Emergency_Storm_Response_Services_-_Electrical_(Addendum_#1_Revision).pdf

INFORMAL REQUEST FOR QUOTE

RFQ-2025-031

EMERGENCY STORM RESPONSE SERVICES - ELECTRICAL

Gainesville Regional Utilities

301 SE 4th Avenue

Gainesville, FL 32601

RELEASE DATE: March 28, 2025

DEADLINE FOR QUESTIONS: April 11, 2025

RESPONSE DEADLINE: April 29, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/gru https://procurement.opengov.com/portal/gru

1. Introduction

1.1. Summary

The purpose of this Memorandum of Understanding (MOU) is to clearly define the roles and responsibilities of GRU and the Contractor for the provision of Emergency Storm Services as required during an emergency or exigency event in the aftermath of a severe weather event.

1.2. Background

In preparation for storm season each year, GRU selects vendors to provide electrical contractor services along with other necessary services and supplies in the event of a severe weather event. These agreements allow GRU to quickly mobilize to handle the emergency.

1.3. Contact Information

Project Contact:

Ray Jordan

Electric T&D Manager

PO Box 147117

Station E2B

Gainesville, FL 32614-7117

Email: jordanrp@gru.com

Phone: (352) 393-1578

Procurement Contact:

Robbin Odowski

Procurement Specialist III

301 SE 4th Ave

Gainesville, FL 32601

Email: odowskirr@gru.com

Phone: (352) 393-1209

Department:

Energy Delivery

1.4. Timeline

Release Project Date March 28, 2025

Question Submission Deadline April 11, 2025, 5:00pm

Question Response Deadline April 18, 2025, 5:00pm

Proposal Submission Deadline April 29, 2025, 2:00pm

2. Scope of Work

2.1. DEFINITIONS:

Emergency. A sudden, unexpected, and dangerous situation that threatens life, public health, safety, or property.

Emergencies typically require prompt action to avoid disaster and are usually short-lived. For example, severe weather that causes widespread damage, including loss of life, flooding, and power outages is an emergency.

Exigency. A situation that requires immediate action or aid, but it's not necessarily limited to life-threatening situations. Exigencies can also be defined as the pressure of restrictions or urgency of demands created by a mailto:jordanrp@gru.com tel:(352)393-1578 mailto:odowskirr@gru.com tel:(352)393-1209

Informal Request for Quote #RFQ-2025-031 Title: Emergency Storm Response Services - Electrical special situation. For example, a tornado that causes widespread damage to a city, including a school, is an exigency. Exigent circumstances can last for weeks or months.

2.2. GRU SCOPE OF WORK

In the event of a severe weather event, GRU's Energy Delivery Division will coordinate with Contractor for labor and equipment assistance with their anticipated emergency preparedness requirements.

2.3. CONTRACTOR RESPONSIBILITIES

In the event of the need for electrical contractor services as the result of severe weather and at the request of GRU, Contractor shall provide emergency contact information as follows:

1. First emergency contact: (Name, Cell Phone, Email Address)

2. Second emergency contract: (Name, Cell Phone, Email Address)

2.4. COSTS

See Attachment 1 for Labor and Equipment Storm Rates. Prices will be reviewed annually.

2.5. TERM OF AGREEMENT

MOU shall commence on June 1, 2025 and shall automatically renew each year until terminated in writing between GRU and Contractor.

Service shall commence as soon as reasonable and safely able to coordinate with vendor after notification of the severe weather event.

Payment net 30 days from the date of invoice.

2.6. LIABILITY AND INSURANCE

Each party is responsible for all personal and property damage attributable to the negligent acts or omissions of that party, it's officers, employees and agents. Nothing contained herein shall be construed or interpreted as denying to any party any remedy or defense available under the laws of the State of Florida, nor as a waiver of sovereign immunity of the State of Florida,, or GRU beyond the waiver provided for in section 768.28, Fla. Stat., as amended.

Each party shall acquire and maintain throughout the term of this MOU such liability, worker's compensation, and automobile insurance as may be required by their respective, current rules and regulations.

2.7. MUTUAL UNDERSTANDING AND AGREEMENT

It is mutually agreed between the parties that Contractor will perform the work as detailed above in the Scope of Work in accordance with Labor and Equipment rates in Contractors rate schedule.

2.8. TERMINATION CLAUSE

Each Party shall have the right to terminate the MOU by giving 30 days written notice to the other Party at any time. If the Memorandum of Understanding is terminated by either Party, steps shall be taken to ensure that the termination does not affect any prior obligation, project or activity already in progress.

2.9. PER DIEM-MEALS AND LODGING

Typically, GRU provides meals (breakfast, lunch and dinner), lodging and laundry services to mutual aid workers during an emergency storm event. GRU agrees to pay the actual and reasonable costs of food and lodging during travel to and from point of origin to Gainesville, Florida. GRU will not pay for tobacco, alcohol, and other non-essential items. Food and lodging costs must be documented, itemized, and receipts provided for reimbursement.

2.10. TERMS OF AWARD

Multiple awards may be made to the lowest, responsive, responsible Respondent as GRU determines to be in its best interest.

i. GRU reserves the right to reject any and all Responses, or any part thereof, to waive any and all informalities or irregularities, and the right to disregard all nonconforming, nonresponsive, unbalanced or conditional Responses. A responsible Respondent and any selected subcontractors, suppliers, other persons, and/or organizations proposed to perform or furnish the Work have the capacity in all respects to fully perform the Contract requirements and the experience, integrity, reliability, capacity, facilities, equipment, and credit to ensure good faith performance, such capacity and responsibility to be determined solely by GRU. GRU may conduct such investigation as GRU deems necessary to establish the responsibility, qualifications and financial ability of Respondent(s), proposed subcontractors, material suppliers, individuals, or entities to perform the Work in accordance with the Contract. Such information may include, but shall not be limited to, current financial statements, bank records, verifications of availability of equipment and personnel and past performance records.

ii. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

iii. If the Contract is awarded, GRU will give the successful Respondent a Notice of Intent to Award within sixty (60) calendar days after the Solicitation due date. All Responses must remain valid for sixty (60) calendar days from the Solicitation due date.

iv. When GRU gives a Notice of Award to the successful Respondent, it will be accompanied by the required number of unsigned counterparts of the Contract (or Purchase Order, as applicable) with all attachments.

