RFP 2026-07 Building & Planning Permit Fees Study

RFP 2026-07
Instructions to Proposers
Proposers interested in the Work are instructed to submit three (3) original hard copy and one (1)
electronic copy (USB flash drive) of its complete proposal in accordance with this RFP, no later
than June 8th, 2026 at 3:00 PM., Eastern Time unless otherwise changed through an addendum
to this RFP, to the County Manager's Office at 450 W. Walnut St. Monticello, FL 32344. Proposals
received after this date and time will not be considered and will be returned unopened. The USB
flash drive will not be returned. Cost proposal must be submitted separately.
All Proposals and all attachments must be bound and delivered SEALED to the County at the
address shown below no later than the time and date set for receipt of Bids. Deliver OR mail the
Bid in a sealed envelope/package to:
JEFFERSON COUNTY MANAGER'S OFFICE
ATTN: RFP # 2026-07
JENNY TUTEN
450 W Walnut St
MONTICELLO, FL 32344
The front lower left corner of each SEALED envelope/package must contain the following
information for proper identification:
Building & Planning Permit Fee Study
RFP # 2026-07
Attention: Jenny Tuten
DUE NO LATER THAN: June 8th, 2026, at 3:00 PM, EST
1. Include name and address of Proposer on each sealed envelope/package.
2. If Proposal is contained in multiple packages, number each sealed package
sequentially, i.e., "1 of 3", "2 of 3", "3 of 3".
3. Cost proposal envelope/package must be labeled in the same manner as above and
clearly identified as such, in a separate sealed envelope/package.
All Proposals received will be recorded and date stamped at the Jefferson County office located at
450 W. Walnut St., Monticello, FL 32344.
Submission of Proposals by fax or other electronic means will not be accepted. Any proposals
received after the stated time and date will not be considered. Late proposals will not be opened at
the public opening. Arrangements may be made for the unopened proposals to be returned at the
Proposer's request and expense.
Proposals may be withdrawn or modified only by written notification from the Proposer prior to
the time fixed for the opening of Proposals. Negligence on the part of the Proposer in preparing
the Proposal confers no right for withdrawal of the Proposal after it has been opened.
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
Proposal Must Address:
The Proposal must address the requirements in a clear and concise manner in the order stated
herein. Proposals must be divided as described below and must include the information/documents
specified in the applicable divider. Proposals that do not adhere to the following format or include
the requested information/documents may be considered incomplete and therefore unresponsive
by the County.
The County reserves the right to seek additional/supplemental representation on specific issues as
needed.
Proposals should be typed. No changes in or corrections to Proposals will be allowed after
the Proposals are opened.
The signer of the Proposal must declare that the Proposal in all respects fair and in good faith
without collusion or fraud and that the signer of the Proposal has the authority to bind the principal
Proposer.
The County will not be liable for any costs incurred by Proposer prior to entering a contract.
Therefore, all Proposers are encouraged to provide a simple, straightforward, and concise
description of their ability to meet the RFQ requirements.
PROPOSAL CONSTRUCTION
Proposer will construct its Proposal in the following format as outlined and a divider must separate
each section as prescribed.
TAB 1 - PROPOSAL TRANSMITTAL FORM ON THE COMPANYS
LETTERHEAD (FORM 1)
All signatures must be by an individual with authority to legally bind the Proposer, witnessed, and
corporate and/or notary seal (as applicable.) If the individual signing the Proposal Transmittal
Form does not have apparent authority to legally bind the Proposer, attach documentation
demonstrating such authority. The corporate or mailing address must match the company
information as it is listed on the Florida Department of State Division of Corporations. Attach a
copy of the webpage(s) from http://www.sunbiz.org as certification of this required information.
Verify that all addenda and tax identification number have been provided.
TAB 2 - EXECUTIVE SUMMARY AND QUALIFICATION APPLICATION
(FORM NO. 2)
This summary should be no more than three (3), front and back, pages, exclusive of Form No.
2. Include Form No. 2, Qualification Application and Questionnaire. The proposing company must
provide information indicative of experience of similar complexity that demonstrate successful
and reliable experience in past performance within the last seven (7) years as related to this
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
Proposal. Include a list of current clients and the allocated staff members associated with each
client.
This Summary should demonstrate experience in Fee studies within Florida local governments.
