Addendum_no._03_to_RFP_25_8399_DPS_Emergency_Response_Safety_Assessment_Support_Services_7-17-25.pdf

ORLANDO UTILITIES COMMISSION

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

July 17, 2025

To: All Prospective Proposers

From: Dom P. Sotero, CPPO, CPPB, Senior Buyer

Subject: Addendum No. 03 to RFP 25 8399 DPS Emergency Response Safety and

Damage Assessment Support Services

This addendum is issued to address questions received, revise the original solicitation document, and release attachments.

The original solicitation documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.

Proposer must acknowledge in their submittal that they have received this Addendum, or the offer may be considered non-responsive. If you have questions regarding this Addendum, please contact the buyer of record at dsotero@ouc.com.

A. PROPOSAL DUE DATE EXTENSION

The Proposal Due Date has been extended to July 28, 2025, at 2:00 PM.

B. The solicitation title has been changed from "RFP 25 8399 DPS Emergency Response Safety and Damage Assessment Support Services" to "RFP 25 8399 DPS Emergency Response Safety Assessment Support Services."

C. DOCUMENTS - THE FOLLOWING DOCUMENTS HAS BEEN REVISED AND

REISSUED IN THEIR ENTIRETY:

RFP 25 8399 DPS Emergency Response Safety and Damage Assessment Support Services (Rev. 2)

RFP 25 8399 DPS Attachment B, Price Schedule (Rev. 2)

RFP 25 8399 DPS Attachment C, Bidder Information and Qualification Form (Rev. 2)

RFP 25 8399 DPS Form: Standard Contract, OUC Contractor Security Policy, Bid Protest Procedure, Generic OUC Contractor Orientation, OUC Drug and Alcohol- Free Workplace and Testing Policy, Exceptions, Addenda, Form W-9 Form. Sworn Statement Under section 297.133 (3) (a) and 287.135 FS, and Dispute Disclosure.

http://www.ouc.com/ mailto:dsotero@ouc.com

D. REQUEST FOR INFORMATION

Question 1. “The Attachment B Price Schedule list for the Safety and the Damage Assessor team Electrical Engineer, Electrical Technician, and Driver. Are those positions required?

We don`t typically limit those functions to Electrical Engineers or Technicians; may we modify the positions to those that we would propose to use (Damage Assessors)?”

Response

Question

1. The inclusion of Electrical Engineer, Electrical Technician, and Driver on the Attachment B: Price Schedule reflects positions that are commonly used during emergency events; however, their actual need will depend on the specific scope of work required during each event. These positions are not mandatory for every event and should not be interpreted as minimum staffing requirements.

Firms should submit pricing for the positions they are qualified to provide for the required service. If your firm does not employ staff with the listed qualifications, you may leave those lines blank; however, proposers must be qualified to perform either the safety assessment services for which they submit pricing.

“In Attachment B Price Schedule you have loaded the cell formula for Overtime with a 1.5 multiplier of Straight, and Double Time with a multiplier of 2.0. That is not our typical multiplier for invoicing; can we modify those?”

Response 2. The multipliers shown in Attachment B: Price Schedule 1.5x for Overtime and 2x for Double Time are included solely for the purpose of evaluating pricing scenarios in a consistent manner across all proposals. These values are not contractual requirements and do not govern invoicing rates.

Proposers must submit their actual company pay policy for overtime and premium (including double-time) rates as part of their proposal. For invoicing, only those rates consistent with the proposer’s documented pre-disaster pay policy and accepted by OUC will be eligible for reimbursement.

For billing purposes, the rates submitted in the 2025 and 2026 Safety Inspection Assessment Price Schedule will apply, not the scenario-based multipliers.

In accordance with the Fair Labor Standards Act (FLSA), overtime is defined as hours worked more than 40 hours in a workweek and must be compensated at 1.5 times the employee’s regular rate. There is no legal requirement under FLSA or Florida law for double-time pay.

