PR8471_-_Emergency_Communication_Satellite_Phones_-_Final.pdf

Effective 10/2023

PR8471

For

Emergency Communications Satellite Phones

Issue Date: September 8, 2025

Pre-response Conference: Not Mandatory Attendance

Pre-response Conference Date: September 17, 2025 at 9:00 AM EST

Questions/Comments Due Date: September 24, 2025 by 12:00 PM EST

Addendum Due Date: October 3, 2025

Proposal Due Date: October 16, 2025 by 2:00 PM EST

Bid Bond: Not Required Payment & Performance Bond: Not Required

Direct all inquiries to Buyer of Record:

Al Segura

407-434-2974 asegura@ouc.com

Orlando Utilities Commission PR8471 For Emergency Communications Satellite Phones

SCM-RFP-T-01 – Request for Proposal Template v4.2 – 10/21/19

Orlando Utilities Commission Orlando, Florida

PR8471 For Emergency Communications Satellite Phones

Table of Contents

1. Introduction

1.1 Scope of Work Summary

1.2 Pre-Response Conference

1.3 Term of Contract

1.4 Minimum Bidder Qualifications

1.5 Price and Costs

1.6 Terms and Conditions

1.7 Contract Sample ............................................................................. Error! Bookmark not defined.

1.8 Proposal Evaluation Criteria

2. Bidder Requirements and Qualifications

2.1 Detailed Scope, Requirements, & Drawings

2.1.1 Durability

2.1.2 Infrastructure

2.1.3 Training

2.1.4 Reporting

2.2 Bidder Information & Required Bidder Qualifications

2.2.1 Bidder Information

2.2.2 Required Bidder Qualifications

3. Instructions to Bidders

3.1 Legal and Public Record Statement

3.2 Confidentiality Notice to Bidders

3.2.1 Exemptions

3.3 Acknowledgement

3.3.1 Statement of No Bid

3.4 General Information

3.4.1 Common Terms

3.4.2 Submittal

3.4.2.1 Alternate Proposals

3.4.3 Signatures

SCM-RFP-T-01 – Request for Proposal Template v4.2 – 10/21/19

3.4.4 Withdrawal

3.5 Electronic Submittal of the Proposal

3.6 Compliance Forms

3.6.1 Public Entity Crimes

3.6.2 Dispute Disclosure

3.7 Supplier Diversity

3.7.1 Minority/Women Business Enterprises (M/WBE) ............... Error! Bookmark not defined.

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable)

3.18 Bid Bond (If Applicable)

3.19 Payment and Performance Bond (If Applicable)

3.20 Contract Execution

3.21 Award

3.22 Taxes, Permits, and Licenses

3.23 Error and Omissions

3.24 Proposal Submittal Format

3.24.1 OUC Policies and Procedures for Bidders

3.25 Signatures

4. Proposal Submittal Format & Checklist

5. Attachments

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

Re qu es t f or P ro po sa l (R

FP

Orlando Utilities Commission Orlando, Florida

PR8471 For Emergency Communications Satellite Phones

Direct all inquiries to the Buyer of Record: Al Segura

407-434-2974 asegura@ouc.com

Proposal Opening Location:

Orlando Utilities Commission Reliable Plaza 100 West Anderson Street Orlando, Florida 32801

1. Instructions are located in the Instruction to Bidders section of this document; or, may be provided during a Pre-Conference Meeting.

2. Electronic proposal submittals, described in the Electronic Submittal of the Proposal section of this document, will be accepted and are highly encouraged. Hard copy proposal submittals may be used when necessary and must adhere to the hardcopy proposal submission instructions. Do not submit both electronic and hard copies unless otherwise instructed. Email or other means will not be accepted.

3. VendorLink help can be accessed by calling 407-222-1885, or by emailing support@evendorlink.com.

http://www.ouc.com/docs/procurement/hard-copy-proposal-submission-instructions.pdf?sfvrsn=0 mailto:support@evendorlink.com

1. Introduction The Orlando Utilities Commission (OUC) is an electric and water municipal utility serving Orlando, Florida and portions of surrounding Orange County. OUC also has an Inter-local agreement with the City of St. Cloud, Florida for the management of its electric utility. Currently, OUC serves more than 380,000 customers. To obtain general information about OUC, access www.ouc.com.

1.1 SCOPE OF WORK SUMMARY

The scope of this RFP includes the provision of Satellite phones services and associated hardware for OUC employees. Antenna solutions to ensure connectivity will be required. The phones must be designed to provide reliable communication in areas where traditional cellular networks are unavailable, ensuring that OUC teams can stay connected for operational, safety, and emergency purposes, especially in the event of systematic failures that prevent communication. Specific requirements are provided in Attachment A – Scope of Work.

