Electric_System_Inventory_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/bartowfl

City of Bartow, FL

Request For Proposal

Electric System Inventory Project ID: RFP 26-14

RELEASE DATE: April 17, 2026

RESPONSE DEADLINE: May 20, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

#RFP 26-14

Title: Electric System Inventory

Table Of Contents

1. INTRODUCTION AND BACKGROUND INFORMATION

2. RFP INFORMATION

3. SCOPE OF WORK

4. SUBMITTAL REQUIREMENTS AND CONTENTS

5. EVALUATION PROCESS

6. SUBMITTAL EVALUATION & SCORING

7. EVALUATION CRITERIA

8. CONDITIONS AND TERMS OF PROPOSALS

9. PRICING TABLE

10. VENDOR SUBMITTAL FORMS

Attachments:

A - RFP 26-14, Attachment A - Appendix

SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION

1.1. Purpose of Solicitation

The City of Bartow (“City”) is actively seeking proposals from qualified and experienced companies capable of providing a comprehensive system-wide audit of the City’s electric distribution infrastructure to update its Geographic Information System (GIS) database and OpenGov Enterprise Management system (Cartegraph).

1.2. City Background Information

The City of Bartow, a municipal electric utility serving over 13,600 retail electric accounts across a 115-square-mile area in Bartow and portions of Polk County, Florida, is seeking a qualified company to collect detailed phasing, attribute, and high-accuracy GPS location data for all electric system assets. This includes poles, pad-mounted equipment, meters, and other distribution facilities such as stub poles, streetlight and yard light poles (with size, type, style, and billing status), overhead and underground transformers, risers, capacitors, regulators, reclosers, trip savers, fuses, arrestors, and termination cabinets. Phase information will be recorded system-wide, with key locations specifically labeled. High-accuracy GPS coordinates must be captured for each structure and service point, and attribute data requirements are detailed in Attachment A. The City expects the company to propose efficient, cost-effective methods to minimize project duration, expenses, and database downtime during data extraction.

SECTION 2: RFP INFORMATION

2.1. RFP Schedule

RFP Solicitation Issued: April 17, 2026

Question Submission Deadline: May 12, 2026, 4:00pm

Proposals Due: May 20, 2026, 2:00pm

Bid Opening (Non-Mandatory): May 20, 2026, 2:00pm

In person: 450 N. Wilson Ave., Bartow, FL 33830 or via Teleconference at +1

872-256-4257,,312519811#

1st Evaluation Committee Meeting – to review selection process (Non-Mandatory):

June 2, 2026, 9:00am

City Hall Commissioner Chambers, 450 N. Wilson

Ave., Bartow, FL 33830.

2nd Evaluation Committee Meeting – to shortlist

(Non-Mandatory):

June 9, 2026, 9:00am

City Hall Commissioner Chambers, 450 N. Wilson

Ave., Bartow, FL 33830.

3rd Evaluation Committee Meeting – to interview shortlisted firms, if applicable (Non-Mandatory):

June 16, 2026, 9:00am

City Hall Commissioner Chambers, 450 N. Wilson

Ave., Bartow, FL 33830.

City Commission Award – Tentative: June 29, 2026

2.2. RFP Process

In accordance with F.S 287.057 and more fully explained in this RFP, an award, if made, shall be made to the best overall proposer(s) whose proposal is most advantageous to the City, taking into consideration the evaluation factors set forth in this RFP. The City shall not use any other factors or criteria in the evaluation of the proposals received. The Evaluation Committee empaneled for this solicitation will review the qualifications of all submitting proposers as part of the selection process. The City reserves the rights to:

(a) determine, at its sole discretion, whether a Proposal satisfactorily meets the criteria established in this RFP; and (b) seek clarification from any firm(s) submitting a statement of qualifications/Proposal.

Responses specified shall be furnished in accordance with the terms and conditions of the RFP solicitation, the specifications, addenda issued by the City of Bartow if any, and all other documents prepared for this procurement submittal. A form W-9 should be attached to each Proposer’s response when returned by the responding vendor. Payment under any resulting contract will be rendered to the name of the firm appearing on the Proposer’s form W-9.

The City of Bartow reserves the right to reject any and all proposals, to waive informalities, to re-advertise, and to enter into a contract or series of contracts determined to be in its best interest, in accordance with the terms and conditions of the solicitation.

2.3. Vendor Qualifications

Companies shall be in the business of providing professional services related to electric utility infrastructure auditing, GIS data collection, and asset management, as further described in the scope of work and each company submitting a Proposal must possess sufficient financial support, equipment and organization to ensure that it can satisfactorily perform services if awarded a

Contract. Proposers must demonstrate that they, or the principals assigned to the City’s project, have successfully provided services of a similar magnitude to those specified in this RFP and the managerial and financial ability to successfully perform the work envisioned by this RFP.

