Special Magistrate Services (rebid)

PUBLIC NOTICE
REQUEST FOR QUALIFICATIONS NO.: PC26-034
SPECIAL MAGISTRATE SERVICES
The City of Panama City, Florida (the "City"), through the City's Development Services
Department, seeks Qualifications from qualified Florida licensed attorneys to provide services in
accordance with City of Panama City Ordinance 2324 and Florida Statutes Chapter 162 as a
Special Magistrate. The City is re-advertising a Request for Qualifications (RFQ) for Special
Magistrate Services. Multiple magistrates are needed. All references to Florida Statutes, City of
Panama City and Panama City Codes, and other laws/regulations will be interpreted to include "as
amended from time to time."
The complete RFQ documents for this project are available upon email request to the City's
Purchasing Division at purchasing@panamacity.gov. Addenda, if any, will be posted on the
City's Purchasing Bid Requests webpage https://www.panamacity.gov/bids.aspx and on the City's
Bonfire Portal at https://panamacity.bonfirehub.com/portal/?tab=openOpportunities. It is the sole
responsibility of Respondents to ensure the receipt of all addenda. Therefore, it is recommended
that Respondents periodically check the City's Purchasing Bid Requests webpage or the City's
Bonfire Portal for updates through the issuance of addenda.
The City's Purchasing Division will receive Qualifications via the City's Bonfire Portal at
https://panamacity.bonfirehub.com/portal/?tab=openOpportunities until 9:00 a.m. CT on
Wednesday, April 22, 2026 (the "Qualifications Due Date"). The Qualifications received will be
opened publicly in City Hall, Lower-Level, Room 010 located at 501 Harrison Avenue, Panama City,
FL 32401. For questions regarding registering with the Bonfire Portal or for assistance with
Qualifications submission, please contact the Bid Specialist Johnnie Gallegos at
purchasing@panamacity.gov. Qualifications received after this time will be automatically rejected.
The responsibility for submitting Qualifications before the stated time and date is solely and strictly
that of the Respondent. The City is not responsible for any delayed, late, lost, misdelivered, or non-
delivered Qualifications, no matter the cause.
Neither the City of Panama City nor its representatives shall be liable for any cost incurred by any
Respondent in the preparation of its response to this Request for Qualifications.
Information submitted in response to this RFQ will become the property of the City and is subject
to Florida public records laws.
The City reserves the right to accept any Qualifications deemed to be in the best interest of the
City, to waive any minor irregularities, scrivener's errors, minor omissions, minor deviations, and/or
technicalities in any Qualifications, or to reject any or all Qualifications with or without cause and
to re-advertise for new Qualifications, in accordance with the applicable sections of the Florida
Statutes, the City Charter and City Code, this RFQ, and the best interest of the City.
RESPONDENTS ARE ADVISED THAT QUALIFICATIONS SUBMITTED WITH
IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE
MINIMUM QUALIFICATIONS, EXPERIENCE, AND SUBMISSION REQUIREMENTS OF A
REQUEST FOR QUALIFICATIONS ("RFQ"), REQUEST FOR PROPOSALS ("RFP"),
INVITATION TO BID ("ITB"), INVITATION FOR BIDS ("IFB"), INVITATION TO QUOTE ("ITQ"),
REQUESTS FOR LETTERS OF INTEREST ("RFLI"), AND REQUEST FOR SPONSORSHIPS

("RFS") SHALL RESULT IN A NON-RESPONSIVE DETERMINATION. ONLY MINOR
IRREGULARITIES, DEFICIENCIES, AND TECHNICALITIES MAY BE ALLOWED TO BE
TIMELY CURED BY RESPONDENTS AT THE SOLE DISCRETION OF THE CITY. MATERIAL
IRREGULARITIES, DEFICIENCIES, AND TECHNICALITIES CANNOT BE CURED BY THE
RESPONDENT, AND ARE NOT WAIVABLE BY THE CITY.

I. General Conditions
A. The City of Panama City, Florida (the "City"), through the City's Development Services
Department, seeks Qualifications from qualified Florida licensed attorneys to provide services
in accordance with City of Panama City Ordinance 2324 and Florida Statutes Chapter 162 as
a Special Magistrate. The City is re-advertising a Request for Qualifications (RFQ) for Special
Magistrate Services. Multiple magistrates are needed. Applicants must demonstrate the
requisite knowledge, experience, technical expertise, and organizational and financial
capacity to perform services requested under this RFQ. All references to Florida Statutes, City
of Panama City and Panama City Codes, and other laws/regulations will be interpreted to
include "as amended from time to time."
