INTRODUCTION
The Bay County Board of County Commissioners (County) is seeking Qualifications from Firms for professional survey services on a continuing services basis for projects within the County. Services will be on an as-needed basis to be coordinated primarily with the Public Works Department; however other County Departments or Divisions may require and access services as well during the terms of the contract.
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.
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
Supply sufficient personnel and equipment to provide all surveying services necessary to perform topographic, bathymetric, and boundary surveying, develop right-of-way or servitude maps, and provide other existing site data. These services may include, but are not limited to:
a)Topographic surveys to determine the horizontal and vertical position of existing natural features (ground elevations, bodies of water, vegetation, etc.)
b) Bathymetric and hydrographic surveys to determine the shoreline and depths of bays, tidal inlets, and other bodies of water within the project area
c) Magnetometer surveys to locate pipelines, obstructions, or other anomalies as necessary to clearly define borrow areas, flotation access channels, or fill areas
d) Geophysical surveys utilizing side scan, sub-bottom acoustic sonar, and seismic sub-bottom proofing to facilitate geophysical and archeological investigations
e) Establish secondary benchmarks, both temporary (surface monument) and permanent (deep rod driven to refusal), as described by the latest CPRA GPS guidelines and as required to carry out field survey work
f) Surveying and engineering services to produce plan drawings, topographic and contour maps, cross sectional diagrams, and data sets
g) Surveys suitable for the determination of property lines and corners and the preparation of Legal Descriptions, Property, and Right-of-Way Maps. These surveys will be used to define project boundaries and for the acquisition of property needed for project construction.
h) Survey or video footage produced by drone and manned or unmanned aircraft
i) Construction related surveying 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). Task Orders for work will be assigned to the selected firms on an alternating basis while utilizing a fair and balanced approach but may consider a firm’s specific qualifications based on the type of work requested, proximity to the project location, or staffing availability at the time of the request. 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.
SUBMITTAL DEADLINE/DELIVERY
ELECTRONIC OR PAPER SUBMITTALS for RFQ NO: 25-49 Professional Survey 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 2:30 pm (CDT) Wednesday, July 23, 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.
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.
POINT OF CONTACT
The County Purchasing Department will be the only point of contact for this RFQ. Under no circumstances may a Respondent contact any County Commissioner, County Administrator, or County employee concerning this RFQ until after award. Any such contact may result in disqualification as per Bay County Code Section 2-124.
QUESTIONS
Respondents shall submit all questions, in writing, to the Purchasing Department at
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or FAX to (850) 248-8276. All questions shall be submitted no later than 5:00 pm (CDT) Monday, July 14, 2025.
