development Engineering
Work in this category shall consist of engineering services related to development of subdivisions (residential, commercial or other) and other projects that are subject to the site and development review. Services may include, but are not limited to, new facilities or the modification of existing facilities such as upgrading an existing subdivision's roads and drainage to County standards, development or modification of office sites and parking lots as required by the County. Services may also include assisting County staff in matters associated with any of the activities described herein. Firms providing the services required in this work category shall have on staff, or as sub-consultants, the resources necessary to provide all services related to these work items including, but not limited to, landscape architecture, stormwater engineering, structural engineering, utility, architectural, tree mitigation, or other services.
Structural Engineering
Work in this category shall consist of engineering services of a structural nature related to structures of concrete, steel, wood or other materials, or any combination thereof. Services may include, but are not limited to, design, investigation, evaluation, recommendation, etc., related to bridges, drainage structures, walls, or any other structures with which the County is involved.
Environmental Support Services
Work in this category shall consist of the provision technical and scientific testing, analysis or other investigation in support of environmental issues as may be encountered by the County. Services may include, but are not limited to, water quality monitoring, environmental assessments, remedial action plans, archeological assessments, hazardous materials issues and landfill monitoring. These services shall be performed with the oversight of a Registered Professional Engineer.
Construction Engineering and Inspection Services
Work in this category shall consist of services associated with projects which are in construction or are nearing a construction phase. Services may consist of, but are not limited to, inspection, testing, testing coordination, project management and other related services.
Surveying
Work in this category shall consist of surveying services performed by surveyors licensed to practice in the State of Florida. Services may consist of, but are not limited to, boundary surveys, construction stakeout, design surveys or record drawing surveys.
SUBMITTAL DEADLINE/DELIVERY
ELECTRONIC OR PAPER SUBMITTALS for RFQ NO: 25-47 Professional Civil Engineering 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 29, 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. 11th Street, Suite 2500, Panama City, Florida 32401.
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).
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,
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, 840 West 11th 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.
