REVISED_RFP_26044SH__SECTION_3._RFP_Scope_of_Services.pdf

RFP 26-044-SH High Voltage Electrical Substation Services

Section 3, Page 1 of 12, Revised 3/10/2026

SECTION 3

SCOPE OF SERVICES & EVALUATION

I. SCOPE OF SERVICES

1. Introduction and Background

The Kissimmee Utility Authority (KUA), founded in 1901, is Florida’s sixth largest community-owned utility providing electric service to approximately 101,000 residents in Osceola County.

KUA invites electrical contractors with who possess the capability and expertise to provide high voltage electrical services for KUA substations services, to submit proposals for the provision of those services according to the requirements outlined in this Request for Proposal

(RFP).

The objective of this RFP is to maintain the general service of high voltage substation services electrical contractor to provide labor, material and equipment to perform electrical repairs, rebuilds, expansions, and/or new installations on KUA’s electrical system. The areas of work involved include, but are not limited to: high and low voltage systems (both underground and overhead); installation, trouble-shooting and repair of wiring for communications, control and protective systems; servicing microprocessor equipment and systems; and minor modifications to, or installation of, equipment and instruments in electric substations.

2. Scope of Services

2.1. KUA requires the services of an Electrical Contractor to provide labor, material and equipment to perform minor electrical repairs and/or new installations on KUA’s electrical system. The areas of work involved include, but are not limited to:

high and low voltage systems (both underground and overhead);

installation, trouble-shooting and repair of wiring for communications, control and protective systems;

servicing microprocessor equipment and systems; and modifications to, rebuilds, expansion, or installation of, high voltage equipment and instruments in electric substations

The Contractor may be required to carry out emergency repairs at times other than during normal working hours, and shall therefore be available on a twenty-four (24) hour seven

(7) day per week basis for such emergency work.

KUA reserves the right to award to multiple qualified firms for same service areas to be rendered on an as-needed basis.

2.2. TASK ASSIGNMENT & INVOICING

KUA will issue a Request for Not-to-exceed Estimate with respect to each project to be performed, and Contractor shall provide an estimate for such Services within the time set forth in the Request. Should KUA desire to engage the Contractor to perform such Services, KUA will issue a Task Assignment, which must be signed by the KUA and the Contractor. That document will set forth the particular Services to be performed, the basis for and amount of compensation to be paid to the Contractor, and a schedule for performance of such Services. The actual performance of such Services shall be authorized by the issuance of purchase orders by KUA, each of which shall incorporate by reference the terms and conditions of the Contract and shall include, as an attachment, Section 3, Page 2 of 12, Revised 3/10/2026 the respective Task Assignment. Such purchase orders may be issued at any time during the term of the Contract.

It is understood and agreed by Contractor that the KUA shall not be obligated to utilize Contractor to perform, or to issue any Task Assignments directing Contractor to perform, any particular Services or volume of Services. Such utilization or direction shall be made at the KUA's sole discretion. KUA reserves the right to use its personnel or the efforts of other contractors to provide, perform, or carry out any or all of the Services that could otherwise be performed by Contractor.

KUA shall pay Contractor for performance of Work strictly in accordance with the requirements of the Contract.

Invoices shall contain all of the following:

Cover Page listing the KUA Purchase Order number, Scope of Services, invoice number, draw number, total amount of the authorized Purchase Order, total invoice amount for the current draw, and total amount of all previous draws.

Cost-Plus Schedule listing all the items per the Contract Price Schedule with subtotals for each category.

Employee Project Timesheet listing each employee utilized on the job, employee job title, daily time worked for normal, overtime, and holiday hours, and weekly total for all hours worked.

Material and Equipment receipts for all job purchases.

Subcontractor invoices for work completed.

Rental Equipment invoices for all equipment used.

Vehicle Timesheet categorically listed for each vehicle utilized on the job, daily time used, and weekly total for all hours.

3. Contractor Responsibilities

3.1. Provide a dedicated account manager located within a reasonable service distance of

KUA's service territory who shall be readily available to administer the KUA contract on a day-to-day basis.

3.2. Have the facilities, capabilities, equipment and support staff to maintain regular and consistent services for the term of the contract.

3.3. Provide the contact information of service technician(s) or representative(s) who are experienced and qualified to provide services for any resulting account.

3.4. All transportation, handling, installation, testing, repair, and commissioning activities shall be performed in accordance with applicable manufacturer specifications, industry standards, and accepted utility industry practices.

3.5. Coordinate planned work schedules with KUA to minimize operational impacts and outages.

3.6. Contractor shall obtain written authorization from the designated KUA representative prior to commencing work unless emergency conditions require immediate response.