Further, the Summary should demonstrate that the Proposer has the ability to meet workload and
time requirements.
TAB 3 - LETTERS OF REFERENCE (FORM 3)
Include up to three reference letters specific to studies that have been conducted for other Florida
local governments dated 2018 or later. Letters must be on the entities letterhead and signed by an
authorized official and include a brief description of the project and results, date of the project and
name of contact person, e-mail, and phone number.
TAB 4 - COST PROPOSAL
Proposers shall submit a lump sum, not-to-exceed cost to complete all services described in this
Request for Proposals (RFP). The proposed fee shall include all labor, materials, travel,
meetings, data collection, analysis, reporting, presentations, and any other costs necessary to
fully perform the Scope of Services.
The total lump sum price shall be inclusive of all costs and will be the basis for contract award.
No additional compensation will be allowed unless authorized through a written amendment
approved by the County.
TAB 5 - APPROACH
Include a detailed description of how your organization will approach the services being requested
TAB 6 - REQUIRED FORMS DOCUMENTS AND CERTIFICATIONS
The following forms must be fully filled out and signed by a person with authority to bind the
Proposer:
Form No. 1 Proposal Transmittal Form
Form No. 2 Qualifications Application and Questionnaire
Form No. 3 References
Form No. 4 Indemnification and Hold Harmless Statement
Form No. 5 Public Entity Crimes Sworn Statement
Form No. 6 Equal Employment Opportunity/Affirmative Action Statement
Form No. 7 Drug Free Workplace Certification
Form No. 8 Conflicts of Interest Disclosure
Form No. 9 Non-Collusion Affidavit
Form No. 10 Ethics Clause & Certification Regarding Lobbying for Contracts, Grants, Loans,
and Cooperative Agreements
Form No. 11 List of Proposed Sub-Contractors
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
Form No. 12 Certification Regarding Debarment, Suspension, and Other Responsibility Matters -
Primary Covered Transactions
Form No. 13 E-Verify Certification
Form No. 14 Insurance Certification
Form No. 15 Comments on Proposed Contract
Form No. 16 System for Award Management
Form
Form No. 17 Byrd Anti-Lobbying Amendment
Form
Form No. 18 Anti-Human Trafficking Affidavit
Form No. 19 Local Preference Form
Please note any concerns with the proposed contract on Form No. 15. Any comments that are
included on this form regarding the contract documents will be forwarded to the legal department
for review. The County's acceptance of comments does not guarantee any revision to the contract
documents. Comments not included on this form WILL NOT be considered. Please indicate
NONE or Not Applicable (N/A) if there are no comments on the proposed contract documents.
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PROPOSALS (RFP) FOR
BUILDING & PLANNING PERMIT FEES STUDY
RFP 2026-07
RFP ADVERTISE DATE: May 1, 2026
RFP RELEASE DATE: May 1, 2026
RESPONSES DUE DATE AND TIME: June 8 @ 3:00 P.M
MAIL OR DELIVER RESPONSES TO:
(hand-delivery or express mail services)
Jefferson County Board of County Commissioners
ATTN: RFP 2026-07
450 W Walnut Street
Monticello, FL 32344
Contact:
COUNTY MANAGER'S OFFICE
Jenny Tuten
450 W Walnut Street
Monticello, FL 32344
(850) 342-0287
jtuten@jeffersoncountyfl.gov
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
TABLE OF CONTENTS
INTENT AND GENERAL INFORMATION
SECTION 1.0 SCHEDULE OF EVENTS
SECTION 2.0 CONE OF SILENCE
SECTION 3.0 SCOPE OF SERVICES (SOS) / SCOPE OF WORK (SOW)
SECTION 4.0 PROPOSAL RESPONSE REQUIREMENTS
SECTION 5.0 PROPOSAL OPENING
SECTION 6.0 EVALUTION OF PROPOSALS AND SELECTION PROCESS
SECTION 7.0 INTENT TO AWARD AND CONTRACT EXECUTION
SECTION 8.0 STANDARD TERMS AND CONDITIONS (STAC)
APPENDICES
A. Legal Advertisement
B. Draft Contract Agreement
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
INTENT AND GENERAL INFORMATION
Jefferson County, Florida through Requests for Proposals No. 2026-07, is soliciting proposals from
qualified firms or individuals (the "Respondent" or "Consultant") with the required expertise and
capability for the development of an Fees Study (the "Study") that includes an appropriate and
legally defensible fee methodology and fee schedules for the following growth-related capital
facilities: Building Department and Planning Department. The Study will comply with Section
163.31801, Florida Statutes, and controlling Florida case law regarding impact fees. The specific
elements are included in the Scope of Services, Section 3.0, of this RFP.
