Distribution_and_Transmission_Storm_Damage_Assesment_RFP-2025.pdf

REQUEST FOR PROPOSAL

Peace River Electric Cooperative, Inc. (PRECO), hereby gives notice to prospective bidders that proposals will be received by PRECO, through the VendorLink portal until 2:00 p.m. on 4/15/2025 for:

2025 DISTRIBUTION AND TRANSMISSION STORM RELIEF DAMAGE ASSESMENT RATES

All Bidders are required to:

Send Bid Proposals electronically through the VendorLink portal where the opportunity was broadcast.

PRECO RFP #2025-04 2025 DISTRIBUTION AND TRANSMISSION STORM RELIEF DAMAGE

ASSESMENT RATES

Peace River Electric Cooperative

PRECO RFP # 2025-04

Purchasing Department

210 Metheny Rd

Wauchula, Fl. 33873

PRECO wants to engage in three-year agreements for these services. The three-year agreement will allow for price adjustments at the provider's request effective on January 1 of the following calendar year of the agreement's effective date and each subsequent January 1 thereafter. The price escalation shall be the lesser of a fixed percentage submitted with this RFP by the provider or the

Consumer Price Index (CPI) for the preceding 12 months prior to the effective date of the price change.

It is the sole responsibility of each Bidder to deliver its Proposal to PRECO at the place designated for receiving Proposals and prior to the time for opening Proposals last announced to Bidders. Any Proposal received after the time last announced for opening

Proposals may be retained by PRECO or returned to the Bidder, but such Proposal shall be rejected as not responsive.

NOTE: PRECO will entertain questions for clarification until 4/11/2025. All questions must be submitted within the VendorLink portal for this bid opportunity. Question period will close after this date.

Each proposal should constitute an offer to PRECO, as outlined therein, and should be irrevocable after the time announced for the opening thereof.

PRECO reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which PRECO deems to be in the best interest of PRECO.

Tim Gibson

Purchasing Agent

GENERAL

Peace River Electric Cooperative (PRECO) is an electric distribution cooperative serving more than 72,000 homes and businesses in central Florida. Headquartered in Wauchula, Florida, PRECO provides electricity to portions of 10 Florida Counties which include Brevard, Desoto, Hardee, Highlands, Hillsborough, Indian

River, Manatee, Osceola, Polk and Sarasota. Our service area extends from near Vero Beach on the eastern shores of Florida to Ruskin on the Gulf of Mexico. Employees are divided between three work locations: Indian Lake Estates, Wauchula and Manatee, and among eight departments: Executive, Finance, Human Resources, Engineering, Transmission, Distribution, Operations Support and Member

Services.

PRECO and its representatives have exercised due care in preparing this Request for Proposal (RFP). All information contained herein is believed to be substantially correct. However, bidders should verify information independently if desired. PRECO and its representatives do not warrant the accuracy of information contained herein.

SCOPE OF SERVICES

PRECO is seeking quotes and proposals for a Damage Assessment Service provider for the following:

1. Damage Assessment teams will consist of Damage Assessor, Damage Assessor Assistant, and vehicle. An Area Field Manager will be assigned to a deployment request of ten (10) or more teams.

a)Damage Assessor – person experienced in utility damage assessment with a tablet or laptop in the field. Assessor will have his/her own vehicle for assessment, computer (tablet/laptop), and camera for photographs. PRECO requires a minimum of ten (10) years distribution utility experience (line construction/maintenance/staking) for this role.

b) Area Field Manager – to be deployed per ten (10) Damage Assessment teams or as conditions warrant. Area Field Manager will have his/her own vehicle for assessment. PRECO requires a minimum of ten (10) years distribution utility experience (line construction/maintenance/staking) for this role.

c) Damage Assessor Assistant/Driver – person who performs driving operations for Damage

Assessor and assists in note taking as well as other miscellaneous activities. Person may serve as an administrative assistant ensuring proper documentation of labor and expenses based on client’s invoicing requirements.

2. Initial line assessment/evaluation of damaged above-ground facilities (substations, feeders, sub-laterals, broken poles, transformers, services, etc. as directed by PRECO).

3. Second assessment/evaluation of damaged above-ground facilities (if needed - substations, feeders, sublaterals, broken poles, transformers, services, etc. as directed by PRECO).

4. Site information will need to include an assessment of debris removal needs per damage location.

5. Provide PRECO with restoration progress and projection reports as requested.

6. Provide photographs with GPS coordinates of all damaged facilities.

7. Damage assessment process (paper maps, assessment software, procedures) must be reviewed by

PRECO for approval.

8. Any special tools or equipment (as directed by PRECO) will be reimbursed.

9. Mobilization/Demobilization – PRECO will reimburse fees based on the rates for labor and number of hours per day actually spent by the particular individual and equipment in transit, plus fuel, lodging, and material needed to complete the mob/demob. All rates, times, and extras (fuel, lodging, materials, etc.) must be coordinated with PRECO approval.