Proposers must satisfy each of the following requirements cited below. Failure to do so will result in the Proposal being deemed non-responsive:

• Before awarding the Contract, the City reserves the right to require that a Proposer submit such evidence of qualifications as the City may deem necessary. Further, the City may consider any evidence of the financial, technical, and other qualifications and abilities of a Proposer in making the award in the best interest of the City.

• Proposer shall have no record of judgments, pending lawsuits against the City or criminal activities involving moral turpitude and shall not have any conflicts of interest that have not been disclosed to and waived by the City.

• Neither Proposer nor any principal, officer, or stockholder of Proposer(s) shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform satisfactorily on any previous contract with the City.

2.4. Licensure Requirements

• To do business with the City of Bartow, businesses based within the City limits of the City of Bartow shall furnish a copy of the most recent City of Bartow Business/Occupational License in which can be obtained from https://www.cityofbartow.net/departments-services/city-clerk-public-records/business-tax-receipt-occupational-licenses-applications-payments.

• For businesses based outside the City limits of the City of Bartow but are based in Polk County or those businesses based outside Polk County shall furnish a copy of the most recent Polk County Business/Occupational License in which may be obtained from https://www.polktaxes.com/services/local-business-taxes/.

• Vendor should also be licensed to perform the type of work stated in this solicitation. Indicate registration, license numbers or certificate numbers for the business or professions which are the subject of this Bid. Please attach certificate of competency and/or state registration.

Proposals received from a company not holding the proper license shall be deemed non-responsible and not considered for award. The proposal will not be evaluated by the Technical Evaluation Panel.

2.5. Vendor Eligibility

The City desires to contract with a qualified and experienced company for this project. Responding companies must have documented experience conducting comprehensive electric distribution system audits, field data collection, and GIS or asset management database updates. The responding company shall provide a list of all municipalities or utilities where it has performed similar electric distribution audits or GIS data verification projects within the last five (5) years. Project references shall be included in the submittal as instructed, and should demonstrate the company’s ability to deliver accurate, field-verified data compatible with GIS and asset management systems.

2.6. Legal Requirements

Federal, State, County, and local laws ordinances, rules and regulations that in any manner affect the item(s) covered herein apply.

Lack of knowledge by the Respondent will in no way be cause for relief from responsibility.

2.7. Selection

It is the intent of the City to enter into an Agreement with the top ranked firm(s) following the negotiation of services to be render.

The final Agreement will require approval by the City Manager or City Commission at one of their regular meetings.

2.8. Award

https://www.cityofbartow.net/departments-services/city-clerk-public-records/business-tax-receipt-occupational-licenses-applications-payments https://www.cityofbartow.net/departments-services/city-clerk-public-records/business-tax-receipt-occupational-licenses-applications-payments https://www.polktaxes.com/services/local-business-taxes/

The City intends to award to one (1) or more firms; however, the City reserves the right to award as the City deems in its best interest.

The City of Bartow also reserves the right to reject any or all Responses or any part of any Response, to waive any informality in any

Response, or to re-advertise for all or any part of the work contemplated.

2.9. Term of Agreement

The term of this agreement shall end on November 30, 2026, unless otherwise extended in writing by the City.

• It is the intention of the City that the firm’s personnel proposed for the contract will be available for the contract term. In the event the Contractor wishes to substitute personnel, he shall propose personnel of equal or higher qualifications, and all replacement personnel are subject to City approval. In the event substitute personnel are not satisfactory to the City and the matter cannot be resolved to the satisfaction of the City, the City reserves the right to cancel the Contract for cause.

• Firm agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that the

City may, at any time, secure similar or identical services from another vendor at the City’s sole option.

• Performance Period shall commence upon execution of the Agreement between the City and issuance of a Purchase Order to the successful firm.

• The City makes no guarantee or promise as to the number of available projects or that the firm will perform any project for the City during the life of the basic agreement.

2.10. Insurance Requirements

Successful Proposer shall, at a minimum, provide, pay for, and maintain in force at all times during the term of this Contract the following insurances:

a. Coverages

Successful Proposer shall, at a minimum, provide, pay for, and maintain in force at all times during the term of this Contract the following insurances:

Commercial Liability Insurance

Firm shall maintain commercial general liability (CGL) insurance with a limit of not less than $1,000,000 each occurrence. If such

CGL insurance contains a general aggregate limit, it shall apply separately to this location/project in the amount of $1,000,000.

Products and completed operations aggregate shall be $1,000,000. CGL insurance shall be written on an occurrence form and shall include bodily injury and property damage liability for premises, operations, independent vendors, products and completed operations, contractual liability, broad form property damage and property damage resulting from explosion, collapse or underground (x,c,u) exposures, personal injury and advertising injury. Fire damage liability shall be included at $100,000.

Commercial Business Automobile Liability

Business Automobile Liability shall be provided with minimum limits of One Million Dollars ($1,000,000.00) per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the

Insurance Services Office, and must include:

o Owned Vehicles, if applicable.

o Hired and Non-Owned Vehicles, if applicable.

o Employers' Non-Ownership, if applicable.