2.

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

Additionally, all proposers must comply with FEMA Pricing Requirements (Attachments B-1 and B-2) and Hurricane Invoicing Procedures, including the submission of proper cost documentation. Only costs that conform to these requirements and are supported by the proposer’s pre-existing written pay policy will be considered eligible for reimbursement.

Question 3. “Is it possible that the same team may be assigned Safety Inspections and Damage Inspections?

Would you please expand on the differences in assignments?”

Response 3. Yes, the same team may be assigned to perform both Safety and Damage Assessments; however, for FEMA reimbursement purposes, the assignment is officially designated as a Safety Assessment Team. The team may conduct both safety and damage evaluations concurrently, as required, during site visits, but only the safety-related activities are eligible for FEMA reimbursement.

Question 4. “The Contractor Security Policy, Bid Protest Guidance, Contractor Orientation, Drug and Alcohol-Free Workplace and Testing Policy, All policies - OUC Procurement Services Department website, Exceptions, Addenda, W-9 Form, and Payment & Performance Bond links in the RFP document are not working.”

Response

Question

4. The following forms were reissued: Contractor Security Policy, Bid Protest Guidance, Contractor Orientation, Drug and Alcohol-Free Workplace and Testing Policy, Exceptions, Addenda, and Form W-9. The web link for OUC Procurement

Services Department website was corrected. Payment &

Performance Bond is not required for this solicitation.

“Attachment C - 28 ask Demonstrate a minimum of two (2) years` experience in one (1) or more of the following roles:

a. Electric utility design engineers

b. Electric utility staking engineers

c. Electric line technicians

d. Technicians with specialized electric distribution storm restoration training

Are design, staking and technician services expected in performance of this RFP?”

Response 5. Yes, design, staking, and technician services are expected to be performed by the personnel assigned to perform Safety Assessments under this RFP.

4.

Question 6. “Can we assume in Attachment C that Safety Assessments and Damage Assessments are interchangeable?”

Response 6. No, Safety Assessments and Damage Assessments are not interchangeable for reimbursement purposes. Only Safety Assessments are eligible for FEMA reimbursement; however, because both assessments are conducted concurrently during site visits, damage assessments may be reimbursed by OUC using non-FEMA funds.

Question 7. “In Attachment C, under Minimum Bidder Qualifications, question 2, we are asked to “ensure that relevant personnel possess current OSHA and DOT training or certifications applicable to post-disaster safety and damage assessments?

Can you please clarify what specific OSHA certifications or training you require?

Does OUC have any specific in-house training or certifications we would need to acquire for this contract?”

Response 7. Proposers must demonstrate that relevant personnel have either completed or possess a clear understanding of OSHA Electrical Safety training, specifically applicable to post-disaster utility work. Formal certification is preferred but not mandatory if equivalent documented training or experience can be shown.

In addition, once a Proposer is selected, OUC will require all Safety Assessment Team members to complete an in-house safety training prior to deployment. This internal training ensures alignment with OUC-specific safety protocols and expectations in the field.

Question 8. “In Attachment B, there is a rate sheet for a Safety Assessor Team role and a rate sheet for Damage Assessor Team role.

Please clarify the difference between the Safety Assessor role and the Damage Assessor role.”

Response 8. This has been corrected in the solicitation. There is now only one rate sheet for the Safety Assessment Team role. The Damage Assessor role has been removed, as all responsibilities including both safety and damage assessments fall under the Safety Assessment Team. All billing must align with this updated structure.

Question 9. “Can suppliers bid only on the Damage Assessor role if they lack the required OSHA certifications for the Safety Assessor role?”

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

Response 9. No, suppliers may not bid solely on the Damage Assessor role. The contract is exclusively for the Safety Assessment role, which encompasses both safety and damage assessments. Proposers must meet the qualifications required for Safety Assessors, including applicable OSHA training, as outlined in the RFP. Damage assessment alone is not a standalone, biddable role under this solicitation.