Refer to Section 2.1, Detailed Scope, Requirements, & Drawings for more information.

1.2 PRE-RESPONSE CONFERENCE

To comply with security requirements, email names of attendees and company affiliations to the Buyer of Record at least 48 hours in advance of the meeting. Please bring government issued photo identification the day of the Pre-Response Conference.

If applicable, refer to Attachment C: Invitation to Pre-Response Conference

1.3 TERM OF CONTRACT

The term of this contract is for three (3) year from the effective date of award with the option to extend for additional three (3) year term(s) or portions thereof. Extensions will be exercised at the sole discretion of OUC and upon written mutual agreement.

1.4 MINIMUM BIDDER QUALIFICATIONS

• Vendor must have successfully completed at least three (3) projects with Utility organizations.

o Vendor will need to provide references and contact information for these implementations o Preference will be given to Vendors that have completed both electric and water Utility implementations

• Work requested in this RFP must only be performed within the United States. No ‘off-shoring’ or use of foreign companies will be permitted.

• Experience in Satellite Airtime Services design and operations. Must have a minimum of 5 years’ experience providing Satellite Airtime Services solutions.

• Bidder Licensed to do Business in Florida - Within thirty (30) days of being identified as the winner, Bidder must be licensed to conduct business in Florida, including registering with http://www.ouc.com/ the Florida State Department of Revenue. The Bidder must collect and report all applicable taxes.

1.5 PRICE AND COSTS

Prices documented in the submitted Proposal must remain firm throughout the contract period (including additional extensions, if applicable). Refer to Attachment B: Price Schedule.

1.6 TERMS AND CONDITIONS

Vendor must provide for OUC’s attorneys review all the applicable Terms and Conditions for the proposed Equipment and Services, maintenance & support, and professional services.

Also, review the terms and conditions referenced below and attached as Attachments D - H.

1.7 PROPOSAL EVALUATION CRITERIA

Refer to the Instructions to Bidders section of this document.

2. Bidder Requirements and Qualifications

2.1 DETAILED SCOPE, REQUIREMENTS, & DRAWINGS

2.1.1 Durability

The bidder is expected to supply durable satellite phones capable of supporting voice communication, SMS text messaging and data service, with clear specification on their functionality, range, and comparability.

2.1.2 Infrastructure

In addition to providing the necessary satellite phones, the Bidder will also be responsible for supplying and configuring the satellite communications infrastructure that supports these devices.

This includes the activation, management, and ongoing monitoring of satellite connectivity services, ensuring that the phones function seamlessly in all relevant regions where OUC operates. The bidder will provide coverage maps, guaranteeing that connectivity will be available in the regions and environments where OUC teams will be operating. Additionally, the vendor must offer flexible plans that can accommodate varying levels of usage depending on the number of devices, communication needs, and geographic regions.

Infrastructure Requirement

Compliant Yes / No

Comments

Phone Activation

Management

Monitoring

Coverage Map

Usage Level Plans

2.1.3 Training

As part of the scope, the bidder will be responsible for providing training for OUC personnel on the effective use of satellite phones and related services. This should include guidance on basic operations, troubleshooting, optimizing usage in remote locations, and understanding the limitations and features of satellite phone communication. Ensuring OUC staff is well-equipped to use these devices will help maximize their effectiveness in critical situations, particularly in emergencies or when working in the field under challenging conditions.

2.1.4 Reporting

Lastly, the bidder should outline a clear process for reporting and managing service usage, billing, and any overage charges. This includes detailed and transparent reporting on usage statistics for each device, as well as flexible billing options that allow OUC to manage its cost effectively. The objective is to ensure that OUC field teams remain connected in any circumstances, with consistent and reliable tailored to their unique needs.

2.2 BIDDER INFORMATION & REQUIRED BIDDER QUALIFICATIONS

2.2.1 Bidder Information

On company letterhead Bidder to provide a response cover page with the following information:

1. Firm Name

2. Name of Parent Company if applicable

3. Complete Business Address

4. State of Incorporation

5. Number of years in business

6. Name(s) and contact information of key personnel

7. Women or Minority owned business status

8. Dun & Bradstreet number

9. Licenses obtained to conduct business with OUC

2.2.2 Required Bidder Qualifications

Refer to Section 1.4 Minimum Bidder Qualifications for more information.

1. List the number of projects (with similar scope and size) that the bidding organization has completed and are in progress.

2. Provide at least three (3) references with contact information related to completed projects with the similar scope and size project.

a. If deemed pertinent, OUC will request to do site visits to customers provided as references by selected Bidder or Bidder’s affiliates.

