ITB_01-26_Addendum_No_1.pdf
PDF 216 KB Posted
- Attached to
- ITB 01-26 Annual Contract Utility Locates
- Solicitation number
- ITB 01-26
- Issued by
- Volusia County, Florida
About this file
This is Addendum No. 1 to ITB 01-26 issued by New Smyrna Beach Utilities (NSBU), a municipal utility located in Volusia County, Florida. The addendum clarifies bidding requirements for annual utility locating services covering the identification and marking of underground/buried NSBU infrastructure including electric, water, wastewater, reclaimed water, and fiber utilities within the service territory. The contract term begins as a partial year from April 1, 2026 through September 30, 2026 to align with NSBU's fiscal year, with subsequent one-year renewals running from October 1 through September 30 annually thereafter. The current utility locating contractor's services end March 31, 2026. Pricing is structured on a per-ticket basis as specified in the bid tabulation. The selected contractor must utilize the Sunshine One-Call Electronic Ticket Management System to receive and respond to locate tickets, with monthly ticket volumes approximately equal to annual historical data divided by twelve, allowing for a 10% plus-or-minus variance.
The contractor must comply with federal, state, and local regulations including OSHA requirements and Florida Administrative Code Chapter 556 regarding underground facility damage prevention. Contractors must investigate all damage incidents and submit written reports within seven calendar days, with potential responsibility for assisting in damages recovery. The contractor bears responsibility for Sunshine One-Call penalties and fees resulting from incorrect or untimely positive responses. NSBU will provide access to GIS field maps to determine which utilities require location; when tracer wire is not present, contractors may employ GPR, potholing, probing, and other detection methods. The service territory encompasses approximately 70 square miles including the incorporated limits of New Smyrna Beach, portions of unincorporated Volusia County, and the City of Edgewater. Bidders must acknowledge receipt of this addendum by submitting the signed form with their proposals.
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| ITB_01-26_Utility_Locates_Annual_Contract.pdf |
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Text version
NEW SMYRNA BEACH UTILITIES
200 CANAL STREET
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
ITB#01-26
ADDENDUM NO 1
Page 1 ITB 01-26 Annual Contract Utility locates
DATE: 12/4/2025
RE: ITB No. 01-26 ADDENDUM NO. 01
To prospective vendors:
The Utilities Commission is issuing the following addendum. As such it becomes an integral part of the proposal and must be acknowledged by the return of this signed form, with your proposal form, acknowledging receipt of the addendum.
BIDDERS shall note the following statements when preparing bids for evaluation:
Bidder shall note that the first term of this contract will be a partial year starting April 1, 2026 through September 30, 2026 to align with NSBU fiscal year. For each one-year extension thereafter, the contract will be one full year, such that the first renewal will be October 1, 2026 through September 30, 2027, and so forth.
BIDDER questions are in black. COMMISSION responses are in blue.
1. I wanted to reach out about the open utility locate RFP you guys have out for NSBU. Do you guys currently have a contractor or doing in-house locates?
We currently have a utility locating contractor; however, the contract will end March 31, 2026.
2. I wanted to reach out about the open utility locate RFP you guys have out for NSBU. DO you guys currently have a contractor or doing in house locates?
We currently have a utility locating contractor; however, the contract will end March 31, 2026.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 2 ITB 01-26 Annual Contract Utility locates
3. Historical ticket volume data The New Smyrna Beach Utilities provided historical locate volume data for the past five (5) years for Standard, Not Required, and Emergency, but can it include average monthly ticket counts? Or are we to assume that the monthly is just a straight line average of the yearly totals provided?
Utility Locates in our service area fluctuate. By using the annual locate ticket history, it is assumed that the monthly average is the yearly average divided by twelve. It is also assumed that the monthly average calculated is an approximate quantity, within a 10% plus/minus range.
4. The New Smyrna Beach Utilities provided ( Contractor shall identify and mark the physical locations of underground/buried NSBU utility lines including electric, water, wastewater, reclaimed water and fiber within the specified work zone of each Sunshine
One-Call Ticket received) Does this mean all tickets are Five-Way locates? Or will there be Three Way locate, Dual ticket locate, or single-utility locates)? If so, please provide counts by type and by utility where possible.
Utility Locate Contractor shall locate all NSBU owned utilities per ticket location.
Types of NSBU utilities are electric, water, wastewater and reclaimed water. The
Selected Contractor will be given access to NSBU GIS field maps to determine which utilities are existing to be located.
NSBU underground/buried infrastructure shall be located and marked (in its entirety) in the Public Right-of-Way or utility easement within the specified work zone of each
Sunshine One-Call Ticket received.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 3 ITB 01-26 Annual Contract Utility locates
5. Approximately how many late tickets per year were processed (per year for the past three years, if available)? Please define “late” if the New Smyrna Beach Utilities uses a specific threshold.
