8325_Pre-Proposal_Conference_Power_Point.ppt

Pre-Proposal Meeting

RFP 8325 OQ 2025-2026 Emergency Line Clearance

Introductions

OUC Buyer of Record Cindy Luttfring

OUC Designated Rep Erin Givens Mgr. of Vegetation

Pre-Proposal Meeting Agenda Welcome and Introductions

Commercial Overview

Technical Overview

Scope Specifications

Overview on Proposal Process & RFP Milestone Dates

Questions due by (June 10, 2025) by 12:00 pm EST. Must be submitted in writing to Buyer of Record with RFP Number Referenced.

Proposals are due by (June 24, 2025) by 2:00 pm EST. Must be submitted as electronic copy through Vendorlink.

Intent to Award Notice will be published on Vendorlink after evaluations have been completed

Continuation of Overview on Proposal Process By submitting a proposal to OUC, Suppliers acknowledge that OUC is a public agency subject to Florida’s Public Records Law (Chapter 119). It is the responsibility of the Supplier to provide a redacted and unredacted copy at the time of submittal. OUC recommends that each Supplier read and understand what is exempt

Proposals are tabulated and then evaluated by Committee members. A part of the evaluation is the “Sample Storm” and is very important to complete accurately and submit with proposal

Proposals which include excessive exceptions, or are considered to be incomplete, may be considered irregular and disqualified from being made part of the evaluation and rankings

The Exception form is the only form that will be recognized and considered by OUC

Questions & Communications Pre Award All Questions during the solicitation and pre-proposal meeting shall be submitted via email to the Buyer of Record (cluttfring@ouc.com). No Verbal request will be allowed

All qualifying submitted questions and responses will be issued via Addendum posted on VendorLink

RFP Schedule dates and other key information

Main Table of Contents

Pre-Proposal Invitation

Section 1. Introduction/General Work scope Statement and other details

Section 2. Bidder Requirements and Qualifications

Detailed Scope, Requirements, Bidder Information & Required Bidder Qualifications

Section 3. Instructions to Proposers

Section 4. Proposal Submittal Format & Checklist

Section 5. Attachments

Components of the RFP Package

Causes for Automatic Proposal Rejection The following Shall Cause Automatic Rejection.

Proposal submitted after 2:00 pm EST due date (VendorLink will not allow).

The following May cause Automatic Rejection

Failure to submit Compliance Forms, listed in section 4 of the RFP “Proposal Submittal Format and Checklist”

Failure to submit any other necessary information that is required per this RFP

Excessive exceptions

Proposal Deliverables Submit 3 files:

(a) Completed Proposal in PDF

(b) Price Schedules for 2025 and 2026 in Excel

(c) Bidder Qualifications in Excel

Compliance Forms

Sworn Statement on Public Entity Crimes

Disputes Disclosure Form

Exceptions/Clarifications Fill In Form

For the avoidance of doubt, all exceptions, clarifications, deviations, variances, or modifications to the specifications and/or any requirements, terms, and conditions as stated in this RFP (no matter how slight) shall be stated in this Exceptions Form.

Addendum Acknowledgement

Signature of Officer of Company as stated on SunBiz. Legal Name of Company.

AFTER AWARD

Valid and current copy of Business License.

COI – updated insurance types and limits as required by the General Terms and Conditions for Services

Copy of Form W-9

General Reminders All aspects of the RFP should be fully reviewed in advance of submitting a proposal. Any and all Exceptions/Clarifications whether pertaining to technical or commercial content of the RFP are to be included in the Exception Form only. Exceptions are to be specific in content and reference the specific Section, Article, Paragraph, Sentence, etc.

Proposers are advised to avoid making broad, or excessive exceptions in their proposal as it may result in their proposal being considered irregular and non-responsive, resulting in the proposal being rejected.

Attachment A: Scope of Work

PDF page 20 of 61

Roughly one-third of OUC’s distribution service territory consist of non-truck accessible rear-lot construction. Suppliers who can provide mini-buckets, backyard machines, or climbers will be especially valuable for storm restoration.

PDF page 20 of 61

Requirement for five (5) years of experience applies specifically to the provision of storm restoration tree and vegetation line clearance services performed along existing transmission and distribution lines.

This experience requirement does not include or apply to general site grubbing, land clearing, or unrelated vegetation removal services. The experience must be directly related to line clearance work conducted by qualified line clearance tree trimmers operating in proximity to energized transmission and distribution lines.

Our intent is to ensure that all suppliers involved in storm restoration can execute this work safely, efficiently, and in compliance with industry relations and utility standards.

PDF page 21 of 61

Note: the 5 years experience requirement does not include debris removal services.

Attachment B: Price Schedules

PDF page 23 of 61

Must state when ST/OT/DT apply

Unionized or Regional crews go in Section 3 and 4 of Attachment B.

Note: If awarded a contract and OUC Mutual Aid contact you for crews, you must indicate what rates apply to the workgroup (before costs are incurred), especially if sending Unionized or Regional crews.

PDF pages 24 and 25 of 61

Enter Name of Area or Union and be sure to indicate its ST/OT/DT rates.

PDF pages 26 of 61

Can provide unique rates for 2026 Storm Season.

Attachment B: Sample Price Sheet

PDF pages 28 of 61

Must provide filled out copy of Sample Price Sheet, using 2025 rate schedule with pricing from Section 1 and 2.

Provided an example of it filled out on page 29 of 61.

Attachment B-1: Pricing Requirements

PDF pages 31 and 32 of 61

Pricing shall remain firm during term of contract and follow the prices provided in the 2025 and 2026 Price Schedules.

Will be sending out Addendum to the Travel Expense (Equipment en route to/from OUC) to clarify a few items.

Attachment C: Bidder Information/Qual Sheet

PDF pages 38 of 61

Be sure to include file hyperlink or PDF of Line Clearance Training Manual or Program Description if you select Yes for number 11.

Remember to provide past utility experience in storm line clearance services.

Number 19 is a reminder to fill out the ST/OT/DT rates in your price sheets.