Project Information

Bid Title

26-004 Alice S. Williams Childcare

Issuing Agency

City of Pensacola

Location

Florida

Published Date

Nov 13, 2025

Closing Date

Dec 12, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	26-004 Alice S. Williams Childcare
Category:	Requests for Proposal (RFP)
Status:	Open

Description: The City of Pensacola is seeking proposals from qualified firms to provide childcare services. Regulatory and Insurance Compliance Each respondent must hold, or be eligible to obtain, a valid Florida DCF Child Care License prior to contract award. Proof of active or pending licensure must accompany the submittal. Respondents must provide evidence of liability insurance with minimum limits of $1 million per occurrence / $3 million aggregate, naming the City of Pensacola as an additional insured. A copy of the most recent DCF inspection report (if applicable) shall be included. Respondents shall certify compliance with the Department of Defense Child Development Program standards (DoDI 6060.02) and agree that, where standards differ, the more stringent applies. Publication Date/Time: 11/7/2025 8:00 am Closing Date/Time: 12/12/2025 2:30 pm Related Documents: RFP-26004-Childcare Operator (PDF)

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CITY OF PENSACOLA, FLORIDA

REQUEST FOR PROPOSALS

RFP NO. 26-004

ALICE S. WILLIAMS CHILDCARE

The City of Pensacola is seeking proposals from qualified firms to provide childcare

services.

Regulatory and Insurance Compliance

• Each respondent must hold, or be eligible to obtain, a valid Florida DCF Child

Care License prior to contract award. Proof of active or pending licensure must

accompany the submittal.

• Respondents must provide evidence of liability insurance with minimum limits

of $1 million per occurrence / $3 million aggregate, naming the City of Pensacola

as an additional insured.

• A copy of the most recent DCF inspection report (if applicable) shall be

included.

• Respondents shall certify compliance with the Department of Defense Child

Development Program standards (DoDI 6060.02) and agree that, where

standards differ, the more stringent applies.

Sealed and complete hardcopy proposals with original or electronic signature, and

FIVE (5) additional copies, plus one (1) complete and identical electronic copy

(single PDF) on flash drive, must be received no later than December 12, 2025, 2:30

P.M., Central time, at the following location:

City Hall (lobby)

222 West Main Street

Pensacola, Florida, 32502

Attention: Purchasing

The OUTER PACKAGING of the sealed submittal package shall identify the

respondent, the RFP title, and the RFP number (whether hand-delivered, mailed, or

via UPS/FedEx or other courier service). Submittals received after closing time will not be

accepted. Multiple submittals from the same entity will not be accepted.

Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.

Both sites require registration and varying fees for notifications and document downloads.

Those submittals received will be opened and publicly acknowledged the following

business day (December 15, 2025, 10:00 A.M., Central time) via Microsoft Teams at the

following link*: Microsoft Teams proposal opening.

Page 1 of 32

Specifications will be posted to the City’s website at www.cityofpensacola.com/bids.aspx.

Addenda will be posted to the City’s website. Proposers are responsible for obtaining

addenda and are advised to check the website frequently. There is no cost to view or

download documents from the City website.

In order to review the project requirements, an optional pre-bid meeting will be held at

9:00 A.M., Central time, November 21, 2025, at Alice S. Williams Library, 1015 N. E

Street, Pensacola, FL 32501.

A proposal tabulation with a Notice of Intent to Award will be posted to the City’s website

at www.cityofpensacola.com/bids.aspx. Proposers are advised to check the website

frequently.

Any questions concerning the proposal should be addressed and submitted in writing no

later than 10:00 A.M., Central time, December 2, 2025, to:

Dedria Lunderman, Purchasing Manager

City of Pensacola

222 W. Main Street

Pensacola, FL 32502

purchasing@cityofpensacola.com

The City of Pensacola adheres to the Americans with Disabilities Act and will make

reasonable accommodations for access to City services, programs, and activities.

Please email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests

must be made at least 48 hours in advance of the event to allow the City time to provide

the requested services.

Award of this contract is contingent upon verification of full compliance with Florida

Administrative Code 65C-22 and Department of Defense Child Development Program

(DoDI 6060.02) requirements.

The City of Pensacola reserves the right to accept or reject any or all proposals, to award

proposals on a split-order basis by item number when applicable, to waive any proposal

informalities and to re-advertise for proposals when deemed in the best interest of the

City of Pensacola.