10. Contractor will mobilize the Damage Assessment team within 24 hours of approval.

SUBMITTAL REQUIREMENTS

Proposals must be submitted in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements stated below. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal.

Required Information

1. Title Page. Show the name of Contractor’s firm, address, telephone number, name of contact person, email address, date and the subject: Request for Proposals for Distribution and Transmission Storm Relief for Peace River Electric Cooperative.

2. Table of Contents. Include a clear identification of the material by selection and by page number.

3. Cover Letter and Executive Summary. This letter must be signed by an individual who is authorized to negotiate terms, render binding decisions and commit the Contractor’s resources (e.g., the president or executive director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship). The letter must indicate the legal status of the Contractor (sole proprietorship, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists.

4. Firm Overview. Provide a brief history and description of your firm’s business organization and experience as it relates to the requirements discussed previously. Include the location of offices and the specific expertise and services that distinguish your firm.

5. Relevant Expertise and Experience. Provide a narrative statement regarding your experience as it relates to the Scope of Services of the RFP. Additionally, include a statement regarding your understanding of the requirements as outlined in the RFP.

6. References. The Contractor shall provide at least three references, within the past five years of clients for whom these requested services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided.

As a requirement from FEMA, PRECO must conduct an equal opportunity competitive process for any restoration and clean-up prior to a storm.

COST PROPOSAL REQUIRMENTS

1. Hourly Rates for damage assessment workers for all relevant pay types (Regular Time, Over

Time, Double Time) and positions.

2. Pay calculation for hours worked (including travel time), including how and when premium pay (OT, DT) will be calculated for billing purposes.

3. Equipment Rates (Billing practices including hours vs. mileage)

4. Standby rate calculation and conditions including hours per day.

5. Certificate of insurance

INSURANCE REQUIREMENTS

Contractor shall, at its own cost and expense, procure and maintain in full force and effect during the term of this Agreement, policies of insurance, of the types and in the minimum amounts stated herein, with responsible insurance carriers duly qualified in those states (locations) where the Services are to be performed, covering the operations of Contractor, pursuant to this Agreement. The limits required may be provided by a combination of primary and Umbrella/Excess insurance.

TYPES OF INSURANCE LIMITS OF LIABILITY

(Minimum Amounts)

Comprehensive or Commercial General Liability and Third Party

Property Damage

$1,000,000 per occurrence, $2,000,000 aggregate

Excess Liability insurance $2,000,000 per occurrence, $2,000,000 aggregate

Comprehensive or Business Automobile Liability; Personal Injury

(including bodily injury) and Third Party Property Damage

$1,000,000 per occurrence

Workers' Compensation Statutory limits

Employer’s Liability $1,000,000 per accident

Intentionally Omitted Intentionally Omitted

To the extent of Contractor’s indemnity obligations, PRECO shall be named as an additional insured in such policies which shall contain standard cross liability clauses. Contractor shall cause the liability it assumed under this Agreement to be specifically insured under the contractual liability section of the liability insurance policies. The liability policy shall be primary without right of contribution from any insurance by

PRECO. Contractor shall give PRECO no less than thirty (30) days prior written notice of any cancellation thereof or material change therein. PRECO shall have the right to request an adjustment of Limits of Liability for General Liability as Contractor’s exposure to PRECO increases (i.e. if Contractor’s annual payment is expected to be $4,000,000 then $3,000,000 limits are no longer adequate).

Upon PRECO’s request, Contractor shall provide PRECO with certificates of insurance evidencing all of the above coverage, including all special requirements specifically noted above, and shall provide PRECO with certificates of insurance evidencing renewal or substitution of such insurance thirty (30) days prior to the effective date of such renewal or substitution.

CONTRACTING REQUIREMENTS

All prospective vendors will be required to execute the attached contract (Exhibit A) in the presented or in a mutually negotiated form.

Addenda and Supplemental Information

Any and all addenda to the RFP will be provided to all Proposers who received the initial RFP and provided contact information to PRECO, should it become necessary for PRECO to make revisions, request additional information, or respond to written inquiries relating to the RFP. It is the responsibility of potential proposers to timely submit contact information to facilitate receipt of addenda and supplemental information requests, if issued.

Evaluation and Award Criteria A Selection Committee appointed by PRECO will evaluate and rank each Proposal.

Review of Proposal - PRECO’s designated selection committee will review responses to the RFP.

Selections will be based on completeness of proposals and on which Proposals demonstrate the best combination of expertise, experience, project understanding, and approach.

Evaluation Criteria – The Selection Committee will evaluate and score proposals on the basis of the responsiveness to the requirements of this RFP. Proposals will be evaluated on the basis of the following criteria:

Selection Criteria

The following weighted criteria will be utilized to select the Contractor to be awarded this contract:

Qualifications of the Contractor 20

Availability 25

Relevant Past Performance 35

Cost Proposal 20

TOTAL 100

Anticipated Schedule (subject to change)

February 14, 2025 Post RFP

April 11, 2025 Questions Due

April 15, 2025 Proposal Due

Listing of Contractors Selected