Firms interested in preparing a response for this RFP must complete the requirements set forth
in this RFP, its attached documents and documents incorporated by reference (collectively
referred to as the "RFP"). Under the proposal process of Jefferson County, the conditions set
forth herein are binding on the Proposer as confirmed by the signature of a person with legal
authority to bind the Proposer on the cover letter transmitting its Proposal to the County in
response to this RFP.
If this RFP is amended, the County Manager's Office will issue an appropriate addendum to the
RFP. If an addendum is issued, all terms and conditions of this RFP that are not specifically
modified in the addendum shall remain unchanged. An addendum to this RFP will be issued if
any of the dates and/or times change. Specific dates/time will be determined at each phase.
It is understood and the Proposer hereby agrees to be solely responsible for obtaining all
materials and determining the best methods that will be utilized to meet the intent of the
specifications of this RFP. Failure by the Proposer to acquaint themselves with the available
information will not relieve them from responsibility for estimating properly the difficulty or cost
of successfully performing the Work. Proposers are expected to examine the specifications and
all instructions pertaining to the required commodities/services. Failure to do so will be at
Proposer's own risk.
The County reserves the right to reject any Proposal found to be non-responsive, vague, or non-
conforming. The County also reserves the right at any time to withdraw all or part of this RFP in
order to protect its best interests. The County is not liable for any costs incurred by the Proposer
in preparing its response, nor is a response an offer to contract with any Proposer. Pursuant to
Chapter 119, Florida Statutes, all responses are subject to Florida's public records laws.
While every effort is made to ensure the accuracy and completeness of information in the RFP,
it is recognized that the information may not be complete in every detail and that all work may
not be expressly mentioned in the RFP. It is the responsibility of the Proposer to include in its
Proposal all pertinent information in accordance with the objectives of the RFP.
Proposers interested in the Work are instructed to submit three (3) original hard copy and one
(1) electronic copy (USB flash drive) of its complete Proposal in accordance with this RFP, no later
than June 8, 2026 @ 3:00 P.M., unless otherwise changed through an addendum to this RFP, to
the County Manager's Office at 450 W Walnut St., Monticello, FL 32344. (Microsoft Word
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
versions of all appendices can be requested from the County Manager's Office.) Proposals
received after this date and time will not be considered and shall be returned unopened.
* Jefferson County is an Equal Opportunity Employer.
* MBE/WBE businesses are encouraged to participate.
* Jefferson County strictly enforces open and fair competition.
ADA - Special Accommodations: Any person requiring accommodations by the County due to a
disability should call the County Manager's Office at (850) 342-0223 at least five (5) working days
prior to any pre-response Conference, response opening, or meeting. If you are hearing or speech
impaired, please contact the County Manager's Office by the Florida Relay Service, which can be
reached at 1-800-955-8771 (TTY).
The RFP and any addenda issued are available on the Jefferson County website at
http://www.jeffersoncountyfl.gov or by contacting the County at (850) 342-0287. All questions
pertaining to this RFP should be submitted in writing in accordance with Section 1.1 of the RFP.
SECTION 1.0 SCHEDULE OF EVENTS
Failure to comply with this or any other paragraph of this RFP shall be sufficient reason for
rejection of the Proposal.
All times listed in the Schedule of Events are Eastern Standard Time (EST).
Event Date/Time
Proposal Advertisement Date May 1, 2026
Release of Request for Proposals May 1, 2026
Questions Due from Prospective Bidder May 15, 2026
Responses to questions due May 22, 2026
PROPOSALS DUE TO BOCC June 8, 2026 @ 3:00 P.M.
