Best Practices for Navigating a Governmental Bid Protest in Florida

Public construction projects in Florida—ranging from highway expansions and airport improvements, to affordable housing and coastal resiliency initiatives—represent multi-million-dollar opportunities for contractors and developers. With Florida’s rapid population growth and ongoing infrastructure investment, competition for state, county, and municipal contracts is intense. Unsurprisingly, disputes often arise when a bidder believes an award was improperly granted.

Most jurisdictions provide a formal administrative process for challenging procurement decisions through a bid protest. Bid protests help ensure fairness and transparency in public procurement and can determine whether a bidder wins or loses a contract. For contractors and developers, understanding—and strategically navigating—the bid protest process is critical.

Florida’s Legal Framework

In Florida, generally, state-level procurement rules provide a standardized framework for state level executive agencies, public universities and colleges, water management districts, and school districts, while local governments have the autonomy to establish their own, often more specific, procedures. As a result, bid protest processes vary by jurisdiction, though many follow procedures similar to the state model. 

Florida’s bid protest system is governed primarily by Chapter 120 of the Florida Statutes (the Administrative Procedure Act) and the Florida Administrative Code (F.A.C.). In general, the process includes:

1. Notice of Protest – A short written filing due within 72 hours (excluding weekends and legal holidays) of the agency’s award posting. This notice serves to preserve protest rights. The timing to file the Notice of Protest, and the level of detail required varies depending on the jurisdiction, with some jurisdictions requiring that the protester include the factual and legal grounds of the protest in the Notice of Protest.
2. Formal Written Protest – A detailed submission of factual and legal grounds, due within 10 days after the Notice of Protest. The timing for the formal protest also varies depending on the jurisdiction, with some jurisdictions imposing a shorter timeframe. 
3. Protest Bond – State agencies typically require a protest bond, which discourages frivolous protests. Local governments usually impose similar requirements.

Because these deadlines are strict and inflexible, missing them—even by hours—can forfeit otherwise strong claims.

Best Practices for Florida Contractors and Developers

1. Build the Record Early

Because of the short timeframes involved in bid protests, preparation must begin well before a protest is filed. A critical part of this preparation is building a strong record by leveraging Florida’s Public Records law. Proposers should obtain key documents such as competing proposals submitted to the government entity, attend bid openings or evaluation meetings when possible, and request recordings, minutes, or any memoranda prepared by the agency during its evaluation process. These records can reveal procedural irregularities or evaluation errors that may form the basis of a protest. 
Engaging legal counsel early in the process is essential—not only to navigate the complexities of public records requests but also to begin reviewing the materials with sufficient time to develop a compelling protest or a robust response to one.

2. Move Immediately After Award Posting

The notice of intended action—an official notification that triggers the bid protest period—starts the protest clock. Because the Notice of Protest is typically due within a short timeframe, bidders must act quickly. Immediate consultation with experienced Florida procurement counsel is essential to preserve protest rights and evaluate potential claims.

3. Evaluate Grounds Carefully

Not every loss warrants a protest. Common protest issues in procurements include:

• Non-responsiveness: Failure of the winning bidder to meet mandatory requirements in the solicitation.
• Non-responsibility: Awardee lacks the required experience, bonding, or resources.
• Evaluation Errors: Mistakes in scoring, misapplication of criteria, or arbitrary decision-making.
• Procedural Irregularities: Conflicts of interest, unequal treatment of bidders, or failure to follow the solicitation specifications, bidding statutes.

A skilled legal team can determine whether a protest is both legally viable and strategically worthwhile.

4. Follow Procedural Rules Exactly

Florida’s bid protest system emphasizes technical compliance. Missing the filing deadlines, failing to submit the protest bond, or overlooking required attachments can end a case before it begins. 

5. Leverage Technical Experts

Certain disputes often turn on highly technical issues, like compliance with specifications, scheduling, or cost estimates. Independent engineering or financial experts can provide persuasive testimony before a hearing examiner.

Navigating Resolution

Although some protests proceed to a hearing—typically before the Division of Administrative Hearings for state agency matters—many are resolved earlier through negotiated corrective actions, settlements, or even rebidding. Some local jurisdictions also offer formal or administrative hearings, depending on their procedures. Maintaining a professional relationship with the agency, while firmly advocating for your rights, often leads to the most constructive outcome.

For construction companies, developers, and infrastructure firms competing in Florida’s fast-moving market, a bid protest can be both a powerful tool and a significant risk. The process is technical, fast-paced, and unforgiving of mistakes. Success depends on early preparation, strict procedural compliance, and engagement with legal counsel who understand Florida’s procurement laws and technical nuances at the county and municipal levels.