Workers Compensation Insurance

(a) Such insurance shall be no more restrictive than that provided by the Standard Workers’ Compensation Policy, as filed for use in

Florida by the National Council of Compensation Insurance, without restrictive endorsements. In addition to coverage for the Florida

Workers’ Act, where appropriate, coverage is to be included for the Federal Employer’s Liability Act and any other applicable Federal or State law. The policy must be endorsed to provide the Owner with thirty (30) days’ notice of cancellation. The minimum amount of coverage (inclusive of any amount provided by an umbrella or excess policy) shall be:

(i) Part One: “Statutory”

(ii) Part Two: $1,000,000 Each Accident

$1,000,000 Disease-Policy Limit

2.11. General Provisions of Insurance

1. Such policy or policies shall be without any deductible amount unless otherwise noted in any ensuing Contract and shall be issued by approved companies authorized to do business in the State of Florida, and having agents upon whom service of process may be made in Polk County, Florida. Consultant shall pay all deductible amounts, if any. Consultant shall specifically protect the City and the Bartow City Commission by naming the City and the Bartow City Commission as additional insureds under the Commercial

Liability Policy as well as on any Excess Liability Policy coverage.

2. Consultant shall furnish to the City a Certificate of Insurance or endorsements evidencing the insurance coverage specified herein within fifteen (15) calendar days after notification of award of any ensuing Contract. The required Certificates of Insurance shall name the types of policies provided, refer specifically to that Contract, and state that such insurance is as required by Contract. Consultant’s failure to provide to City the Certificates of Insurance or endorsements evidencing the insurance coverage within fifteen (15)calendar days shall provide the basis for Contract termination.The Certificates are to be signed by a person authorized by thatinsurer to bind coverage on its behalf and coverage shall be obtainedwith a carrier having an AM Best Rating of A-VII or better.

3. Coverage is not to cease and is to remain in force (subject to cancellation notice) until all performance required of consultant is complete. Where commercially feasible, all policies must be endorsed to provide the City with at least thirty (30) days’ notice of expiration, cancellation and/or restriction. If any policy of insurance coverage will expire prior to the completion of the work, a copy of the renewal policy shall be furnished at least thirty (30) days prior to the date of the policy’s expiration.

4. The City reserves the right to review and revise any insurance requirements at the time of renewal or amendment of any ensuing

Contract, including, but not limited to, deductibles, limits, coverage, and endorsements based on insurance market conditions affecting the availability or affordability of coverage, or changes in the scope of services that affect the applicability of coverage. If Consultant uses a sub-consultant, Consultant shall ensure that sub-consultant names City as an additional insured.

2.12. Local Preference

A purchasing preference shall be afforded to local vendors in accordance with the following criteria:

The term BUSA vendor mean any business whose commercial activities have been regularly transacted from a physical location within the boundaries of the City of Bartow Utility Service Area (BUSA) for a period of at least six months, including the date of quote or bid award.

A local vendor preference shall not be afforded in any quote or bid award where it is precluded by law, administrative rule, policy, regulation, or related funding agreement.

2.13. Vendor Preference

A purchasing preference shall be afforded to Veteran Business Enterprises (VBE), and Women/Minority Business Enterprises

(W/MBE) in accordance with the following criteria:

1. The term “Veteran-Owned Business Enterprise (VBE)” means any business having at least fifty-one (51%) ownership by a veteran owner who must have been honorably discharged from service and must independently control management and daily business operations. Must hold the professional license for the business, if applicable.

2. The term “Women/Minority-Owned Business Enterprise (W/MBE)” means any business having at least fifty-one (51%) ownership by women or minority group members who independently control the management and daily business operations. Group members are Women, African Americans, Hispanic Americans, Asian Americans, and Native

Americans. Must hold the professional license for the business, if applicable.

In order for a vendor to be recognized as a VBE or W/MBE by the City the following documentation must be submitted with the vendor’s registration through the City’s e-procurement system and/or such documentation must be submitted with their quote or bid submission:

• Valid Veteran or W/MBE Certification form from one of the following:

• U.S. Small Business Administration

• National Veteran Owned Business Association

• Florida Minority Supplier Development Council

• Women Business Enterprise National Council

• The State of Florida Office of Supplier Diversity

• Florida Department of Transportation

• Other Florida governmental agencies

A Vendor preference shall not be afforded in any quote or bid award where it is precluded by law, administrative rule, policy, regulation or related funding agreement.

This policy in no way supersedes the Local Preference Policy.

SECTION 3: SCOPE OF WORK

3.1. Overview

The City of Bartow (“City”) is actively seeking proposals from qualified and experienced companies capable of providing a comprehensive system-wide audit of the City’s electric distribution infrastructure to update its Geographic Information System (GIS) database and OpenGov Enterprise Management system (Cartegraph).