The quantities in the table below, also provided in the original scope of work, shall be used.
6. The New Smyrna Beach Utilities provided marked vs. cleared total for the past five (5) years? But can they provide by the utility type?, please include those breakdowns.
No.
7. Are any special certifications, trainings, or licensing required for contractors or locating technicians to perform work within the New Smyrna Beach Utilities? If yes, please list required certifications and any renewal frequencies or training requirements.
As stated in the original scope of work, the Selected Utility Locate Contractor shall comply with all applicable federal, state, and local laws, specifically including without limitations, the Occupational Safety and Health Act and the F.A.C. Chapter 556 -
Underground Facility Damage Prevention and Safety, as well as Sunshine State One-Call of Florida.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 4 ITB 01-26 Annual Contract Utility locates
8. Does the New Smyrna Beach Utilities have an escalation process for unlocatable facilities? If yes, please describe the process, contacts, and expected timelines.
As stated in the original scope of work: Un-Locatable: Means & methods necessary to mark all NSBU utilities shall be used. After all efforts have been exhausted, the Selected
Contractor shall contact NSBU for further assistance before closing out the Ticket. The
Selected Contractor will be responsible for contacting NSBU and excavator in the event of an identifiable but unlocatable underground/buried utility line within the specified work zone a Sunshine One-Call Ticket received. The excavator shall be immediately cautioned.
Any further information will be discussed with the Selected Contractor upon award.
9. Will someone from the New Smyrna Beach Utilities be available for after-hours emergencies where facilities are unlocatable? If yes, please confirm contact or escalation routing and expected response commitments.
Yes. NSBU has on-call & standby personnel. See response to No. 8 above.
10. Does the New Smyrna Beach Utilities screen tickets prior to dispatching locating resources? If so, please describe criteria and any dedicated screening teams or systems.
As stated in the original scope of work: The Selected Contractor shall utilize the
Sunshine One-Call Electronic Ticket Management System to acquire the full Locate
Ticket information and submit a Positive Response for each ticket received.
11. Is there locating software required by the New Smyrna Beach Utilities? Would contractors be allowed to use their own software (for example, DigTix)? If so, are there data exchange or reporting requirements (file format, APIs, or field definitions)?
The Selected Contractor may utilize any available software that is compatible with the
Sunshine One-Call Electronic Ticket Management System which will result in a Positive
Response.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 5 ITB 01-26 Annual Contract Utility locates
12. Does the New Smyrna Beach Utilities anticipate any major infrastructure expansions, construction projects, or special initiatives during the contract term that may result in a significant increase in ticket volumes? If yes, please identify projects and anticipated timing/magnitude.
Development has been continuous in our service area for the past five years; therefore, is reflected in the locate history provided in the scope of work. By using the annual locate ticket history, it is assumed that the monthly average is the yearly average divided by twelve. It is also assumed that the monthly average calculated is an approximate quantity, within a 10% plus/minus range.
13. Will the New Smyrna Beach Utilities accept unit-based pricing models (e.g., per-ticket or per-hour rates)? If not, is there a preferred alternative pricing structure (e.g., monthly retainer, block-hours, or task-based pricing)?
See Bid Tabulation provided which includes units for pricing.
14. Are there liquidated damages associated with late locates, missed response times, or failure to meet service levels? If so, how are these penalties structured and calculated?
Please provide any sample service level agreement (SLA) language or penalty schedules if available.
As stated in the original scope of work:
Penalties: The Selected Contractor will be responsible for any Sunshine One-Call fees and/or penalties for Positive Responses entered incorrectly or outside of the required time frame.
Damages: The Selected Contractor will be responsible for investigating all damage incidents for accuracy of the utility line locate. A written report of the damage incident shall be submitted to NSBU within (7) calendar days. Depending on the accuracy findings and details of the damage incident, the Selected Contractor may be required to assist NSBU in recovery of damages.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 6 ITB 01-26 Annual Contract Utility locates
15. Is New Smyrna Beach Utilities currently outsourcing utility locating services? If so, how many contract or in-house locate technicians are currently supporting these operations, and are there any incumbent vendors to be aware of?
We currently have a utility locating contractor; however, the contract will end March 31, 2026. Data/Count of technicians is not known to NSBU. NSBU will award one vendor.
16. Can I ask clarification on the pricing structure for the underground locating bid. Is the cost calculated per ticket, or is it charged in 500-foot increments depending on the length of the requested ticket?
Per Ticket.
17. Can NSBU confirm whether its GIS contains complete and continuous linework for potable water, wastewater, reclaimed water, electric, and fiber systems?
