C007105 Engineering Consulting.pdf

Request for Letter of Interest

Modeling of the Epcot Energy Plant

Electrical System

LOI# C007105

LOI# C007105, page 2

Letter of Interest

LOI: C007105

TITLE: Modeling of the Epcot Energy Plant Electrical System

ISSUING OFFICE: Central Florida Tourism Oversight District, Procurement & Contracting Department, 1900 Hotel Plaza Blvd., Lake Buena Vista, Florida 32830

SECTION 1. GENERAL INFORMATION

1.1 The Central Florida Tourism Oversight District (“District”) is seeking professional engineering services from an Engineering Consultant (Consultant) for the development of a comprehensive electrical system model of the EPCOT Energy Plant (EEP).

1.2 All dates and information contained herein may be extended, changed, or updated within the listing posted at CFTOD BID PORTAL: https://pbsystem.planetbids.com/portal/62171/portal-home, hosted by PlanetBids. Proposers are responsible for verifying all listing information before submitting a response to the Letter of Interest (LOI).

1.3 ANTI-LOBBYING: Any bidder/proposer violating anti-lobbying in Section 6 will have their proposal rejected and will not be considered further.

1.4 ANTI-COLLUSION STATEMENT/PUBLIC DOMAIN: Proposer shall not divulge, discuss, or compare this Letter of Interest with any other proposer or collude with any other proposer in the preparation of this response in order to gain an unfair advantage in the award of this contract.

By submitting a response, Proposer acknowledges all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

SECTION 2. INSTRUCTIONS TO RESPONDING PROPOSERS

2.1 All letters must be electronically submitted by or before the bid due date on the CFTOD BID

PORTAL, under the appropriate listing. Only submittals received electronically on the CFTOD BID

PORTAL, by the correct date and time will be accepted. Proposer shall upload one (1) electronic submittal package for evaluation.

2.2 Proposals may not be submitted by any other means other than as described in Section 2.1. The

District will not accept proposals sent by U.S. Mail, private couriers, or fax.

2.3 Selection may be made directly from the LOI. After determination of the awarded firm, the

District’s Contracting Officer will schedule rate negotiations with the consultant to determine contract value.

2.4 All materials submitted as response to this LOI shall become the property of the District.

2.5 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District.

https://pbsystem.planetbids.com/portal/62171/portal-home https://pbsystem.planetbids.com/portal/62171/portal-home

LOI# C007105, page 3

SECTION 3. TIME SCHEDULE

3.1 Please refer to the dates noted for submission in the PlanetBids™ portal.

3.2 Questions concerning the project must be submitted electronically on the bidding platform.

Responses will be made electronically. It is the responsibility of the proposers to check for updates. All dates and information contained herein may be extended, changed, or updated as needed. Proposers are responsible for verifying all current listing information before submitting a response to this LOI.

SECTION 4. AWARD

4.1 The District reserves the right to accept or reject any or all proposals.

4.2 The District is awarding one contract and will negotiate terms with the highest ranked proposer.

4.3 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request clarification or other information to evaluate any or all proposals.

4.4 The District will finalize a contract with the highest-ranked proposer. If an agreement cannot be reached with that proposer, the District reserves the right to negotiate with the next highest-ranked proposer (or subsequent proposers) until an agreement is reached.

4.5 The District reserves the right to cancel or terminate this LOI, any negotiations, or the proposed agreement without penalty.

SECTION 5. INQUIRIES

5.1 Any and all questions must be submitted through the appropriate listing electronically via the

CFTOD BID PORTAL. Responses will be made electronically and posted online under the listing.

It is the responsibility of the proposers to check for updates.

5.2 If necessary, any addenda will be posted under the listing at CFTOD BID PORTAL.

5.3 It is our standard policy no addendum will be issued later than three (3) calendar days prior to the date for receipt of proposals, except an addendum withdrawing the LOI, or one which includes postponement of the date for receipt of proposals.

5.4 No verbal or written information which is obtained other than by information in this document or by addendum to this request will be binding on the District.