3.2. Background

The City of Bartow (“City”) is seeking a qualified, experienced, and licensed company to support the modernization and accuracy of its electric distribution records. This project will provide the City with reliable, field-verified data to enhance system planning, maintenance management, outage response, and asset management through GIS and Cartegraph. The scope includes all activities necessary to ensure the City has accurate, actionable information for current operations and future infrastructure planning.

3.3. Minimum Required Services

Services shall include, but are not limited to, providing professional expertise and resources to support the City in modernizing its electric distribution asset records, ensuring data accuracy, and facilitating integration with GIS and Cartegraph systems. This includes field verification of electric infrastructure, GPS data collection, asset attribute documentation, quality assurance, and timely delivery of reliable, GIS-compatible data suitable for operational and planning purposes.

3.4. Detailed Scope of Services

A more detailed scope of services to be performed includes, but is not limited to, the following:

To obtain phasing, attribute data and GPS location data on all Bartow structures, including poles, pad mounted equipment, and meters.

Phase information will be collected for the entire system and phasing labeled at key locations. In addition, Bartow desires to inventory certain other electric distribution facilities within the Bartow electric system as follows:

• pole ownership

• Distribution poles and structures

• Stub poles/double wood

• streetlight and yard light poles

• streetlight and yard light size, type, and style, and billing status

• overhead transformer size, phase, and asset identification number

• Underground risers with phasing

• capacitors

• regulators

• reclosers

• trip savers

• overhead fuses and phases

• arrestors

• meter locations and transformer source identification.

• pad mounted transformers, switches and termination cabinets

A detailed listing of attribute data for the above items is found in Appendix A.

A geographic (GPS) coordinate will be captured for each Bartow structure and service point location.

Bartow expects the successful contractor to make recommendations on methods that will allow for a more efficient and less costly project. Bartow desires to minimize cost, project length, and the amount of time each data extract is “locked” within the database.

TECHNICAL SCOPE OF WORK

Electric Facility Data Collection. The Contractor shall furnish all labor, equipment, incidentals, transportation, and supervision necessary to complete the physical inventory. The inventory will consist of a geographic location, via High Accuracy GPS (it is highly desirable that the collection method leverage ArcGIS Field Maps (and/or ArcGIS Survey123) for field data collection, using pre-configured forms aligned to the schema defined in Appendix A), a photograph of the pole showing all equipment (optional pricing), and an on-site inspection of each pole, light, service point, pad-mounted transformer, and switch/terminating cabinet. Appendix A contains a detailed list of the structures, and attributes to be collected for each structure. The provided attributes and associated domains provide a basis for the schema required with the deliverable. The Contractor is responsible for providing instructions and training to their personnel to enable them to recognize the required facilities and collect them to the standards outlined in Appendix

A. the City will help the Company in identifying their facilities.

Estimated quantities of Bartow facilities are shown in Appendix D. These quantities should be considered approximate.

The field inventory of Bartow facilities shall be completed and submitted as specified, in an orderly manner on a defined grid basis.

The Contractor and Bartow will base the size and selection of these areas on prior joint agreement. The sequence of the areas will be of a contiguous nature. The Contractor shall be provided with maps and database files as indicated in Appendix C.

To collect this information the contractor will not be required to:

• Read transformer name plates

• Climb poles

• Open energized equipment

• Climb into vaults or manholes

Geographic Location. The company shall collect a High Accuracy geographic location (GPS coordinate) for all structures. All locations will be within 0.3 meters (sub-foot) of the real-world location of the structure. The company shall configure the field collection platform to record GNSS accuracy metadata for each captured feature, including horizontal accuracy (HRMS), fix type, and satellite count. Features collected with accuracy exceeding the 0.3-meter threshold shall be flagged for re-collection prior to delivery. The location data will be delivered in NAD 1983 State Plane Florida West FIPS 0902 (US Feet) format. Alternatively, data may be submitted using the WGS 1984 coordinate system (decimal degrees), which is natively used by most GPS collection devices and is easily converted to NAD 1983 State Plane Florida West FIPS 0902 (US Feet) upon import into the ESRI geodatabase environment. The coordinate value will be stored as part of the ESRI supported feature class within the field in the attribute table for the structure.

The company field collection platform shall support offline (disconnected) operation. Field maps and feature layers shall be fully downloaded to mobile devices prior to entering areas without cellular coverage. Collected data shall sync automatically to the project geodatabase upon reconnection to the network. No production area shall remain checked out to the company for more than ten (10) business days without written approval from Bartow's Project Manager.

GIS Requirements. The field data collection project will also be used to support the ongoing database development for the GIS implementation. Bartow is in the process of implementing Cartegraph asset management system. The electrical system data collected during the field data collection project will be loaded into Bartow’s ESRI environment and Cartegraph and integrated with the other electric system features and data. It is important that the successful company be familiar with and utilize ESRI’s suite of solutions and data structures. The structure location data will be submitted in File Geodatabase / Feature class format with schema built to the attribute data as specified in Appendix A.