3. Provide a complete list of all the subcontractors that may be part of the project, with the following information:

a. Company name

b. MWBE Status

c. Contact information

d. Number of years in business

e. Proof of the necessary licenses for the job (if applicable)

f. List of projects that they had participated with similar scope and size to this RFP

4. Should bidder be awarded the work in this RFP, please provide information on any Economic Development Opportunities that Bidder may bring, such as the creation of new jobs or purchasing or leasing of new building space, which could benefit the local Orlando Area or the State of Florida.

3. Instructions to Bidders

3.1 LEGAL AND PUBLIC RECORD STATEMENT

As required by Florida’s Public Records Law, information provided to OUC in the course of business will be made available for public inspection and copying unless a specific statutory exemption applies.

3.2 CONFIDENTIALITY NOTICE TO BIDDERS

By submitting a proposal to OUC, each Bidder acknowledges and understands that OUC is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”). Any Proposal document the Bidder submits will become a public record when OUC provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the Public Records law.

3.2.1 Exemptions

If during the Proposal or Negotiation Phase a Bidder wishes to claim an exemption on any portion of its Proposal to OUC, the Bidder must identify the specific statutory exemption and do the following:

1. Submit a redacted version. Redact (black out) only those portions of the Proposal put forward for exemption.

2. Submit an un-redacted version of the same documents marked, “Confidential –Trade Secret/ Proprietary Information”. Both versions are to be submitted at the same time.

3.3 ACKNOWLEDGEMENT

1. From the issue date of this solicitation packet until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any OUC commissioner, officer, director, or staff, with the exception of the Buyer of Record. Any unauthorized contact will disqualify the Bidder from further consideration

2. The selected Bidder agrees to obtain, prior to award, Worker's Compensation, General Liability, Automotive, and other insurance requirements in accordance to the requirements in the terms and conditions specified in section 1.7.

3. All policies shall be subject to approval by OUC, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

4. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida Statute §§ 287.087 and 440.101 et. seq., the Omnibus

Employee Testing Act of 1991, 49 Code of Federal Regulation § 391 and 40 (operation of commercial motor vehicles).

a. In addition, all subcontractors must implement a controlled substance and alcohol testing policy for safety sensitive positions as defined by the Commission’s Alcohol and Controlled Substance Testing Policy for Safety Sensitive Positions.

5. The selected Bidder’s employees and its subcontractors’ employees are further prohibited from being under the influence or impairment of alcohol on OUC property or work sites or at any time or place while conducting business with or on behalf of OUC.

6. The selected Bidder shall submit only one proposal/bid in response to this solicitation packet, and shall have no financial interest in other entities submitting proposals/bid responses for the same solicitation packet.

7. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict of interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

8. The selected Bidder shall disclose to OUC the name(s) of any OUC employee, contractor, or OUC Board Member who has a direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction. A direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction exists if the OUC employee, contractor, or Board Member:

a. Presently, or in the preceding twelve (12) months, has an ownership interest in the selected Bidder’s organization (other than as owner of less than 1% of the stock of a publicly traded corporation).

b. Works for, is a partner, officer, director, trustee, or consultant to the selected Bidder.

c. Has received grant, travel, honoraria, or other similar support from the selected Bidder

d. Has a right to receive royalties from the selected Bidder.

9. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any aspect of OUC, nor any business or other relationship with any of OUC’s employees, officers, directors, or Board Members that creates a conflict of interest or the appearance of a conflict of interest.

10. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment within OUC.

11. The selected Bidder, or authorized signatory, shall provide written notice to OUC in the event that a conflict of interest is identified at any time.

3.3.1 Statement of No Bid

The OUC Procurement Department is committed to continuously improving its processes to receive maximum participation from the industry/market. OUC is requesting that organizations, who do not wish to bid on this RFP, send the Buyer of Record an email briefly explaining their “no bid” decision. This response will help to improve the solicitation process and any future communications.

3.4 GENERAL INFORMATION

Bidders shall prepare Proposals in accordance with the requirements of these Instructions to Bidders. Not preparing a Proposal, in accordance with such instructions, implies that the Bidder does not intend to comply with all of the proposed contract conditions. Such proposals will be considered irregular and may be rejected.

OUC will receive Proposals through the VendorLink system for goods, equipment, materials, and related services set forth in the included specifications and documents.

3.4.1 Common Terms

OUC and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean , “Request for Proposal(s)”, “RFP”, “Request for Quote”, “RFQ”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, or “Quote(s)” shall mean the documents formally submitted to OUC by each of the Bidders responding to this solicitation packet.

3.4.2 Submittal

Bidders shall submit Proposals in accordance with the instructions and schedule included in the solicitation containing these specifications and documents. Refer to Section 4: Proposal Submittal Format & Checklist and submit Proposal with all applicable content.

