RFP 2026-02-CM - Fire and Police Impact Fee Study and Analysis

CITY OF DEFUNIAK SPRINGS
REQUEST FOR PROPOSALS 2026-02-CM
FIRE AND POLICE IMPACT FEES STUDY AND ANALYSIS
I. BACKGROUND: City of DeFuniak is a city in Walton County, Florida and encompasses more
than 14 square miles and has a permanent population of 6,300 plus. Thousands more visit
or travel through the city daily while conducting business within our Walton County Seat, or
as vacationers on their way to the world's most beautiful beaches. The richness of our
heritage can be readily attested to by the abundance of historical antebellum homes
surrounding Lake DeFuniak, and the number of annual events where our citizens, visitors,
and businesses join together to celebrate several festivals throughout the year. The City of
DeFuniak Springs is beginning to see increased population and economic growth, and
infrastructure expansion. To maintain necessary levels of service, the City is looking at cost
recovery for new residential and non-residential development through impact fees.
Fire Development Impact Fee (Residential and Nonresidential): A development impact fee
imposed on new residential and non-residential development to fund the proportionate
share of the costs generated by new development for public facilities including fire stations,
emergency vehicles, trucks, pumpers, water tenders, and other fire protection buildings,
facilities, and equipment created by new development.
Law Enforcement Development Impact Fee (Residential and Nonresidential): A
development impact fee imposed on new residential and non-residential development to
fund the proportionate share of the costs for public facilities, including law enforcement
buildings, vehicles, and equipment generated by new development.
The goals of this project include, but may not be limited to:
1. Analyze and recommend methodologies to determine the assessment of Police and Fire
impact fees.
2. Analyze and recommend appropriate impact fees for Police and Fire.
3. Analyze and recommend an annual escalator to apply to all fees between impact fee
studies to offset the cost of constructing infrastructure assess.
4. Provide impact fee rate comparisons with surrounding public entities.
II. SCOPE OF WORK: The City of DeFuniak Springs wishes to contract with an outside firm(s)
and/or individual to provide a Fire and Police Impact Fees Study and Analysis to include but
not limited to:
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1. Establish a methodology for the evaluation of fees: Work and meet with City staff to
refine the project scope, purpose, uses and goals of the City's Fee Study to ensure that
the study will be both accurate and appropriate to the City's needs. Review project
schedule and answer any questions pertaining to the successful development of the
Study.
2. Conduct a comprehensive review of the City's existing fees, rates, and charges. Meet
with staff and conduct interviews as needed to gain an understanding of the City's
processes and operations.
3. Analyze the impacts of development on specific types of facilities and calculate
recommended impact fees for each type of facility in accordance with the Government
Code.
4. Identify the total cost of providing each City service at the lowest reasonable activity
level and in a manner that is consistent with all applicable laws, statutes, rules, and
regulations governing the collection of fees, rates, and charges by public entities. Costs
should include appropriate General and Administrative overhead allocations to City
activities and applicable overhead rates for use in calculating the City's billable hourly
rates.
5. Compare service costs with existing cost recovery levels. This should include service
areas where the City is currently charging for services as well as areas where the City
perhaps should charge, in light of the City's practices, or the practices of similar and/or
neighboring cities.
6. Prepare a report that identifies each facility or service, its full cost, current and
recommended cost recovery levels. The report should identify the direct cost, indirect
cost, and the overhead cost for each service; and provide a model for adjusting these
fees and rates for the City's current and future needs.
7. Recommend appropriate fees and charges. Recommended fees are based on the
analysis, together with the appropriate subsidy percentage for those fees where full cost
recovery may be unrealistic.
8. Prepare a report that identifies the current fees, and recommended fees. The report
must also identify percentage change, cost recovery percentage, and fee comparison
with other municipalities comparable to DeFuniak Springs in the NW Florida Region.
9. Report on other matters that come to your attention in the course of your evaluation
that in your professional opinion the City should consider.
10. Present the findings to the City's management group and make necessary adjustments
as requested.
11. Prepare and deliver presentation to the City Council to facilitate understanding of the
plan and its implications for the City; provide necessary adjustments as requested.
12. Provide the City with an electronic copy of the final comprehensive study, including
related schedules and cost documentation in a Microsoft format that can be edited and
updated by City staff to accommodate changes in the organization or changes in costs.