Attest:

Ericka L. Burnett

City Clerk

CITY OF PENSACOLA

D. C. Reeves

Mayor

The City of Pensacola provides equal access in employment and public services.

*Participation in a Microsoft Teams meeting requires a microphone and speakers;

however, webcams are optional. Participants may join the meeting either via a PC

or Smartphone. Please be sure to check the system requirements at the following

link: Microsoft Teams System Requirements Check.)

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SECURITY NOTICE

Visitors to City Hall are required to stay in the lobby unless otherwise

directed.

Late submittals will not be accepted.

SCHEDULE OF EVENTS (subject to change)

Date

November 7, 2025

November 21, 2025

December 2, 2025

December 12, 2025, 2:30 PM

December 15, 2025, 10:00 AM

December 19, 2025

(TBD)

January 7, 2026

(TBD)

January 22, 2026

(TBD)

All times are Central time.

Activity

Publish RFP

Pre-Proposal Meeting

Deadline for Questions

Proposal Deadline

Proposal Opening

Evaluation Committee Meeting

Distribution of Materials. City may invite

DCF regional licensing representatives or

early-childhood subject-matter experts

(non-voting) to observe proposal

presentations to ensure regulatory

alignment.

Evaluation Committee Meeting*

Written Proposal Ranking/Shortlisting

*Recommendation of Contract Award may

be made at this meeting

Evaluation Committee Meeting

Oral Presentations (if needed)

Recommendation for Contract Award

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INSTRUCTIONS AND GENERAL SPECIFICATIONS

A. Firms responding to the RFP must be available for formal presentations/interviews

to the Selection Committee.

B. Sealed proposals must be submitted in the proposal format outlined as part of

these Instructions and General Specifications. Proposal documents include at a

minimum:

• Proposal response in stated format

• Proposal form(s) provided by City

• Required City forms

• Acknowledgement of addenda

C. Submittals must be typed or printed. All corrections made by the respondent prior

to the opening must be initialed and dated by the respondent. No changes or

corrections will be allowed after submittals are opened.

D. Any addendum issued will be made available on the City's website at

http://www.cityofpensacola.com/bids.aspx. Interested proposers are

advised to check the site frequently.

E. The City of Pensacola is not liable for any costs incurred by any interested party in

responding to this RFP.

F. Notwithstanding anything else stated herein, the City reserves the right to modify

the proposal documents, including the Agreement, by issuing addenda to be posted

on the City’s website.

G. These instructions, specifications, and statements accompanying the proposal, the

proposal itself, and any addendum issued, shall be included in the Agreement that

will be entered into for this service.

H. By responding to this solicitation, each Respondent warrants that it has not and will

not employ or retain any company or person, other than a bona fide employee

working solely for the firm, to solicit or secure an agreement pursuant to this

solicitation and that it has not and will not pay or agree to pay any person, company,

corporation, individual or firm, other than a bona fide employee working solely for

the firm, any fee, commission, percentage, gift, or other consideration contingent

upon or resulting from the award or making of an agreement.

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BACKGROUND AND PURPOSE

The City of Pensacola (“City”) is soliciting proposals from qualified childcare operators to

establish and operate a high-quality infant care program at the Alice S. Williams Library,

1015 North E Street, Pensacola, Florida 32501.

The program will serve approximately, but not limited to, twenty-four (24) infants

ages 0–1 in newly renovated historic space. The selected provider will operate under a

lease agreement with the City, with annual reviews and the potential for a multi-year

property lease extension.

The Alice S. Williams Library building was renovated in late 2025 and offers:

• Approximately 1,200 square feet of usable childcare space accessible by the

respondent.

• Approximately 275 square feet dedicated for training and community services

(not direct childcare) – see Exhibit A. This will not be used for direct childcare

services and is expected to be accessed by multiple community partners and

remain accessible.

o Use of Adjacent Room

▪ The adjacent room designed for providers is shall not be used for

supply storage, staff usage, or related support functions. This space

must always remain accessible for providers and shall not be used

by the respondent for direct childcare services, childcare classroom

activities, or as an extension of childcare space.

o Compliance Requirement:

▪ Failure to adhere to this requirement may result in disqualification

from consideration or, if awarded, termination of the contract.

The City’s goals are to:

• Increase access to high-quality infant care.

• Provide a community space for caregivers and families.

• Support healthcare screenings, diagnostics, preventative care, education,

and workforce development.

• Expand access to existing local 0–5-year providers, potentially decreasing

community wait times for care, especially infant care.

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