3.4.2.1 Alternate Proposals

If the Bidder submits an alternate proposal, they shall identify clearly the proposal as an “Alternate Proposal”. OUC may consider alternate proposals a blanket exception to the solicitation and reject the Proposal.

3.4.3 Signatures

An authorized representative of each Bidder shall:

1. Sign or e-sign the Proposal, give their full name and title, and provide the Bidder’s business name and address.

2. Enter the organization’s exact legal name on the Proposal.

3. Sign or e-sign compliance forms, if applicable.

3.4.4 Withdrawal

Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time prior to the Proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time. OUC may request clarifications and additional information after proposal submission.

http://www.myvendorlink.com/

3.5 ELECTRONIC SUBMITTAL OF THE PROPOSAL

To ensure correct Proposal formatting, Bidders shall:

1. Submit Proposals electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx); Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Clearly identify the RFP Number, Name, Submission Date, and Bidder Name on the Response Cover Page on Bidder’s letterhead.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

7. Follow all instructions outlined in this RFP and provide all requested information.

OUC may ask the selected Bidder to supply one hard copy set with original, written signatures and original compliance forms, prior to the contract execution. Do not submit following both methods unless otherwise instructed.

3.6 COMPLIANCE FORMS

3.6.1 Public Entity Crimes

Each Bidder shall submit copies of an executed and notarized Sworn Statement under Section

287.133 (3)(a) and 287.135, Florida Statutes, on Public Entity Crimes and Scrutinized Companies.

3.6.2 Dispute Disclosure

Each Bidder shall submit copies of an executed Dispute Disclosure form.

3.7 RESERVED

3.8 PROPOSAL PREPARATION COSTS

OUC shall provide, without charge, one set of the specifications and documents to prospective Bidders for preparation of proposals. Addenda documents will be issued only to prospective Bidders registered in VendorLink.

This solicitation does not commit OUC to pay any costs incurred in the preparation and submission of the Proposal or to pay any other costs incurred prior to award.

3.9 EXCEPTIONS

OUC is seeking proposals that meet all technical and commercial requirements as outlined in this solicitation. If a Bidder takes exception to any solicitation requirement or condition, the exception must be specifically stated on the Exception Form provided within the solicitation document. OUC shall consider only those exceptions written on the form at the time the Proposal is submitted. The http://www.myvendorlink.com/ mailto:support@evendorlink.com http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2

Bidder acknowledges that any exception taken to the solicitation criteria (including submitting an alternate proposal) may result in OUC determining the Proposal to be nonresponsive.

3.10 CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification through email to the Buyer of Record; verbal requests will not be accepted. The Bidder must reference the Solicitation Package page number and section heading on any clarification requests

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

OUC shall issue an addendum to all Bidders, via VendorLink, once an inquiry is clarified and/or answered. Verbal responses will not be provided and are not binding on OUC.

3.11 LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits will be held the day of the Pre-Response Conference unless otherwise arranged.

Bidders shall investigate properly and consider all such factors in the preparation of every Proposal submitted. OUC shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

3.12 OPENING

OUC shall open Proposals on the RFP Due Date at 2:30 p.m. EST at 100 West Anderson Street, Orlando, Florida. If required, at a public opening, OUC shall read only the Bidder name and if they have provided all the required information. OUC shall not share any other information at this time, with the exception of solicitations for construction or repairs on public works projects in which the price is submitted. Proposals not meeting the requirements may be rejected.

All questions concerning this solicitation must reference the document page number, and section heading. OUC shall answer questions and post them to VendorLink as an addenda to the solicitation.

3.13 SOLICITATION SELECTION SCHEDULE

OUC shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. OUC reserves the right to postpone the date and time announced for the opening of proposals at any time.

OUC expects Proposals to address all of the information requested in the solicitation and subsequent clarifications, and to reflect the capabilities of the Bidder.

Bidders shall submit any supplemental information, and list any variations on the Exceptions form, in accordance with Section 4, Proposal Submittal Format & Checklist.

3.14 PROPOSAL ACCEPTANCE AND REJECTION

OUC reserves the right to accept the Proposal which, in its judgment, is the most responsive and responsible Proposal and to reject any and all proposals; as well as waive irregularities and formalities in any proposal that is submitted.

Without limiting the generality of the foregoing, OUC may reject any proposals which are incomplete or irregular; Proposals which omit any one or more items for which the solicitation requires, any Proposals which omit unit prices if unit prices are required, any Proposals from Bidders who have previously failed to satisfactorily complete contractual obligations.