13. Develop or modify the existing model for adjusting fees/rates; include the addition of
potential service areas, future service enhancements, and the ability to calculate the
estimated costs of providing the service under consideration.
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14. Prepare a final fee study report and provide nine bound copies, one unbound original
copy and a single PDF file of the plan that can be made available to City staff. Any
Master fee schedule revisions developed shall also be made available to the City
electronically, providing the ability to add or delete and/or update information as
needed.
15. Project Budget for the Comprehensive Fee Study - a description of the project budget
itemized according to individual tasks. Project budget should include:
a. A project schedule with activities, milestones, and deliverables.
b. Project budget defined, at minimum, as follows:
i. By task with a collective total by milestone and deliverable;
1. Labor rates for all project team members;
2. General overhead rates;
3. Costs for expenses such as printing, travel, and attendance at
meetings.
c. Proposed services to be referred to a sub-contractor anticipated sub-
contractors and anticipated costs for these services.
16. Consult with the City staff should it become necessary to defend the City's User Fees as
a result of any legal or other challenge.
17. The City will need sufficient information in order to defend all fees charged. The
following must be included in the Fee Recommendations Report:
a. Identify the Consultant's use of any proprietary or earlier developed software to
develop assumptions;
b. Assumptions and bases for assumptions;
c. Legal basis for proposal and settled methodology;
d. Level of service assumptions and bases for assumptions;
e. Description of new development and impact of the development on current city
facilities; and
f. Fee recommendations should be in a table format.
If the consultant/firm believes that additional tasks are warranted, they must be clearly identified in the
proposal.
The City reserves the right to modify the scope of services before the contract is awarded depending on
cost and the City's confidence in the selected vendor.
Water and Sewer user fees are NOT included in the scope of work for this study.
III. PROPOSAL REQUIREMENTS: Proposals must be submitted with one (1) unbound original
and one (1) electronic copy (PDF Format) in a sealed envelope clearly marked with the name
of the firm, "RFP 2026-02-CM Proposal for Fire and Police Impact Fees Study and
Analysis." Proposals not including the outlined information may be deemed non-responsive
and excluded from consideration.
1. Title Page: Name of individual/firm/corporation, address and telephone number, the
name of the contact person and the date of the proposal.
2. Table of Contents
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3. Transmittal Letter: A signed letter of transmittal briefly stating the respondent's
understanding of the work to be done, the commitment to perform the work within the
time period, a statement that the proposal is a firm and irrevocable offer for ninety (90)
days. The signer must have the authority to bind the respondent to the submitted
proposal.
4. Profile/Qualifications of the Respondent:
a. Overview: Provide a general overview of the firm/consultant(s) that will be
assigned to the project.
b. Experience: Describe the firm/consultant's experience in conducting similar fee
studies. Include information regarding the resumes of consultant(s) that will be
assigned and any other relevant information to demonstrate the firm's
experience with engagements of similar size and scope.
c. Approach: Describe the firm/consultant's approach used to gather and analyze
data, expected interaction with City staff and estimated timeline for completing
the scope of work.
d. Additional Information: Describe any other information not previously
mentioned that the consultant believes should be given consideration. This
could include any additional tasks not included int the Required Services section
above.
5. References: (minimum 3) specifically in local/municipal/county/state agencies.
a. Name of agency
b. Contact name to include title; phone number and email
c. Population of jurisdiction
d. Number of employees
e. Project start and completion date
f. Brief summary of project
6. Pricing: Provide proposed price for the services as well as any proposed payment terms.
The City desires a professional services contract with a not-to-exceed fee for the
required services. The contract will provide for monthly billing on a time and materials
basis for the services provided. In addition, the contract will include language to allow
the project to be terminated by joint agreement of the parties with full compensation
being made to the consultant for expenses incurred and work completed to termination
date.
7. Report Deliverables: Prepare a final report submitted to the City containing background
information, methodology, findings, and recommendations. More specifically,
consultant shall prepare a report containing, but not limited to, the following:
a. Background information
b. A description of the overall methodology
c. Supporting justification
d. Calculations that demonstrate the legal nexus between recommended fees and
the impact created by new development
e. Relationship between the fee's use and the type of project on which it would be
imposed
f. Purpose of fee
g. How the fee would be used
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Upon request by the City, the selected consultant shall provide electronic copies of any
and all reports, presentations, studies, maps, technical review notes and other
documentation created on behalf of the City. The selected consultant shall also adhere
to the Public Records Request requirements of Florida Statutes Title X, Chapter 19.0701.