B. The City's Purchasing Division will receive Qualifications submitted via the City's Bonfire
Portal at https://panamacity.bonfirehub.com/portal/?tab=openOpportunities until 9:00 a.m.
CT on Wednesday, April 22, 2026 (the "Qualifications Due Date"). The Qualifications
received will be opened publicly in City Hall, Lower-Level, Room 010 located at 501 Harrison
Avenue, Panama City, FL 32401.
For questions regarding registering with the Bonfire Portal or for assistance with Qualification
submission, please contact the Bid Specialist Johnnie Gallegos at
purchasing@panamacity.gov. Qualifications received after this time will be automatically
rejected. The responsibility for submitting Qualifications before the stated time and date is
solely and strictly that of the Respondent. The City is not responsible for any delayed, late,
lost, misdelivered, or non-delivered Qualifications, no matter the cause.
Neither The City of Panama City nor its representatives shall be liable for any cost incurred
by any Respondent in the preparation of its response to this Request for Qualifications.
C. The City reserves the right to accept any Qualifications deemed to be in the best interest of
the City, to waive any minor irregularities, scrivener's errors, minor omissions, minor
deviations, and/or technicalities in any Qualifications, or to reject any or all Qualifications with
or without cause and to re-advertise for new Qualifications, in accordance with the applicable
sections of the Florida Statutes, the City Charter and City Code, this RFQ, and the best interest
of the City.
Respondents are advised that qualifications submitted with irregularities, deficiencies, and/or
technicalities that deviate from the minimum qualifications, experience, and submission
requirements of a Request for Qualifications ("RFQ"), Request for Proposals ("RFP"),
Invitation to Bid ("ITB"), Invitation for Bids ("IFB"), Invitation to Quote ("ITQ"), Requests for
Letters of Interest ("RFIL"), and Request for Sponsorships ("RFS") shall result in a non-
responsive determination. Only minor irregularities, deficiencies, and technicalities may be
allowed to be timely cured by respondents at the sole discretion of the city. Material
irregularities, deficiencies, and technicalities cannot be cured by the respondent, and are not
waivable by the city.
D. From the date of release of this solicitation until award of the contract(s), no contact or
communication with City personnel or elected officials related to this solicitation is permitted.
Any such contact or communication may result in the disqualification of the Respondent's
Qualifications. Direct all communications to the Purchasing Division via email to
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purchasing@panamacity.gov
E. Each Respondent shall examine the Request for Qualifications and other contract documents
and inform him or herself regarding any and all conditions and requirements that may affect
cost, progress, or performance of the work to be performed under the contract. Ignorance on
the part of the Respondent in no way relieves the Respondent of the obligations and
responsibilities assumed under the contract.
F. All questions and requests for additional information must be made in writing to the Purchasing
Division by email to purchasing@panamacity.gov. All questions and requests for additional
information must be received no later than 5:00 p.m. CT, on April 15, 2026. Late or
misdelivered requests for additional information or clarification may not receive a response.
G. The Purchasing Division will issue responses to inquiries received and any other corrections
or amendments it deems necessary via written addenda, prior to the Qualifications Due Date.
Respondents should not rely on representations, statements, or explanations other than those
made in this RFQ and in any written addenda to this RFQ. Where there appears to be conflict
between the RFQ and any addenda issued, the last addendum issued shall prevail. Addenda
will be made available on the City's Purchasing Bid Requests webpage https://
www.panamacity.gov/bids.aspx and on the City's Bonfire Portal
https://panamacity.bonfirehub.com/portal/?tab=openOpportunities. It is the sole responsibility
of Respondents to ensure the receipt of all addenda. Therefore, it is recommended that
Respondents periodically check the City's Purchasing Bid Requests webpage or the City's
Bonfire portal for updates through the issuance of addenda. Prior to submitting the
Qualifications, the Respondent should check the City Bid Requests webpage and the City's
Bonfire Portal to ensure they have received and reviewed all addenda.
H. All changes, modifications, or interpretations shall be handled by the Purchasing Department.
In no case will verbal communication between the City and a Respondent override written
communications or documentation. All communications must be in writing to be considered
part of this Request for Qualifications (RFQ).
I. The City reserves the right to delay or modify the dates and timelines for the RFQ as needed.
J. Submission of Qualifications indicates acceptance by the Respondent of the conditions
contained in this RFQ, unless clearly and specifically noted in the Qualifications submitted and
confirmed in the contract between the City and the firm selected.
K. All information requested shall be submitted. Failure to submit all information may result in
Qualifications being considered a "non-responsive" and, therefore, rejected.
L. Qualifications shall be binding upon the respondent and irrevocable for 90 calendar days
following the Qualifications Due Date. Any response in which a respondent shortens the
acceptance period may be rejected.