1. The following shall cause an automatic rejection of the proposal:

a. Proposals delivered/submitted after the 2:00 p.m. due date

b. Failure to submit a Bid Bond (if required)

c. Failure to attend a mandatory Pre-Response Conference and/or any mandatory presentation (if required)

d. Failure to submit a signed Payment and Performance Bond Compliance Form when (a) a Payment and Performance Bond is required or (b) alternate payment and performance security permissible under Section 255.05, Florida Statutes is required

2. The following items may cause a rejection of the proposal:

a. Failure to submit copies of any of the signed & notarized (where required) forms:

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

3.15 PROPOSAL EVALUATION CRITERIA

OUC shall evaluate the Proposals based on the information provided by each of the Bidders. OUC’s review may include, but may not be limited to the following categories:

1. Qualifications and Experience, including past performance for OUC

2. Responsiveness to Requirements

3. Safety and Quality Programs

4. Financial Soundness of Organization

5. Price

OUC reserves the right to negotiate with Bidders who submitted responsive and responsible Proposals in the best interest of the OUC Commission. This negotiation process may occur prior to OUC Commission approval. Each Bidder acknowledges that OUC shall evaluate all Proposals and may initiate clarification discussions or seek additional information from all or some of the Bidders to fully understand any unclear elements of their proposals. Following clarification, OUC may initiate negotiations with the Bidder considered to be the most responsive and responsible. If no agreement is reached with the highest ranked Bidder, OUC may reject all Proposals or continue negotiations with each subsequently ranked Bidder until an acceptable deal is reached. A final contract award may be contingent upon OUC Commission and legal approval.

http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2

OUC reserves the right to consider historic information and facts, whether gained from the Bidder’s Proposal, question and answer conferences, references, and/or other sources during the evaluation process. OUC may conduct such investigations to assist with the evaluation of any Proposal. The investigation also serves to establish the Bidders’, subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Proposal requirements to the Commission’s satisfaction, within the prescribed time.

The Bidder solely is responsible to submit information related to the evaluation categories. OUC is under no obligation to solicit such information. Failure of the Bidder to submit information may cause an adverse impact on the Proposal’s evaluation.

3.16 CANCELATION

Prior to the final execution of a Contract or full Notice to Proceed, OUC reserves the right to rescind said award without prior notice to Bidders. In addition, OUC may reject all Proposals, reissue the solicitation packet, or re-award the contract.

3.17 FREIGHT (IF APPLICABLE)

The selected Bidder shall coordinate with OUC’s freight contractor for shipping unless OUC determines that the selected Bidder can obtain freight/shipping rates or methods that are more advantageous to OUC. The selected Bidder shall submit an alternate shipping proposal based on delivery to OUC’s Free On Board (FOB) carrier at the designated OUC facility or location. The alternate proposal must include the:

1. Carrier name

2. Insurance coverage

3. Firm price freight quote

The Bidder must include any alternate proposal in the bid response to this solicitation. OUC may accept or reject the proposed alternate shipping arrangement.

OUC’s freight/shipping supplier and contact information is:

Nexterus

1-888-867-5952 (Monday – Friday, 8:00 a.m. – 7:00 p.m. EST) dcs@nexterus.com

3.18 BID BOND (IF APPLICABLE)

Bidder may be required to submit a certified check or cashier’s check drawn on an acceptable bank, or an acceptable Bidder’s bond executed by the Bidder and a surety company authorized to do business in the State of Florida. The value of the bid bond shall be five percent (5%) of the proposal price schedule. When submitting a Proposal through VendorLink, the Bidder shall provide a copy of the check and express mail the original check to the delivery location provided on the first page of the Solicitation Packet Form.

The bid bond guarantee shall be made payable without condition to OUC. The amount of the check or bond may be retained by and forfeited to OUC as liquidated damages if the Proposal results in a contract award and the Bidder fails to honor the accepted terms.

OUC shall return the selected Bidder’s bid bond when that Bidder executes the contract and files a satisfactory payment and/or performance bond, if required. OUC may retain the bid bond of the second highest ranked Bidder for a period not to exceed thirty (30) days, pending the execution of the contract by the selected Bidder. OUC shall return the bid bond of each unsuccessful Bidder upon request, after the contract is awarded or when the Proposal is rejected.

3.19 PAYMENT AND PERFORMANCE BOND (IF APPLICABLE)

The selected Bidder may be required to furnish a Payment and Performance Bond to OUC per Florida Statutes; Section 255.05 equal to 100 percent of the contract price. The cost of such bonds shall be stated as a separate line item in the Proposal.