For purposes of this project, the company will be responsible for storing the electric structure attributes in a format that is compatible with Bartow’s ESRI environment. It will be Bartow’s responsibility to load the collected data into Bartow’s electric GIS database. We anticipate using a third party to load the data into GIS. During the pilot phase, the delivered data will be loaded into the

ESRI database to test the compatibility of the data collection database format. Any problems related to the field data collection format will be corrected before the production phase begins.

Bartow is updating its facilities information daily based on information from work-orders and maintenance tickets. For these activities to continue, and keep the integrity of the data, the Company will check out only small portions of the service area at any one time. These activities will be coordinated with Bartow.

All delivered feature classes within the ESRI File Geodatabase shall include a GlobalID field, populated by ESRI at time of feature creation, to support relationship classes, feature attachments, and future ArcGIS Utility Network network associations. The delivered

File Geodatabase shall pass ESRI topology validation with no errors prior to delivery. Topology rules shall include: no duplicate features, no features outside the Bartow service area boundary, and point features positioned within 0.3 meters of their respective structure location. All company edits shall be managed using geodatabase versioning; the company shall not edit data in the Default version and all production deliveries shall be reconciled and posted to Default only upon Bartow review and written approval.

Pole Ownership Identification. Each Bartow pole is identified by a pole tag containing five digits. The first two digits indicate the year. Tags are plastic characters, black on yellow, in an aluminum carrier. By physically inspecting each pole supporting Bartow facilities, a pole brand, pole tag or other physical characteristics will determine pole ownership. This inspection will determine the ownership information to be recorded in the attribute file. In the absence of a tag, brand or physical characteristic, ownership shall be deemed to be the same as that of the adjacent poles. If a pole number is visible on the pole, it shall be recorded.

Pole Framing. The primary framing for each pole will be indicated by a. H – horizontal, or V – vertical.

Streetlights. The Company is responsible for identifying streetlights and collecting High Accuracy GPS information as well as all attribute data contained in Appendix A. Bartow installs streetlights for the City of Bartow on any dedicated road within the City limits of Bartow. BARTOW maintains FDOT or County lighting on major roads within the City of Bartow territory and we maintain decorative style lights for the City of Bartow within the Downtown area. Bartow will assist the contractor with identifying the lighting to be collected on the following roads: a. SR 98 north of SR 60, b. SR 60, c. SR 17, d. Ernest Smith Blvd between SR 98 and SR 17.

Yardlights The Company is responsible for identifying yardlights and collecting High Accuracy GPS information, as well as all attribute data contained in Appendix A. Bartow installs yard lights or rental lights on request to any customer within our service territory.

Conductor Phasing. Conductor size identification is not a part of this project, but phases will be identified. Phases are marked at some locations with switches or trip savers, but not at all locations. Any phasing labeled in the field will be verified by the contractor.

The contractor will install tags for phasing at select locations: phase rolls, switches, fuses, trip-savers, and reclosers. Poles will be tagged with phasing from top to bottom for vertical construction, east to west for horizontal when facing north, and north to south for horizontal when facing east Bartow will supply tags for phasing.

Overhead Transformers. The Contractor will collect phase, size, and transformer identification numbers for all transformers.

Bartow has a database that links transformer identification numbers to station numbers. The transformer identification number is a number up to 4 digits

Equipment. The contractor is responsible for identifying and collecting the information in Appendix A for regulators, capacitors, reclosers, and switches.

Overhead Fuses: The contractor is responsible for collecting fuse size, phasing and source side circuit in the case of multiple circuits on one pole (See Appendix A). Fuse size is indicated by a tag attached to the pole.

Trip Savers: The contractor will collect station number, size, and phasing of trip savers

Service Points: The contractor is responsible for obtaining a High Accuracy GPS point for all metered service points. The meter number will be verified for all metered services. Bartow has a database in Incode with all meter numbers for each customer by address.

Underground Facilities. The contractor will obtain a High Accuracy GPS point for all Bartow underground pad mount transformers, termination cabinets, and switchgear. The station number will be recorded and phasing indicated. Phasing will be determined by riser inspection, labeling in the field and underground construction prints. If phasing cannot be determined by any of these methods, Bartow will make the determination as part of their post processing.

Public Notification. The contractor will be responsible to give at least 48 hours advance notice, and no more than four weeks, to the public in a production area. Bartow and the contractor will work together to prepare a public notification program.

Maintenance Items. Bartow desires information about obvious defects that may require immediate attention. These include leaning poles, broken crossarms, broken guys, broken ground wires, broken insulators, frayed conductors, fire damage, low conductor, trees in wires and problems with devices such as leaking transformers, rusting and damaged bushings. For underground facilities: excessive erosion, excessive lean or tilt, exposed conductors, leaks and rusting should be reported. The intent is not to provide a detailed inspection of the electrical system. Obvious situations that require attention will be noted.

Digital Data Delivery Format. The contractor will deliver the collected data in a ESRI format suitable to import into the City’s GIS system, honoring the schema / attribute rules defined in Appendix A. The data to be delivered is listed in Appendix A.