M. This solicitation is subject to all legal requirements contained in the applicable Panama City
Ordinances and Resolutions, as well as all applicable County, State and Federal statutes.
Where conflict exists between this solicitation and these legal requirements, the authority shall
prevail in the following order: Federal, State, and local.
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N. Information submitted in response to this RFQ will become the property of the City and is
subject to Florida public records laws.
O. The Respondent acknowledges that the City is a Florida municipal corporation and subject to
the Florida Public Records law. The respondent agrees that to the extent any document
produced under this agreement constitutes a public record. The respondent shall comply with
the Florida Public Records Law. Chapter 119, Florida Statutes requires that all material
submitted in connection with a Qualifications response shall be deemed to be public record
subject to public inspection upon award, recommendation for award, or thirty (30) days after
Qualifications opening, whichever occurs first.
All materials that qualify for exemption from Chapter 119, Florida Statutes or other applicable
law must be submitted as a separate file, clearly identified with the file name "Exempt from
Public Disclosure". The City will not accept Qualifications when the entire document is labeled
as exempt from disclosure. The City's determination of whether an exemption applies shall be
final, and the Respondent agrees to defend, indemnify, and hold harmless the City and the
City's officers, employees, and agents against any loss or damages incurred by any person
or entity as a result of the City's treatment of records as public records.
P. The Special Magistrate shall comply with Florida's Public Records Act, Chapter 119,
Florida Statutes.
Q. If the Special Magistrate, as a contractor, has questions regarding
the application of Chapter 119, Florida Statutes, to the Special
Magistrate's duty to provide public records relating to this contract,
contact the City Clerk at (850) 872-3021; cityclerk@panamacity.gov
or publicrecords@panamacity.gov; or 501 Harrison Avenue,
Panama City, Florida 32401.
R. No elected official or employee of the City will participate in any decision relating to the
agreement that affects his personal interest or relating to any agreement in which he has a
personal or pecuniary interest, direct or indirect, in the contract or in the proceeds.
S. No contract will be awarded to any person, firm, corporation, or other entity that is in arrears
or in default to the City upon any debtor contract or that is in default as surety or otherwise
upon any obligation to the City, or that has failed to perform faithfully any contract with the
City.
T. A person or affiliate who has been placed on the convicted vendor list following a conviction
for a public entity crime may not submit a response on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or contractor under a contract with any public entity, and may not transact
business with any public entity in excess of the threshold amount provided in Section 287.017,
for category two for a period of 36 months from the date of being placed on the convicted
vendor list.
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U. Any Respondent who is deemed to have a conflict of interest prohibited by Chapter 112,
Florida Statutes or by the Rules of Professional conduct of The Florida Bar, shall be
disqualified.
V. The City hereby notifies all that it will take affirmative action to insure that disadvantaged and
women business enterprises will be afforded full opportunity to participate in any contract
which may result from this Request for Qualifications and will not be discriminated against on
the grounds of race, color, national origin, sex, religion, age or physical handicap in
consideration of contract award.
W. The selection of a Respondent will not guarantee any minimum amount of services under the
contract. The selection of a Respondent by the City does not guarantee the Respondent a
contract.
X. The Notice of Award will be posted on the City's website. Failure to file a written protest to the
Purchasing Agent within the time prescribed in section 120.57(3), Florida Statutes, shall
constitute a waiver of protest proceedings.
Y. The City further reserves the right to:
1. request clarification and additional information from any Respondent during the evaluation
process;
2. negotiate with the selected Respondent(s) to include further services not identified in this
RFQ;
3. re-advertise with either an identical or a revised scope of work or cancel requirements in
their entirety;
4. issue subsequent RFQs based on refinement of concepts proposed in response to this
request;
5. conduct investigations of the qualifications of the Respondent as deemed appropriate;
6. request that the Respondent modify their proposal to more fully meet the needs of the City.
II. Scope of Work
The Scope of Work to be performed by the awarded firm or individual consists of, but is not limited
to, the following:
A. The Magistrate shall review case files prior to attending hearings.
B. The Special Magistrate shall conduct hearings as provided in Chapter 162, Florida Statutes
and Panama City Ordinance 2324 related to the enforcement of the Panama City Code of
Ordinances, other adopted ordinances, land development regulations, permits, and policies
of the City.
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C. The Special Magistrate agrees to observe all pertinent laws in the exercise of his or her duties,
including but not limited to the Sunshine Law, the Public Records Law, Chapter 112 of Florida
Statutes relating to conflicts of interest, and laws relating to procedures for quasi-judicial
hearings.
D. The Special Magistrate shall serve at the pleasure of the City Commission and shall not be
deemed an employee of the City.