IV. SUBMITTAL REQUIREMENTS: Proposals shall be submitted as follows:
1) Each proposal shall contain evidence of proper licensing to perform required services in
the State, County and City.
2) Each proposal shall contain a completed Public Entity Crime Form pursuant to Florida
Statues, Sections 287.132-133, providing that no public entity shall accept any bid from
or award any contract to, or transact any business in excess of the threshold amount for
Category Two ($25,000) for a period of thirty-six months from the date placed on the
convicted vendor list.
3) Each proposal is subject to the provisions of Florida Statutes, Chapter 112, providing
that all respondents must disclose with the RFP submittal the name of any officer,
director or agent who is also a public officer or an employee of the City of DeFuniak
Springs. Further, all respondents must disclose the name of any City officer or employee
who owns, directly or indirectly, an interest of five percent or more in the proposing
firm.
4) Firms submitting proposals as a joint venture shall submit to the City, as part of
proposals, a copy of any joint venture agreement.
5) Preference may be given by the City of DeFuniak Springs to firms demonstrating a drug-
free workplace program whenever two or more proposals, which are equal in respect to
quality and service, are received and rated by the City. Respondents intending to
demonstrate a drug-free workplace program shall provide a certification form with the
RFP submittal.
6) Submit one (1) unbound original and one (1) electronic copy (PDF Format) in a sealed
envelope clearly marked with the name of the firm, "RFP 2026-02-CM Proposal for Fire
and Police Impact Fees Study and Analysis." Sealed proposals must be received by the
City of DeFuniak Springs no later than 2:00 p.m. CT, May 21, 2026, at which time they
will be opened and read out loud at the following address:
MAILING AND HAND-DELIVERED ADDRESS
City of DeFuniak Springs
ATTN: City Clerk
1350 Baldwin Avenue
DeFuniak Springs, FL 32435
7) Questions regarding RFP 2026-02-CM may be directed to the following City
contact:
Madison Lewis
City Clerk
(850) 892-8500
citvclerk@defuniaksprinas.net
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8) Only those proposals fulfilling all the requirements outlined on this solicitation will
be considered.
9) No later than five (5) working days prior to the date for receipt of bids, a vendor shall
make a written request to the City for interpretations or corrections of any ambiguity,
inconsistency, or error which the vendor may discover. All interpretations or corrections
will be issued as addenda. The City will not be responsible for oral clarifications. No
negotiations, decisions or actions shall be initiated or executed by the respondent as a
result of any discussions with any City employee or City official prior to the opening of
proposals. Only those communications which are in writing from the City, provided by
the City Clerk may be considered as a duly authorized expression on the behalf of the
City Council. Only communications from firms or individuals which are in writing and
signed will be recognized by the City Council as duly authorized expressions on behalf of
respondents. Addenda will be posted on the City website at www.defuniaksprings.net.
Each respondent shall acknowledge receipt of any addenda in their proposal. If the
acknowledgement is not included, the response to the RFP will constitute
acknowledgement. It is the responsibility of all Respondents to verify all addenda prior
to submitting a response to the RFP.
V. SCHEDULE OF EVENTS
Bid Issuance April 20, 2026
Last Day for Questions May 11, 2026
City Response to Questions May 13, 2026
Bids DUE May 21, 2026, no later than 2:00 PM
Bid Committee Review May 25, 2026
Recommendation of Award to City Council May 25, 2026
VI. EVALUATION OF PROPOSALS
The Bid Committee will evaluate each proposal submitted based on all submittals
received and recommend the best proposal to the City Council for award of
contract. The Bid Committee will evaluate the proposals from the submission
and may ask questions of a clarifying nature, if necessary. The evaluation of the
proposals will be performed based on the following criteria:
Experience & Expertise
* Previous related work experience and qualifications in the subject area of personnel
assigned.
* Quality of the firm's professional personnel to be assigned to the engagement.
* Responsiveness to City's needs, including availability of professional personnel assigned.
Methodology
* Demonstrates a clear understanding of scope of services.
* Adequacy of implementation plan, sampling techniques, analytical procedures.
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* Additional services, innovative data collection methods, cost-saving measures, products,
etc. will be considered for their usefulness or contribution to the City.