QA/QC Procedures and Criteria. It will be the responsibility of the contractor to define a set of quality assurance/quality control procedures to validate the data collection meet the specifications. As part of the submission the vendor must supply a Quality

Assurance Project Plan (QAPP) with benchmarks. These procedures should be automated as much as possible. The contractor will perform the QA/QC tasks and all errors will be corrected before delivery to Bartow with a minimum degree of accuracy of

98%. Upon delivery Bartow will also perform the same QC tasks to confirm that the delivered data meets specifications. Appendix B contains a detailed description of the acceptance criteria.

PROJECT PHASES

Project Initiation. Bartow and the Contractor will participate in post-award meetings to discuss and finalize all deliverable data formats, accuracy requirements, schedules, etc. Upon total definition of the project, Contractor shall produce the Project Procedures

Manual, the Project Plan, and all related automated processes. A pilot project will commence to prove the agreed upon project flow and attendant processes. Results of the completed pilot project shall be used to finalize the Project Plan and Project Procedures

Manual.

The first task will involve the development and review of the procedure manual that will include:

• A detailed description of how the contractor will perform the field data collection including safety procedures and notification of the public.

• Format of how the data will be delivered to Bartow (preferably in ESRI format).

• Quality Assurance Project Plan (QAPP) procedures to check the accuracy of the field data collection.

• Guidelines on identifying facilities in the field.

The procedures manual will also include a projected schedule of production areas and deliveries. Production area priorities will be defined by Bartow as part of the project initiation phase. The goal of defining production areas is to provide incremental deliveries to allow Bartow to incorporate the new data into operations and the GIS database development project.

Progress Reports. Bi-weekly progress reports will be submitted to the Bartow Project Manager or his designee throughout the duration of the project. The reports shall describe all significant achievements and problems that may affect the project schedule or cost. They should be sufficiently detailed to ensure goals of the project are being attained. Weekly meetings will be held between a responsible Contractor representative and Bartow, to resolve outstanding issues, which may arise during the project. This meeting will also serve as a method for updating the progress of the project. If possible, if field collections are occurring utilizing vendor tools, the vendor will supply a progress dashboard to Bartow for review and awareness.

Pilot Project. A pilot project will be performed to test the field data collection procedures, database design, quality control and data delivery formats. Within ninety (90) days of the execution of this Agreement, the Contractor shall submit sample field survey data demonstrating capability of performing and delivering the required data in the proper format. If this sample is found to be unsatisfactory and is rejected by BARTOW, termination of this Agreement as outlined in General Conditions under termination for cause, may follow immediately.

Based on the results of the pilot, changes will be made by the Contractor to the field data collection procedures, database design, quality control, and data delivery formats, if required, and the procedure manual will be updated accordingly. Both BARTOW and the contractor will agree to any changes in writing before proceeding with the full field data collection.

The schedule for delivery of production areas will be finalized once the pilot is completed.

Production. Following the successful completion of the pilot, BARTOW will authorize the contractor to begin full production. Production will follow the procedures agreed to during the pilot phase.

Data Conversion: All field data will be converted to the proper ESRI format for delivery to Bartow. Quality control checks will be made during this phase to insure 98% accuracy for all delivered data. This phase will proceed concurrently with the production phase to minimize disruption of Bartow's day-to-day posting requirements. The contractor will make incremental deliveries based on the schedule defined during the pilot.

Failure by the Contractor to meet the completion date based on the estimated quantities may result in the termination of this

Agreement and/or the imposition of late penalties as

LIQUIDATED DAMAGES. In the event that the prescribed scope of the work, based on the estimated quantities provided by the

Owner, is not completed within the specified time and the Contractor has not previously obtained an extension of time from the

Owner, the Contractor agrees that the Owner may retain the sum of One Thousand Dollars ($1000.00) per day for each calendar day thereafter beyond said specified time. It is agreed this amount shall constitute liquidated damages to the Owner for the hardship and expenses caused thereby and shall not be construed as a penalty.

PERSONNEL QUALIFICATIONS. Bartow reserves the right to approve all contractor personnel working on this project. Bartow will also have the right to remove any contractor personnel with or without cause. Frequent communication between the contractor and Bartow project manager will limit the possibility of this situation arising. It shall be the Contractor's responsibility that the personnel performing the physical inventory are well trained in the identification of power, telephone, CATV facilities, and the use of personal computers. In addition, all of the Contractor's personnel and equipment shall be neat and orderly in behavior and appearance.

CONTRACTOR PERFORMANCE. If the performance of the contractor does not meet the requirements of the project Bartow may remove the contractor from the project.

