RFP 26-4972 REAL-TIME FLOOD FORECASTING (RTFF) SOFTWARE SOLUTION

Location:	Florida
Posted:	Nov 6, 2026
Agency:	Southwest Florida Water Management District
Type of Contract:	Awards
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services
Solicitation No:	RFP 26-4972
Publication URL:	To access bid details, please log in.

Broadcast Date	Identifier	Title	Date Due	Documents
08/21/2026	RFP 26-4972	RFP 26-4972 REAL-TIME FLOOD FORECASTING (RTFF) SOFTWARE SOLUTION	10/06/2026	RFP 26-4972 REAL-TIME FLOOD FORECASTING (RTFF) SOFTWARE SOLUTION RFP 26-4972 – REAL TIME FLOOD FORECASTING SOFTWARE SOLUTION ADDENDUM #1 RFP 26-4972 – REAL TIME FLOOD FORECASTING SOFTWARE SOLUTION ADDENDUM #2 RFP 26-4972 Solicitation Opening Recap Notice of Rejection Posting RFP 26-4972 Real Time Flood Forecasting (RTFF) Software Solution Notice of Meeting Cancellation RFP 26-4972 REAL-TIME FLOOD FORECASTING (RTFF) SOFTWARE SOLUTION RFP 26-4972 Notice of Reject All Proposals

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SOLICITATION COVER SHEET

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS

SUBMIT PROPOSALS TO: SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

VIA: WWW.DEMANDSTAR.COM

DIRECT INQUIRIES TO: Chamanda Burris, Senior Procurement Specialist

PHONE: 352-505-2970

E-mail: procurement@watermatters.org

DATE POSTED: PROPOSALS ARE DUE AND WILL BE PUBLICLY OPENED:

August 21, 2026 September 15, 2026, at 2:00 p.m., and may not be withdrawn for 120 days after

this date.

PRE-PROPOSAL CONFERENCE: Not Applicable

ORAL DEMONSTRATIONS: October 22 & 23, 2026

TITLE: RFP 26-4972 REAL-TIME FLOOD FORECASTING (RTFF) SOFTWARE SOLUTION

SPECIFICATIONS: The Southwest Florida Water Management District (District) is soliciting proposals from

qualified software vendors for a configurable Software‑as‑a‑Service (SaaS)‑based Real‑Time Flood

Forecasting (RTFF) solution. The RTFF system will support predictive flood analysis by integrating forecasted

rainfall, water‑level data, and current hydrologic conditions to anticipate potential flooding scenarios.

Respondent Name:

Reason for No-Bid

Mailing Address:

City-State-Zip:

Telephone Number ( ) -

FAX Number ( ) -

Email address for correspondence:

Authorized Signature:

Toll-Free Number ( ) -

Full Name (please print or type):

Title (please print or type):

I, the above signed, as Respondent, hereby declare that I have carefully read this Request for Proposal and

its provisions, terms, and conditions covering the equipment, materials, supplies, or services as called for,

and fully understand the requirements and conditions. I certify that this proposal is made without prior

understanding, agreement, or connection with any corporation, firm, entity, or person submitting a proposal

for the same goods/services (unless otherwise specifically noted) and is in all respects fair and without

collusion or fraud. I agree to be bound by all the terms and conditions of this Request for Proposal and certify

that I am authorized to sign this proposal for the Respondent.

THE DISTRICT OFFICIALLY POSTS SOLICITATION PACKAGES ON WWW.DEMANDSTAR.COM AND

WWW.WATERMATTERS.ORG/PROCUREMENT. THE DISTRICT RECEIVES PROPOSALS THROUGH

DEMANDSTAR AT WWW.DEMANDSTAR.COM. THE DEMANDSTAR TIME STAMP WILL BE

CONCLUSIVE AS TO THE TIMELINESS OF FILING. IT IS THE RESPONDENT’S RESPONSIBILITY TO

ENSURE THAT ITS PROPOSAL IS TIMELY UPLOADED. PROPOSALS RECEIVED AFTER THE DATE

AND TIME SPECIFIED WILL NOT BE ACCEPTED. TO MAINTAIN A SECURED SEALED PROCESS

ELECTRONIC SUBMISSIONS MAY BE MADE ONLY THROUGH THE DEMANDSTAR PLATFORM.

FAXES, EMAILS, OR HAND DELIVERY WILL NOT BE ACCEPTED.