Within fifteen (15) calendar days thereafter, Respondent must sign and deliver the required number of counterparts of the Contract, attachments, and required Bonds, if applicable. GRU will ultimately provide a fully signed counterpart to the Respondent.

v. Failure on the part of the successful Respondent to execute a Contract within fifteen (15) calendar days after the notice of acceptance may be just cause for annulment of award.

vi. GRU may then accept the Response of the next lowest, responsive, responsible Respondent or re-advertise the Solicitation. If the next lowest, responsive, responsible Response is accepted, this acceptance will bind such Respondent as though it was the original successful Respondent.

vii. Protests in respect to the intended award must be filed within three (3) calendar days of notice for purchases that do not require prior approval of the Gainesville Regional Utility Authority (GRUA), and within seven (7) calendar days for purchases that require prior approval of the Gainesville Regional Utility Authority (GRUA). It is the Respondent’s duty to be informed of the intended award and GRU’s protest procedures.

3. Response Submittal (RFQ)

3.1. Certificate of Insurance*

Please provide proof of required insurance here.

*Response required

3.2. Respondent Certification Form*

Please download the below documents, complete, and upload.

• Respondent_Certification_Fo...

*Response required

3.3. Attach Contractors Labor and Equipment Rates*

Attach Contractors Labor and Equipment Rates for emergency storm services.

*Response required

3.4. Emergency Contact Information*

Contractor shall provide emergency contact information as follows:

1) First emergency contact:

• Name:

• Cell Number:

• Office Number:

https://government-project.s3.us-west-2.amazonaws.com/141339/9d5364b9-fd01-4d05-be7d-6ebe09012fea_Respondent_Certification_Form..pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JC7OQ7OX%2F20250401%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250401T124733Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFUaCXVzLXdlc3QtMiJHMEUCIAnSisqAFg7ka6Iuqq0LwT8LY3QPO95bUSvTve6AqmrWAiEAr63uDcpHQWueSRAKbcZt4F%2FLKgFXwwryRPpZZvace4QqjAUIvv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDEvXlONDTZyR7DYbmyrgBMIMWhebKmuPYFG0VuARnij0J%2FtZFYat4YsLcVMMXXjg%2BFSgJpAbC7zfX8AXqQjLIjsxTb3YMdXimP1Wb61FnO7X1uDPWP9qu2eVGNLvGAVm0BrWNcCmCzLvjo8mAEP0rXtsL4wLbuL5ZKzfclRW65wwMmUmKTUxI%2BUxZrY9sr3USU9rgzVduyNPUDru6F4J8cDcMygT5vhzdh7AgSCTtL2mHyeyMtPalJ6oU1P1W7hrtLbLySwtM8EZkvSqI5gy9G6K9joUh24pCT%2FiBrklFqjAPuA8GOBWvTUiddS9WDuT0hO0g88iBjbzy7tuPGbbDjuRgaXSWITSuAwQ7LWaceqyeAjjJZ%2BxOja8%2B1%2BAErA0W8fRpL0Mh9vTXFsDSGeW6rSkIu5cnBhHz48ZHRlxjbbzkvaY%2F1Ti%2BfUC7plHFfFMuItcna6IWiPxIsx8SNwH10iG7VYrZH%2FnylHdxAmILKEH2UIbQfcfX1mDJOdM2UQQUFULtldcTTOPMU3BSAinm8cTDlMT0ZlVlKRryUN%2Fienyp8gMq0coV5Pd7BTNoyzIUglq6Odev%2FQtid2ordWKljsFyUZR88QZio5DhFu0qVYmu8kqUQ1y9lH7J1v6ufZ%2FbOtdBQDM%2BfuBBfpR8jCP6mgPJ%2BubtdglNAkXRr5IaVKF6g234GhGDbVVaAWFJHlg3PUMWch2Cuil4ky1xmlodCpjaT%2Fp2GqNeTRj9DsWCX6YtyvAw1l0B1UYcpINN5ZcNEjUsw6qjNGTVecSEb44CoxSfTtmPfwKGlYlI6x2KZpal9YTuQ4E%2B42Zk8dkl6ewML%2B%2Fr78GOpsBqGnGGNrr8VSClaHxhAwe79L09yxK8XOknd0YkxPG3SNzWtWAailrb87tErPnwiZlHdhxfl0u456c4XNWM3GCJE8NElluW5H2AVC%2FOIxkd%2Bx%2BepuTRSdKsJmOyGybhlfccJUtFpFQ8QzI6heoZuDo2VNfK9ROjNHWlaOJ0jDYfLnxkEpYoTRB6rjWP%2FW71rOXQ%2BM1M4wOE%2FIyZqc%3D&X-Amz-Signature=bda16ebe5cdd1d7a29d686c469bf3a98d6fb852e55faad7d0a691d7b9cbd3ac8&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_Certification_Form..pdf%22&x-id=GetObject

• Email Address:

2) Second emergency contact:

• Name:

• Cell Number:

• Office Number:

• Email Address:

*Response required