INGRESS AND EGRESS AUTHORIZATION. The Contractor shall obtain all necessary permission from property owners for ingress and egress in the performance of this inventory, and the public relations of Bartow shall be given due and proper consideration. If the Contractor is unable to obtain any part of the inventory due to the objections of the property owners or other situations not under the Contractor’s control, the Contractor shall notify the Bartow Project Manager. The Bartow Project Manager shall thereupon promptly determine and advise the Contractor of the extent of the work which it desires Contractor to perform at such places, and, when necessary, he shall assist the Contractor in making any arrangements that may be necessary to enable the work to be accomplished. Complaints received from the property owners shall be reported as soon as practicable to Bartow’s Project Manager.

PROPER IDENTIFICATION FOR FIELD PERSONNEL. The Contractor shall furnish signs to identify Contractor vehicles utilized in the inventory and ensure that personnel conducting the inventory possess personal identification with pictures. All identification shall receive approval from Bartow prior to use.

DELIVERABLES TO BARTOW. The Contractor shall submit to Bartow:

a) Procedure Manual

b) QA/QC procedures (manual and automated)

c) Shape files containing structure locations and identifiers

d) Structure attribute tables

e) Progress reports

f) Backup files of all work submitted shall be stored by the contractor for a period not to exceed two years from the date of submission to the Owner.

INFORMATION SUBMITTAL AND APPROVAL. Once a production area is completely surveyed, the Contractor shall submit to

Bartow the ESRI File Geodatabase feature classes, attribute data, and section summary. The Owner shall have fifteen (15) working days in which to approve each submittal. If, at the end of the fifteenth (15th) working day interval the submittal has not been approved by the Owner or the inspection described in Section 11 has not revealed an error rate greater than two percent (2%), then the submittal will be considered approved.

RIGHT OF INSPECTION. It will be the prerogative of the Owner to verify the accuracy of files of areas surveyed by the

Contractor or to select, at random, files to verify. If an inspection of the structures inventoried within a production area reveal an error rate in excess of 2% per file in the Contractor's inventory, the Contractor, at his own expense, shall re-survey the entire production area until the error rate is reduced to 1% or less. An error, for the purpose of this survey, will consist of, but not limited to, any omissions or incorrect attribute information collected for each structure visited. If any re-inspection results in an additional rejection for an error rate in excess of 2%, the Contractor shall be charged for all re-inspection costs including payroll, pension, vehicle and miscellaneous costs for the Owner’s personnel performing the QA/QC of that area.

APPROVAL. Upon final approval of a production area, a correct and approved Summary report shall be submitted as the official count for the production area.

BILLING PROCESS

Pricing. The price for the work shall be based on actual per-unit price of structures inventoried as defined in Appendix E. The per-unit price shall include all costs of the Contractor and its overhead and profit. Specifically, without limitation, the per-unit price shall include all labor costs, payroll taxes, room and meals for Contractor's employees, fuel, automotive costs, taxes, insurance and all other costs in performing the work. An invoice shall be prepared and submitted to Bartow by the Contractor monthly for work accomplished. The invoice shall be based on the unit price of the actual structures visited, recorded and mutually agreed upon by the

Owner and the Contractor. Bartow shall retain 10% of each monthly invoice until successful completion and acceptance of the entire project. At such time, retainage will be paid by invoice to contractor.

Payment Process. Bartow shall pay the Contractor the appropriate cost for all invoices for the physical inventories within thirty (30) days of receipt of invoices for completed and approved production files.

Final Billing. The Contractor will furnish Bartow the Final Inventory results certified as to their accuracy at the completion of the physical inventory, along with the final invoice for the final production file(s) completed. A separate invoice shall include all retainage due the Contractor for the successful completion of this project.

WARRANTY

Contractor shall perform the inventory in good, proper, and a workmanlike manner, with due diligence and according to the specifications contained herein. Contractor’s inventory shall contain no more than a two percent (2%) error rate. Details for the quality of the data are provided in Attachment -A, Appendix B.

SECTION 4: SUBMITTAL REQUIREMENTS AND CONTENTS

To be considered for award, a proposal must be received and accepted through the City’s e-procurement system; OpenGov or in the

Purchasing Department no later than the due date and time established within the solicitation. Submittals shall not contain information in excess of that requested, should be concise and should specifically address the issues of this RFP.

Submittal of proposals or responses via email is not acceptable.

4.1. For ALL Proposals Submitted

The submittal should be prepared simply and economically, providing a straightforward, concise description of the proposer's ability to fulfill the requirements of this Request for Proposals and should not exceed the necessary pages required in respond to information requested.

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective submittal to this solicitation are not desired and may be construed as an indication of the proposer’s lack of cost consciousness. Elaborate artwork, expensive visual aids, and other presentation aids are neither necessary nor desired, unless specifically requested.

4.2. Format of Response

To provide a degree of consistency in review of the written proposals, firms are requested to prepare their proposals in the standard format specified in this section.

4.2.1 Title Page

The proposer should identify the RFP subject, name and title of contact person, address, telephone number, fax number, email address, and date of submission.

4.2.2 Cover Letter

The Cover letter should not be more than two (2) pages long and should include, at a minimum, the following:

• A brief statement of the Proposer’s understanding of the required services.