SECTION 6. LOBBYING

6.1 PROPOSERS ARE HEREBY ADVISED THAT CONTACT IS NOT PERMITTED WITH ANY DISTRICT

PERSONNEL OR BOARD MEMBER RELATED TO, OR INVOLVED WITH THIS REQUEST. PROPOSERS

ARE RESTRICTED FROM DISCUSSING THEIR SUBMITTALS AND THIS SOLICITATION WITH

COMPETING FIRMS UNDER THIS NOO. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED

THROUGH THE ASSIGNED PROCUREMENT PERSONNEL OR THE DISTRICT’S CONTRACTING

OFFICER.

6.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION, JOINT

VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO SEEK TO

INFLUENCE THE GOVERNMENTAL DECISION OF A DISTRICT BOARD MEMBER OR ANY DISTRICT

PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD VOTE ON THE AWARD OF THIS

LOI# C007105, page 4

CONTRACT. CONTACT WITH OTHER SUBMITTING PROPOSERS IS RESTRICTED AFTER

ADVERTISEMENT AND PRIOR TO AWARD OF THIS CONTRACT.

6.3 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE

TIME SPECIFIED WILL RESULT IN REJECTION/DISQUALIFICATION OF SAID NOTICE OF

OPPORTUNITY.

SECTION 7. EVALUATION CRITERIA

The Selection Committee shall evaluate all proposals received, by numerical rating, which meet the submittal requirements. The following factors will be considered in evaluating the responsive proposals received:

CRITERIA WEIGHT

Qualifications of Proposed Team (Including Subconsultants) 20 Project Understanding and Technical Approach 25 Relevant Experience in Electrical System Modeling 25 Modeling Tools, Methods, and QA/QC 20 Past Performance and References 10

TOTAL POSSIBLE POINTS 100

SECTION 8. LETTER SELECTION CRITERIA

8.1 LETTER SUBMISSION

A. Letters must be received electronically by or before the bid due date on the CFTOD BID

PORTAL, under the appropriate listing. Responses received at any other location or means will not be considered.

B. Letters must be no more than 20 pages, excluding front covers, resumes, and a cover letter of up to two (2) pages, plus any required forms, licenses or certifications. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered. Proposals failing to provide sufficient information and assurances of performance to accurately assess each category below, or which fail to comply with the requirements and conditions of the Letter of Interest will not be given further consideration.

8.2 ORGANIZATION OF PROPOSAL

The proposers/consultants must provide all information as requested in this Request for Letter of

Interest (LOI). Responses must follow the format outlined in this LOI. Additional materials in other formats or pages beyond the stated page limit(s) may not be considered. The District may reject as non-responsive at its sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any substantive way from the required format.

Responses shall be organized in the following manner:

A. Cover Letter: (Excluded from page count, up to two (2) pages): The Cover Letter will state the name of the person(s) authorized to represent the respondent in any negotiations, the name(s) of the person(s) authorized to sign any contract that may result, the contact person's name, LOI# C007105, page 5 mailing or street addresses, phone and fax numbers and email addresses. A legal representative of the successful firm, authorized to bind the firm in contractual matters, must sign the Cover

Letter.

B. Proposer Information: (Excluded from page count, up to two (2) pages): of the proposer, address, principals, telephone number, email address and taxpayer ID number. Include a brief history of the company.

C. Qualifications of Proposed Team (Including Subconsultants) (20 pts): Identification of the

Project Manager and key personnel on the project team, including resumes of who will be responsible for this project. Include an org chart depicting project responsibilities. – 1 Page, plus a 1 Page org chart, plus 2 Page maximum on resumes, not in page count, for up to ten key team members (inclusive of subconsultants).

D. Project Understanding and Technical Approach (25 pts): Demonstrated understanding of the EEP system and clarity, feasibility, and technical rigor of the proposed modeling and analysis approach.

1. Approach to development of the electrical system model

2. Methodology for performing required analyses (load flow, short circuit, harmonics, motor starting, voltage drop, arc flash)

3. Identification of assumptions, constraints, and data gaps

4. Approach to validating the model against actual or expected operating conditions

5. Identification of key project risks (e.g., incomplete data, field verification limitations) and proposed mitigation strategies

6. Evaluation of future system conditions, including anticipated load growth or expansion scenarios

E. Relevant Experience in Electrical System Modeling (25 pts): Extent and relevance of experience developing, validating, and applying electrical system models.