A surety company, authorized to do business in the State of Florida and acceptable to OUC, shall sign the bond. The Performance Bond and Payment Bond shall be dated with the actual execution date. With these bonds, the responsible party shall file certified copies of the power of attorney of such attorney-in-fact signing the bond on behalf of the surety, and such certificates shall be certified to show that such power of attorney was in effect to and including the date of the actual execution of the bonds. Any bonds submitted by a surety or its agent shall be conclusively presumed to have been authorized by and binding upon the surety company irrespective of the date shown on the power of attorney.

If bonds are required, they shall remain in full force and effect until satisfactory completion of any specified performance guarantee tests, or satisfactory completion of all other contractual requirements, whichever shall occur last. Upon recording of the performance and payment bond (if applicable) Bidder shall provide OUC three (3) copies.

OUC shall furnish a copy of the selected Bidder’s bond to any lienor demanding that bond under the provisions of Florida Statute 713.23.

3.20 CONTRACT EXECUTION

The selected Bidder shall execute the necessary contractual forms, and return the executed forms within ten (10) business days of receipt of forms for execution.

3.21 AWARD

OUC reserves the right to award a single or multiple contracts for all proposal items, or to award separate contracts for single proposal items or any combination of such items; or to make no contract award.

OUC shall be the sole judge of its own best interests, the proposals, and the resulting contract. An award may be made to the most responsive and responsible organization whose proposal is determined to be the most advantageous to OUC. The Commission’s decision shall be final and OUC’s rights include the ability to:

1. Reject any or all proposals or parts thereof

2. Issue subsequent solicitations

3. Cancel the entire solicitation

4. Remedy technical errors on the solicitation

5. Negotiate with any, all or none of the Bidders http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

6. Award a contract to one or more Bidders or none at all

7. Accept other than the lowest price

8. Waive informalities and irregularities in proposals

3.22 TAXES, PERMITS, AND LICENSES

The Bidder's attention is directed to the General Terms and Conditions and the Florida Statutes regarding taxes, permits, and licenses. It shall be the Bidder's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their proposal whether this item has been included in their proposal price and the amount of the applicable tax, permit, or license in question.

3.23 ERROR AND OMISSIONS

Bidders or their authorized representatives are expected to be fully informed as to the conditions, requirements and specifications before submitting proposals; failure to do so will be at the Bidder’s own risk. Neither law nor regulations make allowance for errors either of omission or commission on the part of Bidders. In case of error of extension of prices in the proposal, the unit price shall govern.

3.24 PROPOSAL SUBMITTAL FORMAT

Bidders shall complete all required forms, and include them in the proposal submittal package with any other required information. Refer to Section 4, Proposal Submittal Format & Checklist for more information.

3.24.1 OUC Policies and Procedures for Bidders

The Bidder shall read and comply with OUC’s policies and procedures before submitting this Proposal:

1. Contractor Security Policy

2. Bid Protest Guidance

3. Generic Contractor Orientation

4. Drug and Alcohol Free Workplace and Testing Policy

5. OUC Travel and Expense Guidelines

6. All policies – OUC Procurement Services Department website

These policies and any supplemental policies provided at contractor orientation are hereby fully incorporated into this contract by reference and to the extent applicable to the supplier in the performance of their work. Supplier and its subcontractors, suppliers, agents, and employees shall fully comply with all such policies as amended from time to time.

3.25 SIGNATURES

By submitting this proposal with the authorized electronic signature, the Bidder hereby declares that, in all respects for and in good faith, without collusion or fraud:

http://www.ouc.com/docs/procurement/procure_contractor_sec_pol.pdf?sfvrsn=2 http://shareouc/procuretopay/Shared%20Documents/Linked%20Procedures%20and%20Artifacts/SCM-BID-G-01%20Bid%20Protest.pdf http://www.ouc.com/docs/procurement/procure_contractor_orientation_stanton.pdf?sfvrsn=4 http://www.ouc.com/docs/procurement/proc_alc_cont_subs_abuse_policy.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_travel_expense_guidelines.pdf?sfvrsn=2 http://www.ouc.com/doing-business-with-ouc/procurement

1. Only the individuals or organizations interested in this proposal/bid response as principal or principals are named in this Proposal.

2. No other individuals or organizations than mentioned in this Proposal have any interest in this Proposal/Bid Response or in the subsequent contract.

3. This Proposal/Bid Response is made without connection with any other person, company, or parties likewise submitting a Proposal/Bid Response.

Bidders shall prepare Proposals in accordance with the Instructions to Bidder’s document. Failure to submit the necessary forms may cause a rejection of the proposal. The Bidder hereby agrees to provide the services and/or items specified in the solicitation packet at the prices quoted pursuant to the requirements of this document.