RFP 26-4972 RTFF SOFTWARE SOLUTION

Page 1 of 45

August 21, 2026

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS 26-4972

REAL TIME FLOOD FORECASTING SOFTWARE SOLUTION

TABLE OF CONTENTS

PART I – GENERAL CONDITIONS

1.1 Purpose

1.2 Definitions

1.3 Development Cost

1.4 Changes, Delays, and Addenda

1.5 Pre-Proposal Conferences

1.6 Rules for Proposals

1.7 Proposal Format

1.8 Proposal Opening

1.9 Questions

1.10 Conflict of Interest

1.11 Proposal Withdrawal

1.12 Public Availability of Records

1.13 Responsive/Responsible

1.14 Right to Accept or Reject Proposals

1.15 Notice of Intent to Award

1.16 Protests

1.17 Contract Information

1.18 Indemnification

1.19 Withholding Payment

1.20 Termination

1.21 Law Compliance

1.22 Americans with Disabilities Act (ADA)

1.23 Public Entity Crimes

1.24 Discrimination

1.25 Responsible Vendor Determination

1.26 Scrutinized Companies

1.27 Correspondence

1.28 Background Checks

1.29 Purchases by Other Public Agencies

1.30 Employment Eligibility Verification

1.31 No Use of Coercion for Labor or Services

1.32 Contracting with Entities of Foreign Concern

PART II – INTRODUCTION

2.1 Background Information

2.2 Term of Contract

2.3 Proposal Calendar

PART III – NATURE OF SERVICES REQUIRED

3.1 Project Objectives

3.2 Scope of Work

3.3 Annual Rate

3.4 Deliverables

PART IV – INSURANCE

4.1 Insurance Requirements

PART V – EVALUATION PROCEDURES

5.1 Review of Proposals and Preliminary

Evaluation

5.2 Software Demonstrations

5.3 Final Evaluation and Negotiations

5.4 Evaluation Method and Criteria

5.5 Final Selection

ATTACHMENTS

Attachment 1 Reference Form

Attachment 2 Supplemental Information

Questionnaire

Attachment 3 Sample Agreement

Attachment 4 Sample Mutual Non-Disclosure

Agreement

Attachment 5 Sample Affidavit for No Use of

Coercion for Labor or Services

RFP 26-4972 RTFF SOFTWARE SOLUTION

Page 2 of 45

August 21, 2026

PART I – GENERAL CONDITIONS

1.1 PURPOSE. The purpose of this solicitation is to provide guidelines for submission of proposals

for the services described in Part III, hereinafter referred to as the “Services.”

1.2 DEFINITIONS. “Respondent” means consultant, contractor, organization, firm, college or

university, or other entity submitting a response to this solicitation. “District” means the

Southwest Florida Water Management District, which is the issuing agency.

1.3 DEVELOPMENT COST. Neither the District nor its representatives will be liable for any

expenses incurred in connection with the preparation of a response for this solicitation. All

proposals should be prepared simply and economically, providing a straightforward and concise

description of the Respondent’s ability to meet the requirements of the solicitation.

1.4 CHANGES, DELAYS, AND ADDENDA. The District reserves the right to delay scheduled

solicitation due dates if determined to be in the best interest of the District.

District solicitations, changes, delays, and addenda are available for review and download at

http://www.watermatters.org/procurement and www.demandstar.com. Persons/firms receiving

solicitations from the Internet websites are responsible to recheck the websites for any changes

or addenda.

All interpretations and supplemental instructions will be in the form of written addenda, including

District answers provided in response to SECTION 1.9, QUESTIONS, of this solicitation.

Respondents will acknowledge receipt of all addenda in their proposal.

No interpretation of the meaning of the specifications or other solicitation documents, nor

correction of any apparent ambiguity, inconsistency or error therein, will be made to any

Respondent orally. Prospective Respondents are advised that no other sources are authorized

to give information concerning, explaining, or interpreting solicitation documents. Any

information obtained from an officer, agent or employee of the District or any other person will

not affect Respondent’s risks or obligations or relieve it from fulfilling any and all conditions of

the solicitation.

1.5 PRE-PROPOSAL CONFERENCES. A pre-proposal conference will not be held for this

solicitation.

1.6 RULES FOR PROPOSALS. Two or more firms may combine for the purpose of responding to

this solicitation providing that one is designated as “Prime” Respondent and the other as “Sub-

Respondent(s)”. The signer of the proposal must declare that any person or entity with any

interest in the proposal, as a principal, is identified therein; that the proposal is made without

collusion; that it is, in all respects, fair and in good faith; and that the signer of the proposal has

full authority to negotiate for and bind the Respondent stated on the solicitation cover sheet.

1.7 PROPOSAL FORMAT. In order to assist the District’s review process, proposals are to be

prepared utilizing the following format. The evaluation criteria are set forth in PART V –

EVALUATION PROCEDURES.

The cost/fee schedule containing all price information, must be submitted as a separate file from

any file(s) containing all non-price factors as identified in SECTION 1.7, PROPOSAL FORMAT.

1.7.1 Sign and Return the Solicitation Cover Sheet. The person signing the proposal must

be an authorized signatory of Respondent as demonstrated by such individual being

listed as an officer on the Florida Division of Corporations (Sunbiz.org) website or in

RFP 26-4972 RTFF SOFTWARE SOLUTION

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August 21, 2026

Respondent’s Articles of Incorporation, or specifically authorized in a Board Resolution.