F. Modeling Tools, Methods, and QA/QC (20 pts): Appropriateness of proposed tools and quality control procedures to ensure model accuracy and usability including the ability to provide a model that can be maintained and updated by the District.

G. Past Performance and References (10 pts): Provide a list of at least three (3) references from recent work performed like what is being proposed. The reference list must include a contact name, title, address, telephone number, e-mail address, type of work performed, and beginning/end dates of project(s).

H. Experience and Similar Design Projects: Submit three (3) examples of prior related work for similar projects; firm qualifications and general literature are not necessary.

1. Development of detailed electrical system models

2. Experience with medium-voltage or higher systems

3. Analysis of power quality, harmonics and arc flash

NOTE: At least one (1) project must involve a chilled water plant, industrial facility, or similarly complex system.

LOI# C007105, page 6

I. Modeling Tools and Methods: Describe the proposed software platform(s) and the methodology to be used for system modeling. Include:

1. Proposed software platform(s)

2. Modeling standards and conventions

3. Model validation approaches

4. Quality assurance / quality control procedures

The proposed modeling approach shall result in a usable, maintainable model for future District use.

J. Required Statements: The following statement must be included in your submittal:

1. Consultant will not delete or substitute any sub-consultant without the prior written approval of the District.

8.3 PROPOSAL EVALUATION

A. Proposal Evaluation Process:

1. The Selection Committee will generally be comprised of, at a minimum, three members.

The committee may consist of representatives from various and appropriate District departments.

2. The committee members will independently score each responsive proposal received in accordance with the evaluation criteria. During the Selection Committee meeting, the committee members will review the proposals and will submit their individual scores.

3. The Selection Committee may elect to interview shortlisted proposers and require a formal presentation with the key people who will manage the work before the recommendation of award. Interviews and presentations shall be based upon the written proposal received.

Dates will be set for conducting interviews or presentations with shortlisted firms, and notification will be sent by e-mail and/or telephone of their assigned date and time, by

District Procurement staff.

4. The Selection Committee will assign ratings in the evaluation and recommendation process in accordance with the evaluation criteria listed in Evaluation Criteria, Section 7.

5. The District has the option to award or reject any or all proposals or contracts resulting from this LOI.

B. Evaluation Criteria for Second Round (if required):

If the Selection Committee shall request presentations given by the shortlisted firms the following criteria will determine the highest-rated firm.

1. Technical Depth and Problem-Solving Ability (30%)

2. Project Approach Validation and Risk Awareness (25%)

3. Team Communication and Clarity (15%)

4. Knowledgeable answers during the Q&A session. (30%)

SECTION 9. CONFLICT OF INTEREST

All proposers must list all and any affiliations they have with other proposers, or a shared ownership interest greater than 5% with any District staff, District-appointed officials, or contracted persons. If your

LOI# C007105, page 7 firm or any individual in your firm has a conflict, please submit the Conflict of Interest form with your proposal.

NOTE: Proposers must disclose the name of any District employee or Board of Supervisor official that is a known relative of an employee, officer, director, shareholder, or agent of your firm.

SECTION 10. COSTS INCURRED IN RESPONDING

All costs directly or indirectly related to proposal preparation, representation or clarification shall be the sole responsibility of and be borne by the proposer.

SECTION 11. CONTRACTUAL REQUIREMENTS

11.1 A District contract will be drafted with the successful proposer, and all general District terms and conditions apply.

11.2 INDEMNIFICATION. The Consultant shall indemnify District and its appointed board supervisors, officers, employees, and volunteers against and hold District and its appointed board supervisors, officers, employees, and volunteers harmless from damages, claims, losses, costs, and expenses, including attorneys' fees, which District or its appointed board supervisors, officers, employees or volunteers may sustain, or which may be asserted against District or its appointed board supervisors, officers, employees or volunteers, arising out of negligent errors, acts, or omissions by Consultant and contemplated by this Agreement to the extent allowed by Florida Statute, §725.08, and to the extent that the services rendered pursuant to the Agreement were services of a "Design Professional" as defined in Florida Statute, §725.08(4) including, without limitation, harm or personal injury to third persons. The provisions of this paragraph shall survive the expiration or sooner termination of this Agreement.