4. Proposal Submittal Format & Checklist A checkmark (✓) on the items below indicates these are applicable items and the terms and conditions stated in earlier sections are applicable. Bidders shall complete all the forms checked (✓) below, and include them in the proposal submittal package in order with any other information.

Provide a written signature on all original forms and, when required, a notary stamp. Scan & upload these forms with the Proposal.

Technical Response File (checked if applicable)

Tab 1 – Cover Page

Proposal Cover Page on Bidders Letterhead

Bidder Information as listed in Section 2.2.1

Tab 2 – Bidder Background and Qualifications

References and Qualifications as listed in Section 2.2

Tab 3 – Response to Requirements

Response to all Requirements as listed in Section 2 and any applicable Attachments

Tab 4 – Compliance Forms

Submit at time of proposal

Exceptions

Sworn Statement on Public Entity Crimes and Scrutinized Companies Under Florida Statutes, Section

287.133 (3) (a) and 287.135

Dispute Disclosure

☐ Bid Bond as described in Section 3.18 (If Applicable)

Addenda (If Applicable)

Provided at time of award

Copy of Company’s Business License

Copy of Insurance Certificate

W-9 Form

☐ Payment & Performance Bond as described in Section 3.19 (If Applicable) http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_addenda_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_w9_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template v4.2 - 10/21/19

5. Attachments Attachment A: Detailed Scope of Work & Requirements

Attachment B: Price Schedule

Attachment C: Invitation to Pre-Response Conference

Attachment D: Information Security Requirements & Information Requests for RFPs

Attachment E: Terms and Conditions Principles for a Cloud Hosted Solution

Attachment F: Sample - OUC SOFTWARE LICENSE TERMS AND CONDITIONS REV 5-21-21

Attachment G: Vendor Questionnaire for Hosted Vendor Solutions

Attachment H: General Terms and Conditions for Goods and Services 5-12-23

DETAILED SCOPE OF WORK & REQUIREMENTS

A-1 Project Scope Statement

The scope of this RFP includes the provision of Satellite phones services and associated hardware for OUC employees. These phones must be designed to provide reliable communication in areas where traditional cellular networks are unavailable, ensuring that OUC teams can stay connected for operational, safety, and emergency purposes, especially in the event of systematic failures that prevent communication.

A-2 Reliable Coverage

• Provide satellite phone coverage that ensures OUC teams can stay connected when alternative and traditional communication methods become unavailable or in the event system failure.

• Based on current implementation, Vendor will be required to install antennas where needed to support reliable coverage. Current voice-only service:

o 5 premise based fixed-antenna solutions o 20 mobile handsets o Total: 25 voice lines

• Ensure seamless service in extreme conditions (e.g., storms, natural disasters) and challenging environments.

A-3 Durable Device

• Supply rugged, water-resistant- shockproof, and dustproof satellite phones designed to withstand harsh outdoor conditions.

• Device must feature long battery life to support extended field operations without frequent charging.

• Provide satellite phone antennas designed to withstand extreme conditions, including hurricane and high-force winds, ensuring uninterrupted communication during severe weather events and natural disasters.

A-4 Communication Capabilities

• Support voice calls, SMS text messaging, and Wi-Fi to allow for device communication needs. Devices should be equipped with easy-to-use interface for field personnel with minimal training required.

A-5 Locations

• Vendor system design must provide reliable communications across all OUC’s locations included in the table below. Currently, OUC’s network includes the following sites and number of phones at each facility:

Location Number of Phones

Fixed Phones

Mobile Phones Comments

Stanton 1 & 2 2 1 1

Stanton B 2 1 1

Indian River 6 2 4

Osceola Generation Plant 2 1 1

WPRO 9 9 Multiple locations

Emergency Management 4 4

Vendor must prepare a network design diagram showing antennas requirements at each location.

Access to each site will be controlled by the OUC Security team.

A-6 Training and Knowledge Transfer

• Provide training for OUC personnel on how to operate and troubleshoot the satellite phones effectively in field environments.

• Ensure staff is equipped with the knowledge to maximize the phones’ features, especially for emergencies scenarios.

A-7 Technical Support and Maintenance

• Provide comprehensive technical support for troubleshooting, device repairs, and replacement of faulty devices. Response time should align with the agreed upon SLA terms to ensure minimal downtime and efficient resolution time.

• Establish a clear process for periodic device upgrades or replacement to ensure OUC teams have access to the latest technology with minimal service disruptions. The vendor should provide information on the frequency of upgrades and associated costs.

• Ensure that devices receive regular firmware updates to enhance security, add new features, or fix bugs. The vendor must provide clear communication regarding the update schedule and processes. Specify whether OUC will manage these updates internally or if the vendor will perform them remotely and outline the process for implementing these updates.