NSBU GIS contains complete and continuous linework, to the best available historical data. NSBU utilizes GIS for all existing underground/buried electric, water, wastewater and reclaimed water utilities. The Selected Contractor will be given access to NSBU GIS field maps to determine which utilities are existing to be located.
18. If any GIS layers are incomplete, can NSBU confirm whether supplemental legacy records or historical maps will be provided to support locating in those areas?
NSBU GIS contains complete and continuous linework, to the best available historical data. NSBU utilizes GIS for all existing underground/buried electric, water, wastewater and reclaimed water utilities. The Selected Contractor will be given access to NSBU GIS field maps to determine which utilities are existing to be located.
Any specific utility locate ticket needing additional information will be discussed with the Selected Contractor upon ticket receipt.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 7 ITB 01-26 Annual Contract Utility locates
19. For supplemental records, can NSBU confirm the available file formats (e.g., PDF, DWG, DGN, or other formats) that will be made accessible to the Contractor?
The Selected Contractor will be given access to NSBU GIS field maps to determine which utilities are existing to be located.
Any specific utility locate ticket needing additional information will be discussed with the Selected Contractor upon ticket receipt.
20. Does NSBU identify any high-density utility zones within the service territory that may require additional time per locate due to multi-utility congestion?
No.
21. Are there legacy areas within NSBU’s system where underground facilities predate current mapping standards, and if so, should the Contractor anticipate additional investigative time in those zones?
NSBU utilizes GIS for all existing underground/buried electric, water, wastewater and reclaimed water utilities. The Selected Contractor will be given access to NSBU GIS field maps to determine which utilities are existing to be located.
Any specific utility locate ticket needing additional information will be discussed with the Selected Contractor upon ticket receipt.
22. Are there peripheral or extended service areas within NSBU’s territory that require longer travel times relative to centrally located zones?
NSBU service territory is located within the entire incorporated limits of the City of New
Smyrna Beach and portions of unincorporated Volusia County and the City of
Edgewater. NSBU service territory encompasses approximately 70 square miles.
23. Can NSBU identify any portions of the service territory that historically generate higher-than-average annual ticket volumes?
No.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 8 ITB 01-26 Annual Contract Utility locates
24. Does NSBU anticipate growth in underground utility infrastructure that may result in increased ticket volumes during future contract years?
Development has been continuous in our service area for the past five years; therefore, is reflected in the locate history provided in the scope of work. By using the annual locate ticket history, it is assumed that the monthly average is the yearly average divided by twelve. It is also assumed that the monthly average calculated is an approximate quantity, within a 10% plus/minus range.
25. Are there any new subdivisions, developments, or capital expansion projects underway or planned that may significantly impact future locate volume?
Development has been continuous in our service area for the past five years; therefore, is reflected in the locate history provided in the scope of work. By using the annual locate ticket history, it is assumed that the monthly average is the yearly average divided by twelve. It is also assumed that the monthly average calculated is an approximate quantity, within a 10% plus/minus range.
26. Please confirm that the Contractor is not required to perform potholing, vacuum excavation, test pitting, or any form of subsurface exposure, and that standard above-ground locating practices are sufficient to meet NSBU’s expectations for identifying and marking NSBU-owned facilities.
As stated in the original scope of work, the Selected Utility Locate Contractor shall utilize/reference NSBU GIS field maps to determine which utilities are existing to be located. Best practices shall be used when marking each utility. All newer construction has tracer wire. If tracer wire is not present, GPR, pot holing, probing, etc. are all methods to be used when identifying and marking NSBU utilities.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
ANNUAL CONTRACT UTILITY LOCATES
Page 9 ITB 01-26 Annual Contract Utility locates
27. For non-metallic utilities such as sewer mains, laterals, reclaimed water mains, and reclaimed water services, please confirm whether NSBU provides supplemental reference information (e.g., as-built drawings, GIS attributes, legacy records, or access point locations) to support accurate locating when conductive pathways are not present.
The Selected Contractor will be given access to NSBU GIS field maps to determine which utilities are existing to be located. The Selected Utility Locate Contractor shall utilize/reference NSBU GIS field maps to determine which utilities are existing to be located. Best practices shall be used when marking each utility. All newer construction has tracer wire. If tracer wire is not present, GPR, pot holing, probing, etc. are all methods to be used when identifying and marking NSBU utilities.
A Copy of This Signed Form Must Accompany Your Proposal
Acknowledgment of Receipt of Addenda No. 1
Company_______________________________________
Title___________________________________________
Signature_______________________________________
| A Copy of This Signed Form Must Accompany Your Proposal |
| Acknowledgment of Receipt of Addenda No. 1 |
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