* Adequacy of project schedule.
References
* References and recommendations of previous clients
* History and performance of firm/project team on similar projects
Cost
* Proposed cost for services
VII. TERMS AND CONDITIONS
* By submitting a proposal, a firm certifies that is has fully read and understands this RFP
and is able to provide all types of services that are requested.
* The cost of preparing this response shall be borne by the preparer.
* The response shall be prepared simply and economically and shall be straightforward
and concise in content.
* The City reserves the right to request clarification of information submitted and to
request additional information from any responding firm.
* The response shall strictly adhere to the proven capabilities of the proposer to meet the
requirements set forth in the RFP.
* The City reserves the right to reject any or all responses, to waive any informality in a
response, and/or to accept those responses that are in the best interest of the City.
* The firm selected shall submit its proof of liability insurance coverage upon contract
execution.
* The City reserves the right to award the contract to the next most qualified firm if the
selected firm does not execute a contract within thirty (30) days after the award of the
proposal.
* Any proposal submitted will constitute an irrevocable offer, for a period of ninety (90)
days, to sell the City the services set forth in the enclosed specification.
* If, through any cause, the firm shall fail to fulfill in a timely and proper manner the
obligations agreed to, the City shall have the right to terminate its contract by specifying
he date of termination in a written notice to the firm at least thirty (30) days before
termination date. In this event, the firm shall be entitled to just and equitable
compensation for any satisfactory work completed.
* The City reserves the right to reject any agreement that does not conform to the RFP
and to any City requirements for agreements and contracts.
* The firm shall not assign any interest in the contract and shall not transfer any interest
in the same without the City's prior written consent.
* No reports, information or data given to or prepared by the firm under the contract
shall be made available to any individual or organization by the firm without the City's
prior written approval.
* The RFP requires responding firms and their subcontractors to state that to the best of
their knowledge there are no circumstances that shall cause a conflict of interest in
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performing the services to the City of DeFuniak Springs. The successful firm(s) will be
required to sign statements regarding conflict of interest and contingency fees.
* The firm selected understands that all replacement personnel who may be assigned to
perform services for the City are subject to City approval. Replacement personnel
should have education and experience equivalent to the individual whom they replace,
or at least of a level sufficient, in the City's judgement, to perform its duties well.
Resumes of replacement personnel are to be submitted to the City for review. The City
reserves the right to interview replacement personnel prior to approving them.
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Acknowledgement Form
RESPONSE TO: RFP 2026-02-CM Proposal for Fire and Police Impact Fees Study and Analysis
Madison Lewis, City Clerk
1350 Baldwin Avenue
DeFuniak Springs, FL 32435
I acknowledge receipt of any/all Addenda: __________________________________
I have included:
* Hold Harmless Agreement
* Certificate of Insurance
* Non-Collusion Affidavit
* Drug Free Workplace Form
* Public Entity Crime Form
MAILING ADDRESS: _____________________________________________________________________
PHONE:_________________________ FAX: ___________________________ DATE: _______________
By signing and submitting this proposal, I am certifying that (a) I am a citizen of the United States; (b) I
am not a member or an employee of any taxing authority; and (c) I do not represent any property owner
in an administrative or judicial review of property tax issues.
______________________________ ____________________________
Signature of Respondent Witness
STATE OF FLORIDA
COUNTY OF ____________________
Sworn to (or affirmed) and subscribed before me this ______ day of __________, 20_____,by
______________________________.
______________________________
Notary Public
Personally Known_______ or Produced Identification________
Type of Identification Produced _______________________________________
My Commission Expires _____________________________________________
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Drug-Free Workplace Certification
In order to have a drug-free workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against an employee for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, available drug counseling,
rehabilitation, and employee assistance programs, and the penalties that may be imposed upon
employees from drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that under
this solicitation a copy of the statement specified in subsection (1) above.
4. In the statement specified in section (1), notify the employees that, as a condition of working in
the commodities or contractual services that are under this solicitation, the employees will
Abide by the terms of the statement and will notify the employee of any conviction of, or pleas
of guilty or nolo contendere to, any violation of Chapter 893 or if and controlled substance law
of the United States or any state, for a violation occurring in the work place no later than five (5)
days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in, a drug abuse assistance or
rehabilitation program, by any employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation
of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
___________________________________ _________________________________
Signature of Respondent Witness
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