• Offer customer service support with a dedicated helpline to address any technical issues, service interruption, or urgent needs, ensuring continuous connectivity around the clock.

• Provide onsite trouble shooting service when needed, where technical support staff can be dispatched to OUC’s location to resolve any issues with device or network connectivity. The support model should clearly define levels of support (Tier 1, Tier 2, Tier 3), including the escalation process and response time for each level.

A-8 Data Security and Privacy

• Ensure that all communication over satellite phones complies with data privacy regulations and industry standards for security, including encryption for voice, SMS, and data transfer.

• Vendor will detail their design and performance for data security.

A-9 Assumptions

● Project work will be completed offsite, with project meetings held via teleconference.

● IT and business resources from OUC are available.

● OUC will provide overall project management and is responsible for all internal change management activities related to this project.

● Vendor will provide a project manager to work with OUC’s project manager.

A-10 Risks

• The Vendor project schedule assumes the OUC is able to deliver data according to the Vendor-provided specifications to meet this schedule. If OUC is not able to provide data within this timeframe, the overall project schedule will be impacted.

• Any changes to the scope, or delays in deliverables, may impact the implementation date and will be subject to additional time, resources, and cost.

A-11 Schedule

The Vendor will provide a proposed project start date and schedule as part of the RFP response.

The Project Start Date is contingent upon OUC receiving a fully Executed Contract by the Signature Expiration Date. OUC cannot commit to the Project Start date if the Contract is not executed by the Signature Expiration Date. If unsigned by the Signature Expiration Date, then OUC will review alternative Project Start Dates.

The project schedule will be finalized by the project team once the Contract is fully executed.

The Vendor will be required to inform OUC two weeks prior to the Project Start Date in the event that the Vendor is unable to meet the approved Project Start Date If this occurs, then an alternative Project Start Date will be provided by the Vendor.

A-12 Scope Change Management

In the event that changes are introduced that would alter the project schedule, staffing, scope of work, or project cost outlined and agreed upon within this Contract and its supporting documentation, the Vendor will invoke our Project Change Request (PCR) process ensuring all requisite Stakeholders are cognizant of the impact and have accepted the terms of the change.

General Outline of our PCR process:

• A Change Event Milestone is added to the Project Plan on the day of request or discovery, indicating the existence of the request, not implying the acceptance of the change.

• A thorough analysis of the requested and/or required change and its impact will be performed and documented within the Vendor Project Change Request document. The PCR will describe the change, provide the rationale for the change, and the effects (time, costs, staffing, etc.) the change will have on the project.

• Acceptance of the Change Event, as documented within the PCR, will require the appropriate level of approval from both the Vendor, OUC, and any affected 3rd Parties.

• Finally, and post-PCR acceptance, the changes will be applied to the requisite project records (plan, work breakdown structure, schedule baseline, project assets, etc…)

With full awareness that the understanding of project contributors increases during the lifecycle of any project, our ability to differentiate between progressive elaboration and changes in the scope of work is paramount to the successful outcome of each project. Early identification, rapid assessment, broad awareness, full acceptance, and an exceptional Client Experience are all tenets of our PCR process.

A-13 Project Methodology

To begin the project, the Vendor and OUC will conduct a kick-off meeting to review scope, schedule and methodology.

Deliverables

● Meeting agenda(s)

● Completed and approved configuration documents

● All file and/or data specifications

● Schedule for interim milestones to support development

The Vendor will provide a preliminary project milestone plan with durations as listed below. Actual schedule will be determined after SOW execution.

Project Stage Dates Comments

Design Stage

Installation / Deployment

QA

UAT

Go Live

Total Time

PRICE SCHEDULE

[Will be Uploaded as a separate Excel File.]

INVITATION TO PRE-RESPONSE CONFERENCE

[Complete Invitation to Pre-Response Conference information below. If not applicable, delete content and mark “N/A.”]

Date: September 17, 2025 Time: 9:00 AM Eastern Standard Time (EST)

Location:

(Address/floor/room)

Virtual Meeting

Video Conferencing: Meeting ID: 238 600 042 656 Passcode: Jr9JZ79t

Attendance is: Mandatory ☐ Not Mandatory

RSVP: Please RSVP via email to the Buyer of Record at least 48 hours in advance of the meeting and have the RFP containing the specifications. Also, please email any questions two days prior to the meeting.

Questions: If you have any questions about the Pre-Response Conference, please contact:

Buyer of Record Al Segura 407 – 434 – 2974 asegura@ouc.com

Objective: Will Discuss important information regarding RFP and process.

Receive Feedback and questions from suppliers.

Provide any additional information or clarifications to suppliers.

Agenda: Introductions – 10 min Q & A – 20 Mins

3.25 Signatures