HEMC_RFP_Distribution_and_Transmission_Storm_Relief.pdf

REQUEST FOR PROPOSAL

Halifax Electric Membership Corporation (HEMC), hereby gives notice to prospective bidders that proposals will be received by HEMC, through the VendorLink portal until 2:00 p.m. on 12/12/2025 for:

HEMC RFP # 2025-01

SPECIFICATIONS FOR 2026 – 2028 DISTRIBUTION AND TRANSMISSION RATES

All Bidders are required to:

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

HEMC RFP #2025-01 SPECIFICATIONS FOR 2026 - 2028 DISTRIBUTION AND

TRANSMISSION STORM RELIEF RATES

Halifax Electric Membership Corporation HEMC RFP # 2025-

208 Whitfield St.

Enfield NC, 27823

HEMC 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 HEMC 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 HEMC or returned to the Bidder, but such Proposal shall be rejected as not responsive.

NOTE: HEMC will entertain questions for clarification until 12/10/2025. 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 HEMC, as outlined therein, and should be irrevocable after the time announced for the opening thereof.

HEMC 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 HEMC deems to be in the best interest of HEMC.

John Lassiter

Director of Operations

GENERAL

Halifax Electric Membership Corporation (HEMC) is an electric distribution cooperative serving approximately 12,000 members in northeastern North Carolina. Headquartered in Enfield, North Carolina, HEMC provides electricity to portions of 4 Counties which include Nash, Edgecombe, Halifax, and Warren. Employees are divided between two district locations: Warren and Halifax, and among six departments: Executive, Finance and Accounting, Human Resources, Engineering, Operations, and Member Services.

HEMC 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. HEMC and its representatives do not warrant the accuracy of information contained herein.

SCOPE OF SERVICES

HEMC has identified the possible need for additional distribution and transmission crews in the event of storm damage. The goal of this Contract is to provide HEMC during 2026-2028 with crews capable of performing the jobs assigned. The work will be typical for that as a result of hurricanes, storm surges, and tornados.

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 Halifax Electric Membership Corporation.

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, HEMC must conduct an equal opportunity competitive process for any restoration and clean-up prior to a storm.

PROPOSAL REQUIRMENTS

1. Hourly Rates for electrical distribution and transmission (if applicable) line 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. List of equipment available for restoration and clean-up

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

6. 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, HEMC 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 HEMC. Contractor shall give HEMC no less than thirty (30) days prior written notice of any cancellation thereof or material change therein. HEMC shall have the right to request an adjustment of Limits of Liability for General Liability as Contractor’s exposure to HEMC 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 HEMC’s request, Contractor shall provide HEMC with certificates of insurance evidencing all of the above coverage, including all special requirements specifically noted above, and shall provide HEMC 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 HEMC, should it become necessary for HEMC 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 HEMC will evaluate and rank each Proposal.

Review of Proposal - HEMC’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) November 21, 2025 Post RFP December 10, 2025 Questions Due December 12, 2025 Proposal Due

Listing of Contractors Selected