• A positive commitment to perform the services on a consistent and timely basis.

• Names and contact information for the person(s) authorized to represent the Proposer.

4.2.3 Table of Contents

The table of contents should include a clear and complete identification by section and page number of the materials submitted.

4.2.4 Evaluation Criteria (Each Tab Shall be Clearly Identified within the Proposal submitted)

• Tab 1 – Executive Summary

• Tab 2 – Organizational Resources

• Tab 3 – Experience and Expertise

• Tab 4 – Approach to Project

• Tab 5 – W/MBE & Veteran Business Utilization

• Tab 6 – Local Utilization

• Tab 7 – Performance Survey

• Tab 8 – Cost

4.3. Communications and Inquiries

To ensure fair consideration for all prospective firms, the City prohibits communication associated with this RFP to or with any department, bureau or employee during the submission process until award of an agreement. Additionally, the City prohibits communications initiated by a prospective firm to any City official or employee evaluating or considering the submission prior to the time a decision has been made. Except for communications with the designated point of contact, if a firm initiates communication of any form regarding this solicitation with the City, that act may be grounds for disqualifying the proposer from the consideration for the

RFP.

All communications are to be directed to the Procurement Office contact.

The City’s contact may discuss a submission directly with the responsible proposer to get clarification and assure a full understanding of, and responsiveness to the solicitation requirements. All proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submission for the purpose of obtaining best and final offers. In conducting such discussions, there shall be no disclosure of any information derived from proposals submitted by competing proposers except as may be required by the Florida Public Records Law, Chapter 119, Florida Statutes.

4.4. Incurred Expenses

The City is not responsible for any expenses which firms, persons, interested parties, or proposers may incur in evaluating, preparing, and submitting proposals called for in this solicitation.

4.5. Interviews

The City reserves the right to conduct personal interviews with any or all Proposers or their key team members and to require that presentations be made by any or all Proposers prior to selection. The City will not be liable for any costs incurred by a Proposer in connection with an interview or presentation (i.e., travel, accommodations, etc.).

SECTION 5: EVALUATION PROCESS

5.1. Evaluation Committee

An Evaluation Committee consisting of five (5) members assembled by the City will review and evaluate each proposal. Proposals will be evaluated to determine those that best meet the needs of the City. The proposals will be evaluated on both qualifications and the technical merits of the firm. Proposals will be evaluated in accordance with the rating system listed in this RFP.

5.2. Rating System

The Evaluation Committee will rate all proposals utilizing the Weighted Rating System shown below in Section 6. The average of the

Total Weighted Ratings assigned by the Evaluation Committee members will be used to rank proposals for short list purposes.

5.3. Evaluation Committee Process

The Evaluation Committee will evaluate proposals as follows;

• 1st Evaluation Committee Meeting will be held as the initial meeting with the committee members to discuss the proposal review and scoring process to ensure each member has a clear understanding of the scoring process and how points will be assigned.

• 2nd Evaluation Committee Meeting will be held to score & shortlist proposals received.

• 3rd Evaluation Committee Meeting when deemed necessary by the committee, will be held to conduct interviews at a minimum with the three (3) highest-scoring firms, when applicable, that were shortlisted. Directly following interviews each firm will be ranked.

All meetings are open to the public excluding the interview portion of the 3rd committee meeting. However, after interviews have been conducted the meeting will be opened back up to the public to publicly rank each firm interviewed.

5.4. Submittal Rankings and Contracting Process

The Evaluation Committee will be tasked with the review of the responses to the RFP and will rank the responses in a publicly advertised meeting. The Evaluation Committee shall reduce the number of firms to a short list. In short-listing firms, the Evaluation

Committee shall use the criteria set forth in the RFP and attempt to select the best qualified firms.

Voting members of the Evaluation Committee may discuss the proposals received and the qualifications of each firm further and shall score and rank the firms based upon which firms will best serve the city pursuant to the factors set forth in the RFP. The firms shall be ranked in order of preference based on scores given.

At this time the Evaluation Committee will determine if presentations/ interviews are necessary based on the final scores.

5.5. Presentations/ Interviews

When required by FL Statue and/ or at the sole determination of the City, a proposing firm may be required to make a presentation of its Proposal. At a minimum the Selection Committee shall interview the three (3) highest-ranked Proposers, if applicable. The

Selection Committee members will have an opportunity to inquire about any aspect of the solicitation and the Proposer’s submitted

Proposal. This will provide an opportunity to clarify or elaborate on the Proposal, but will not, in any way, provide an opportunity to change any items in the original Proposal as submitted. If a presentation is determined to be necessary, the City’s single point of contact shall coordinate the presentation and notify the firm of its presentation date and time.

After the presentations, the voting members of the Evaluation Committee may discuss the presentation, proposals received and the qualifications of each firm further and shall rank the firms based upon which firms will best serve the city pursuant to the factors set forth in the RFP. The firms shall be ranked in order of preference.

*A ranking and…