Question 10. “Is it expected that teams of Assessors will be inspecting items other than electrical distribution infrastructure?”

Response 10. No, it is not expected. Teams of Assessors will focus solely on electrical distribution infrastructure. Inspections of other asset types are not within the scope of this assignment.

Question 11. “What is the expected billable mobilization time for local teams to report to OUC for storm duty? Is it acceptable to begin tracking time once a supplier is given notice to proceed?”

Response

Question

11. Yes, it is acceptable to begin tracking billable time once the supplier is contacted and given notice to mobilize. As outlined in the RFP package, billable mobilization begins at the time of OUC’s request for deployment.

Expected billable work hours are 7:00 AM to 7:00 PM daily, continuing each day until the team is officially released by OUC. Suppliers must ensure timekeeping records clearly reflect the start of mobilization and daily work hours in accordance with these parameters.

“In Attachment C, Item 1 under Minimum Bidder Qualifications, it states to confirm/answer the "business has been providing post-disaster safety and damage assessment support services for at least five (5) years". Would OUC consider a WBENC and FL Department of Management Services certified business that has been in business for a minimum of 1 (one) year?”

Response 12. The requirement in Attachment C, Item 1: that the proposer must have at least five (5) years of experience providing post-disaster safety and damage assessment support services is based on demonstrated operational experience.

While certification as a Women’s Business Enterprise (WBENC) or through the Florida Department of Management Services is recognized and encouraged, certification alone does not satisfy the experience requirement. These certifications do not replace or modify the minimum qualification of five (5) years of relevant service experience.

12.

The five (5) years of experience may be verified through the company’s incorporation records or a Dun & Bradstreet (DNB) report showing operational activity consistent with the scope of services. Firms that do not meet this requirement would not be considered responsive to the minimum qualifications outlined in the solicitation.

Question 13. “Our staff undergo various trainings related to OSHA, DOT, and FEMA related to post-disaster safety and damage assessments. Can you please expand in more detail on which you are looking for specifically and what level of documentation you would like vendors to submit?”

Response 13. Proposers should demonstrate that assigned personnel have completed or possess a clear understanding of OSHA Electrical Safety training, specifically as it relates to post-disaster utility environments. While general knowledge of DOT and FEMA protocols is beneficial, the emphasis for this RFP is on OSHA training relevant to electrical hazards and safety practices in the field.

Acceptable documentation includes certificates of completion, training transcripts, or detailed summaries of completed coursework that clearly reference OSHA Electrical Safety. The documentation should identify the course title, training provider, completion date, and name of the individual trained.

Question 14. “RFP PDF Page numbers 23 and 25 and Excel Sheet Attachment B: Is overtime defined as hours beyond 8 in an individual workday, or hours beyond 40 in an individual workweek? “

Response 14. In accordance with Florida law, which follows the federal Fair Labor Standards Act (FLSA), overtime is defined as hours worked in excess of 40 hours in a single workweek; therefore, for purposes of this RFP, overtime should be calculated based on hours worked over 40 in a workweek.

Question 15. “RFP PDF Page numbers 23 and 25 and Excel Sheet Attachment B: When would Double-time apply?“

Response 15. Double-time, if required by your firm, may apply based on internal policy or contractual terms. Proposer shall include their pay policy for overtime and premium rates with their proposal.

Question 16. “Can the proposer provide additional labor categories to the

Price Schedule?”

Response 16. Yes, the Excel Price Schedule allows the proposer to add additional labor categories applicable to the services being

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com proposed. Proposers should ensure that any added categories are clearly labeled and consistent with the scope of work.

Question 17. “The links on page 15 of the RFP do not work. Please provide working links.”

Response 17. See Response 4.

Note: There shall be no communication between the proposer, their employees or subcontractors concerning this solicitation to anyone within OUC except the buyer of record.

***End of Addendum No. 03***