SECTION 12. SCOPE OF SERVICES

12.1 PROJECT PURPOSE

The Central Florida Tourism Oversight District (“CFTOD” or “District”), in coordination with Reedy

Creek Energy Services (“RCES”), invites qualified engineering firms to submit a Letter of Interest

(LOI) to provide professional electrical engineering services for the development of a comprehensive electrical system model of the EPCOT Energy Plant (EEP).

A. Existing System Model

A detailed electrical model representing the current, fully operational EEP, including at a minimum:

1. Four (4) primary feeders with associated primary switchgear

2. Three (3) medium-voltage buses supplied via multiple primary-to-primary step-down transformers

3. Eight (8) chiller units supplied from the medium-voltage buses including:

a. Chiller motors connected directly at medium voltage

b. Chiller motors served via primary-to-secondary step-down transformers

Power quality is a critical concern for both current and future operating conditions. The

Consultant shall provide expertise and analysis related to harmonics, voltage drop, motor starting, and arc flash hazards.

LOI# C007105, page 8

12.2 SCOPE OF SERVICE

A. The Consultant shall:

1. Design, develop, test, and document an electrical system model of the EEP

2. Conduct a virtual project kickoff workshop with RCES to confirm assumptions, modeling approach, data requirements, and acceptance criteria

3. Perform attribute validation and engineering checks to ensure model accuracy

4. Validate model results against known operating conditions

5. Perform analyses including:

a. Load flow

b. Short circuit / fault analysis

c. Motor starting

d. Voltage drop

e. Harmonic analysis

f. Arc flash analysis

6. Demonstrate model functionality and analytical capabilities

7. Prepare formal technical reports documenting assumptions, methodology, and results

B. Data and Model Requirements

The District will provide available system data upon request; however, the Consultant shall be responsible for identifying data gaps, documenting assumptions, and incorporating reasonable engineering judgment where necessary. Field verification may be required to support model accuracy.

The electrical system model shall be delivered in an industry-recognized software platform and include all necessary data for the District to independently operate and maintain the model. The model shall be structured to support future updates, including modular expansion for additional loads and infrastructure.

C. Deliverables

Deliverables shall include, at a minimum:

1. Complete electrical system model files

2. Technical reports for each analysis performed

3. Summary of findings and recommendations

4. Documentation of assumptions and data sources

5. Updated one-line diagrams (if applicable)

12.3 QUALITY ASSURANCE PLAN

The selected Consultant shall be responsible for the professional quality of all deliverables. The

Consultant shall have and shall implement an internal Quality Assurance Plan that as a minimum provides review of all deliverables and significant calculations by another qualified professional that was not responsible for preparing the deliverable or calculation. The Consultant’s Project

Manager shall certify with each deliverable that the appropriate internal Quality Assurance

LOI# C007105, page 9 review was performed prior to submittal to RCES. Any exceptions will require approval by the

RCES’ Project Manager.

12.4 SCHEDULE

The selected Consultant shall include a schedule to perform the work effort described herein including construction activities.

The schedule for the accomplishment of the project reflects the proposed elapsed time in days for completion of the preliminary engineering design, construction documents phase (final design), the bidding phase, and the construction phase of the Project. The schedule identifies and addresses accomplishment of each task. The duration of activities controlled by RCES shall be estimated and included in the schedule.

SECTION 13. SCHEDULE

13.1 PRELIMARY SCHEDULE

All dates and information contained herein may be extended, changed, or updated as needed.

Proposers are responsible for verifying all current listing information before submitting a response to this letter of interest.

The following dates are proposed as a timeline for this solicitation:

• Formal Question Deadline September 11, 2026

• Letters of Interest Due September 18, 2026

• Selection Committee Meeting October 2, 2026

• Interviews/Presentations with Shortlisted Firms October 27, 2026

• Final Selection Announced October 30, 2026

• Negotiation with Selected Proposer(s) November 13, 2026

• Send to District Administrator for Approval December 2026