E. The City shall provide such clerical and administrative personnel as deemed reasonably
necessary to support the Special Magistrate's activities and assist in the proper performance
of duties. The Special Magistrate shall not be authorized to engage, hire, or use any other
person except those provided by the City to assist in the performance of duties, at the City's
expense.
F. The jurisdiction of the Special Magistrate is not exclusive. An alleged violation of a code
provision may be pursued by another remedy at the option of the City Manager and nothing
shall prevent the City from taking such other lawful action, including but not limited to resorting
to equitable actions.
G. The Special Magistrate shall serve until a successor has been duly appointed and qualified
unless otherwise directed by the City Commission. Selection of a Special Magistrate to assist
with a particular case shall be decided on a rotation basis if more than one Special Magistrate
is selected by the City Commission to serve.
H. All other relevant assignments relating to code enforcement Special Magistrate services, as
may be requested.
III. Qualifications
A. Respondent must be a member in good standing of The Florida Bar for a minimum of eight (8)
years; and
B. Be engaged in the practice of law; and
C. Shall carry and provide proof of professional/malpractice insurance before award of contract;
and
D. Be knowledgeable of Florida law and Panama City's Code of Ordinances.
E. Residency in Panama City is not required.
IV. Response Format and Submission Requirements
A. All Qualifications shall include the following information, organized in a clear and
concise manner:
1. Title Page. This shall show the individual's name, physical address, telephone number,
email address, and date of submission.
2. Profile and Statement. Profile shall be brief with a two-page maximum. Provide a history
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of your experience and expertise as it relates to this position.
3. Up-to-date Resume. Include current licenses and certifications.
4. Statement of Availability. Explain your local availability and degree of accessibility to the
City.
5. Pricing. Pricing should be in the format of hourly rates. While not a qualification, pricing
may be considered during submission evaluation.
6. Qualifications Submittal Form which is included in Attachment 1 of this RFQ.
7. Addendum Acknowledgement Form which is included in Attachment 1 of this RFQ.
8. Anti-Collusion Form which is included in Attachment 1 of this RFQ.
9. Conflict of Interest Disclosure Form which is included in Attachment 1 of this RFQ.
10. Drug Free Workplace Form which is included in Attachment 1 of this RFQ.
11. Waiver of Exemption of Meetings/Presentations Form which is included in Attachment
1 of this RFQ.
V. Contract Price
The City shall negotiate a contract for services at a rate of compensation which the City deems is
fair, competitive, and reasonable.
VI. Evaluation Procedures
The procedure for the evaluation of Qualifications and selection of Respondent(s) is as follows:
1. Request for Qualifications issued.
2. Receipt of Qualifications.
3. Opening and listing of all Qualifications received.
4. Preliminary review by City's Purchasing staff for compliance with the submission
requirements of the RFQ, including verification that each submission includes all
documents required.
5. Review by City staff and/or an Evaluation Committee (the "Committee") certifying that the
Respondent is qualified to render the required services according to State regulations.
6. The Committee, appointed by the Director of Development Services or Designee, will meet
to individually provide the recommended individual, individuals, firm, or firms to be
considered for contract negotiations. The Purchasing Division staff will compile the
preliminary tally for each individual/firm, whereby the Committee will establish a shortlist
of individuals/firms deemed the most highly qualified to perform the required services.
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7. The Committee will forward its recommendation to the City Manager.
8. After reviewing the Committee's recommendation, the City Manager may:
a. Approve the recommendation of the Committee and authorize City staff to enter
into contract negotiations with the recommended individual(s)/firm(s);
b. Prepare a recommendation for the City Commission and seek approval to hire the
recommended individual(s)/firm(s),
c. Reject the Committee's recommendation and instruct the Committee to re-
evaluate Qualifications and make further recommendations;
d. Reject all Qualifications; or
e. Recommend that the City Commission reject all Qualifications.
9. If the City Manager prepares a recommendation to the City Commission, after reviewing
the City Manager's recommendation, the City Commission may vote to:
a. Direct City staff to enter into a contract with one or more individual(s)/firm(s);
b. Reject all Qualifications;
c. Table their decision to a future date; or
d. Instruct staff to re-evaluate Qualifications and make further recommendations.
VII. Evaluation Criteria
Qualifications will be evaluated by considering the following:
* Respondent's Experience and Qualifications
VIII. CONTRACT
Upon the selection of one or more individuals/firms and completion of successful contract
negotiations, a contract (or contracts) will subsequently be executed between the Special
Magistrate(s) and the City setting forth the specific terms and conditions of the engagement
consistent with the RFQ.
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ATTACHMENT 1
REQUIRED FORMS
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