Oral Presentations (if needed) none
Posting of Intended Award June 12, 2026
Board Consideration of Intended Award June 18, 2026
Posting of Notice of Award June 19, 2026
1.1 All inquiries and questions concerning this RFP must be in writing (e-mail is acceptable),
received in accordance with Section 1.0 Schedule of Events, and must be directed to:
Jenny Tuten - jtuten@jeffersoncountyfl.gov
Questions and responses will be posted on the County's Website and, if necessary, an
Addendum or Addenda will be issued.
1.2 Respondents will be notified of the County's desire to enter additional discussions and
hear an oral presentation of proposed solutions, if necessary.
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
SECTION 2.0 CONE OF SILENCE
2.1 A Cone of Silence will be in effect for this RFP beginning with the advertisement date of
May 1, 2026 and will terminate upon issuance of Notice of Award. A violation of the "Cone
of Silence" renders any award voidable at the sole discretion of the County Manager with
approval from the Board of County Commissioners and may subject the potential
Respondent/Consultant or representative to debarment.
2.2 The prospective Proposer shall not have any communication with any County officers,
agents, or employees regarding this RFP or project. No interpretation of the meaning of
the plans, specifications or RFP shall be made to a Proposer orally. Any such oral or other
interpretations or clarifications shall be without legal effect.
2.3 All requests for interpretations or clarifications shall be in writing, addressed to the
contact person as shown in Section 1.0, Schedule of Events. All such request for
interpretations or clarifications must be received in writing in accordance with Section
1.0, Schedule of Events. Any and all such interpretations and supplemental instructions
shall be in the form of a written addendum which, if issued, shall be posted on the
County's website on the date indicated in Section 1.0, Schedule of Events. Such written
addenda shall be binding on the Proposer and shall become a part of the RFP Document(s)
SECTION 3.0 SCOPE OF SERVICES (SOS) / SCOPE OF WORK (SOW)
3.1 In preparing a response to this Request for Proposals (RFP), the Consultant shall address
the following specific components that should be included in the scope of work. The
final scope of work will be coordinated with the County staff and the selected
Consultant.
3.1.1 Services to be performed by the Consultant:
a. Meet with County Staff to collect and review available information and develop the
methodology to be used to generate recommended fee structures for services
provided by the building and planning department, including but not limited to
processing and review of applications for building permits and development permits
and administration and enforcement of the Florida Building Code.
b. Review historical costs associated with the building and planning department's review
and processing of development applications and permits in comparison to the
revenues brought in from fees for the last three years.
c. Generate a proposed fee structure for all applications for permits and development
approvals submitted to the County's building and planning departments that complies
with applicable Florida law, including but not limited to Section 553.80, Florida
Statutes (with respect to building permit fees).
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RFP 2026-07 - BUILDING & PLANNING PERMIT FEES STUDY
d. Provide an analysis of current staffing levels and current operations and forecast for
future needs as well as provide recommendations for improving processes.
e. Recommend a fee structure that will generate the level of revenue needed to capture
all costs related to permit and development application processing and review which
may be included in building and planning department fees pursuant to applicable
Florida law.
f. After staff review, prepare a final building and planning department fee study report
summarizing the recommended fees and describing the methodology used to
establish such fees.
g. Assist in the preparation of the documents to implement the proposed fees.
3.1.2 Reporting and Communication
a. The Consultant will meet periodically during the on-site field work process with the
County Manager, Deputy County Manager, Planning Department Manager and
Building Department Manager to discuss issues, concerns, preliminary findings and
recommendations.
b. The consultant will provide regular updates to the County regarding process on the
analyses and recommendations and request any additional information or direct need
to complete the project on time and within budget.
c. Prior to issuing their final report, the consultant will meet with the County Manger,
Deputy County manager, Planning Department Manager, and Building Department
Manager to review the draft report and recommendations to be presented to the
County Commission.
3.1.3 Other Considerations
a. All working papers, reports, and records relating to the work performed under the
Professional Services Agreement will be property of Jefferson County and will be
delivered upon completion.
b. The consultant will be required to attend at least two County Commission meetings
to present the fee study and answer any questions either body may have regarding
the study or recommendations.
SECTION 4.0 PROPOSAL RESPONSE REQUIREMENTS
4.1 Overview
4.1.1 The use of the terms "shall," "must," or "will" (except to indicate simple futurity) in this
RFP indicates a mandatory requirement or condition. The words "should" or "may" in
this RFP indicate desirable attributes or conditions, but are permissive in nature.
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