1.7.2 Table of Contents. This should include clear identification of the material by section and

page number.

1.7.3

Letter of Transmittal. The letter of transmittal should be no more than two pages in

length and must briefly demonstrate the Respondent’s understanding of the required

work, along with a clear commitment to perform the services in a timely manner. It should

identify the individuals authorized to represent the organization, including their names,

titles, addresses, and telephone numbers. Additionally, the letter must disclose any

potential conflicts of interest in accordance with SECTION 1.10. CONFLICT OF

INTEREST, or affirm that none exist. The letter must be signed by an official authorized

to negotiate on behalf of the Respondent.

1.7.3.1 Organizational Profile and Qualifications. This section of the proposal

should provide the following:

1.7.3.2

A description of the Respondent’s organization, including location(s), size,

range of activities, number of client organizations, current and projected

workloads, and any other appropriate information to describe the organization.

Emphasis should be given to the organization’s relevant experiences with

similar projects to what is specified in the PART III – NATURE OF SERVICES

REQUIRED and expertise in the subject field; highlight history and experience

with other governmental entities. In addition, include answers to the following:

1.7.3.1 Name and address of operating company and contact, indicate type of

business (i.e. Individual, Partnership, Corporation, etc.)

1.7.3.2

Number of years in business, number of years as a provider of the services

specified in PART III – NATURE OF SERVICES REQUIRED, total number

of employees, number of people regularly employed as software

development/support consultants, and specifically, the number of people

regularly employed to provide the services specified in PART III NATURE OF

SERVICES REQUIRED.

1.7.4 Methodology and Approach.

1.7.4.1 Scope of Work. This section of the proposal must explain how the proposed

software meets the requirements outlined in SECTION 3.2, SCOPE OF

WORK.

1.7.4.2

Service Level Agreements. The Respondent must provide their Service Level

Agreements for response to District-reported problems and inquiries. Service

Level Agreements should include descriptions of issue severity levels,

response times, and resolution effort. Additionally, Respondents must specify

the hours of operation for support services and the location(s) of support

centers, list available support channels (e.g., email, phone, ticketing system,

knowledge base), and describe how District staff can access support tickets

and track their status. Include the escalation process if issues are unresolved.

RFP 26-4972 RTFF SOFTWARE SOLUTION

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August 21, 2026

1.7.4.3

System Availability. The Respondent must provide their Service Level

Agreements for system availability. The Respondent must provide system

availability statistics for the 12 months preceding the solicitation opening as

stated on the Solicitation Cover Sheet, along with any remediation actions

taken for not meeting the stated system availability.

1.7.4.4

Support Team Qualifications. The Respondent must provide information on the

qualifications required for a member of the proposed software’s support team.

This includes length of experience, any required certifications, and any other

relevant information.

1.7.4.5

Implementation Plan. Provide an Implementation Plan that includes the

following as applicable: Proposed implementation tasks; project

communication strategy; typical implementation timeline from contract

execution to productive use with an existing model; resource needs, including

time required of District staff for implementation, organized by discipline (e.g.,

Engineering, Information Technology) or role (e.g., application administrator,

subject matter expert); and deliverables needed from District staff to efficiently

implement the software solution

1.7.4.6

Implementation Team Qualifications. The Respondent must provide

information on the qualifications required for members of the proposed

software’s implementation team, unless no implementation team is needed

because the product is already implemented and fully functional. If an

implementation team is required, the Respondent must describe the

qualifications for team members, including length of experience, required

certifications, and any other relevant information.

1.7.4.7

District Staff Resource Needs. The Respondent must describe the expected

time commitment and skillsets required from District staff during

implementation and post‑deployment, unless the product is commercial off the

shelf (COTS). If vendor implementation is required, the Respondent must

specify the anticipated level of effort and the necessary skillsets for District

staff.

1.7.4.8

System Requirements. Respondents must list any required or optional third-

party integrations (e.g., Microsoft 365) and associated documentation.

Respondent must also describe their plan for maintaining compatibility with

browser updates, and describe login security features. Respondents must also

list the hosting platform for the solution.

1.7.4.9

Training Plan. Respondents must provide a training plan for virtual delivery that

outlines the types of training offered and the estimated time commitments for

each user role (e.g., administrator, engineer/modeler). Specify whether

ongoing or refresher training will be available for new and existing users

throughout the contract term. Additionally, list any supplementary educational

resources, such as best-practice guides, webinars, virtual expert-led sessions,

searchable online documentation, or a knowledge base. It must also provide

high-level orientation sessions for certain members of District management.

RFP 26-4972 RTFF SOFTWARE SOLUTION

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August 21, 2026

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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RFP 26-4972 REAL-TIME FLOOD FORECASTING (RTFF) SOFTWARE SOLUTION

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