Attachment_B-1_Final.pdf

Revised 06/03/2025

Attachment B-1

Pricing Requirements

All Pricing under this RFP and Service provided shall be consistent with the following:

• All pricing shall be firm during the term of the Contract.

• All pricing shall be consistent with the established rates listed in Attachment “B” (Price

Cost Schedule) hereof and otherwise be compliant with the terms and conditions of this RFP, including but not limited to this Attachment B-1 (Pricing Requirements) and Attachment “B-2” (Hurricane Invoicing Procedures).

• No cost-plus-percentage-of-cost pricing is permissible for this Contract.

• Manner of reimbursement for travel expenses MUST be stated in the Proposal -See below Section (“D”) and attach response to Proposal stating the manner you will invoice for en route equipment travel expenses.

• Fuel costs are not separately reimbursable if using FEMA equipment rates, which include the cost of vehicle depreciation, maintenance, and fuel.

• Upon selection of the awarded Supplier(s), Orlando Utilities Commission (OUC) may enter into a contract with each selected Supplier(s), specifying the terms and conditions and base pricing. OUC will issue an individual Purchase Order (PO) for each Emergency Event that arises during the term of this Contract. The PO will be issued at or near the time that OUC requests the Supplier’s services before, during or following an Emergency Event on an as needed basis. Each PO will include a not to exceed amount (“Ceiling Price”).

Supplier shall notify OUC and request additional funds prior to exceeding the Ceiling Price amount set forth in the PO. OUC will review the request to increase the Ceiling Price amount by issuing a change order to the original PO and communicate said approval to the Supplier. OUC’s approval may be given by reasonable means under the circumstances, written or verbal, and the new Ceiling Price amount shall be documented as soon as reasonably possible. In addition, the PO may carry additional terms and conditions as required by FEMA or updated policies.

• Supplier shall provide cost supporting documentation for all submitted expenses.

A. Personnel/ Staffing

During the assistance period, the Supplier shall submit weekly invoices to OUC for personnel provided, based on the storm rates outlined in Attachment “B” (Price Cost Schedule), consistent with this Attachment “B-1” (Pricing Requirements), and following the procedures in Attachment “B-2” (Hurricane Invoicing Procedures).

OUC will reimburse the Supplier per the agreed storm rates, including overtime. The Supplier must provide pay policies that clearly define standard/regular and overtime rates stated in

Attachment “B” (Price Cost Schedule). This will allow OUC to understand when standard/regular time, overtime, and/or double time costs apply.

B. Equipment

OUC will reimburse Supplier for the use of its equipment while Supplier is performing work according to Supplier’s rates in Attachment “B” (Price Cost Schedule), consistent with this Attachment “B-1” (Pricing Requirements), and following the procedures in Attachment “B-2” (Hurricane Invoicing Procedures). OUC will not pay for idle equipment. All equipment must be assigned to a crew to be billable.

C. Material and Supplies

Fuel costs will be reimbursed at cost with receipt, or OUC may choose to provide fuel directly to Supplier. All materials and supplies requested by OUC and supplied by Supplier must be consistent with the cost(s) stated in Attachment “B” (Price Cost Schedule), consistent with this Attachment “B-1” (Pricing Requirements), and following the procedures in Attachment “B-2” (Hurricane Invoicing Procedures).

D. Travel, Meals, and Lodging Expenses

OUC will reimburse the Supplier for reasonable travel, meals, and lodging expenses incurred while to and from the disaster area, as well as during restoration efforts, in accordance with the below reimbursement. Travel expenses shall be consistent with the requirements set forth in Attachment B-2 (Hurricane Invoicing Procedures).

Travel Expenses:

Equipment (en route to/from OUC):

Travel cost (en route) for vehicles (not tools) transported to/from Supplier’s home and OUC will be reimbursed as follows:

i. Toll expenses will be reimbursed if receipts are provided and fuel costs will be reimbursed if receipts are provided and if not already included in rates, and

ii. Mileage to/from Supplier’s home and OUC will be reimbursed at the IRS applicable rate for the applicable travel period. This IRS rate includes the cost of vehicle depreciation, maintenance, fuel and minor repairs. The travel cost will be calculated by multiplying said IRS rate and the miles traveled, or

iii. Travel cost to/from Supplier’s home and OUC will be reimbursed at FEMA equipment rate for the applicable travel period. The FEMA rate includes the cost of vehicle depreciation, maintenance, fuel and minor repairs. The travel cost will be calculated by multiplying said FEMA rate and the hours traveled, or

iv. Travel cost to/from Supplier’s home and OUC will be reimbursed at Supplier equipment rate stated in Attachment B of this RFP (not tools/idle equipment, and includes the cost of vehicle depreciation, maintenance, fuel {when included in equipment rate quoted in Proposal}, and minor repairs). The travel cost will be calculated by multiplying said Supplier equipment rate and the hours traveled.

While traveling (en route), equipment reimbursement shall be in the manner stated in the Proposal and consistent with the above requirements.

Equipment (Upon arrival to OUC):

Once Supplier arrives to OUC, the Equipment rates (as stated in Attachment B -Pricing Schedule) take effect (i.e. once the crew is on-site and actively engaged in storm restoration efforts). While at OUC performing Service, toll expenses will be reimbursed if receipts are provided, and fuel costs will be reimbursed if receipts are provided and if not already included in equipment rates stated in Attachment B -Pricing Schedule or if fuel is supplied by OUC. If the Supplier is released by OUC and continues to another destination for assistance rather than returning home, they must provide OUC with contact information for the destination utility. Invoices should only include costs related to OUC’s restoration efforts and exclude travel expenses to the next destination.

Meals & Lodging Expenses:

If OUC directly pays or provides for meals or lodging, the Supplier cannot apply for reimbursement or per diem charges. If OUC does not provide meals or lodging, the Supplier will be reimbursed for actual and reasonable accommodation costs. Meals will be reimbursed according to the following per diem rates:

$50 per person per day on travel days (first and last day of travel) $60 per person per day for all other days

Lodging receipts must be submitted with weekly timesheets and should include the date, time, and a list of all personnel housed. Non-reimbursable expenses include entertainment, tobacco products, and personal grooming items.