3.7. Notify KUA-Authorized User Department Representative of any hazardous conditions and/or damage to KUA property.

3.8. Complete work in a safe manner consistent with industry practice and all applicable laws, rules, and regulations. Work shall be consistent with OSHA rules and APPA Safety Manual 17th edition requirements.

Section 3, Page 3 of 12, Revised 3/10/2026

4. Supervision This contract may be under the direct supervision of KUA or its authorized representatives.

The Contractor shall have available at all times on the project one Superintendent (a competent individual who has been authorized to act in a supervisory capacity over all the work that is actually being performed). The individual who has been so authorized shall be experienced in the type of work being performed and is fully capable of managing, directing, and coordinating the work; of reading and thoroughly understanding the contract, and of receiving and carrying out directions from KUA. KUA reserves the right to remove any Contractor staff from the work for unprofessional or unsafe behavior. Contractor shall replace any staff removed for such behavior on the project at no additional cost to KUA.

5. Response Times

5.1. Response time to all NON-SCHEDULED BUSINESS HOUR REPAIR service work shall be within twenty-four (24) hours on-site after Contractor receives a request from KUA.

Emergency response requirements shall be governed by Section 5.2.

5.2. Response time to all EMERGENCY REPAIR service work shall be within four (4) hours after Contractor receives request from KUA. KUA will determine what constitutes an emergency. Note: The requirement to provide emergency repairs means that the Contractor must have a 24-hour point of contact (name and phone number) and the capability to respond to the site after contact is made.

5.3. Response time to NON-SCHEDULED HOLIDAY OR WEEKEND REPAIR service shall be within eight (8) hours on-site after Contractor receives request from KUA.

6. Product / Service Standards

6.1. Parts and Materials - All parts and materials supplied by Contractor for repair shall be new, first quality products meeting original equipment manufacturer (OEM) specifications.

6.2. Services - All services provided to KUA shall be performed in accordance with recognized industry standard and/or manufacturer standards for the products or services provided.

6.3. Inspection and Acceptance

6.3.1. No supplies and/or services received by KUA pursuant to the contract shall be deemed accepted until KUA has had reasonable opportunity to inspect the supplies and/or services.

6.3.2. All supplies and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected.

6.3.3. In addition, all supplies and/or services which are discovered to be defective or which do not conform to KUA requirements specified herein upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

6.3.4. KUA reserves the right to reject shipment or services at the Contractor's expense for full credit or replacement and to specify a reasonable date by which replacement must be received. KUA’s right to reject any unacceptable supplies and/or services shall not exclude any other legal, equitable or contractual remedies KUA may pursue.

7. Service Hours

7.1. KUA service work should be accomplished at the convenience of KUA. The service work hours/ delivery will be established with the awarded Contractor prior to contract commencement. Regular business working hours as follows:

Business Hours is work performed between 8:00 AM to 5:00 PM, Monday through

Section 3, Page 4 of 12, Revised 3/10/2026

Friday excluding KUA holidays.

After Hours Service is defined as work performed after 5:00 PM and before 8:00 AM Weekend and Holiday work is defined as being performed during Saturday, Sunday or during any KUA holiday.

7.2. After Hours and Emergency Service Rates/ Quotes Estimates

In the event the Contractor is required to perform non-scheduled work, man-hours paid shall be only for productive hours at the job site. Time spent for transportation and materials acquisition is considered overhead cost and shall be included in the hourly rate.

No minimum charge stipulation will be considered.

Contractor shall provide a written “not to exceed” estimate for repair services over $1,000.00 when work is required to remedy a problem outside the scope of the scheduled preventative maintenance. Estimate should include number of hours, material costs and completion date. Contractor shall respond to requests for estimates within two (2) days and provide written estimates within five (5) days of the original request.

8. Addition and Deletion of Items or Service Locations

8.1. KUA reserves the right to add, modify, or delete work locations, facilities, substations, projects, or services at any time during the term of the Contract without penalty. Billing for the deleted service location will end when services are terminated. Site additions and deletions shall be made by User Departments with written notification to Procurement Services. Prices charged for site additions will be the same cost basis as that used in formulating the original bid.

8.2. KUA reserves the right to conduct inspections of the Contractor’s work at unannounced times and at unannounced intervals for evaluation purposes.

II. MINIMUM QUALIFICATIONS

1. Mandatory Equipment Contractor shall provide safety equipment for their forces (including subcontractors) as required by OSHA and the APPA Safety Manual 17th edition for all work performed on KUA facilities.

Additionally, contractor shall maintain their own confined space equipment as required by OSHA including, but not limited to: air/oxygen testers, retrieval harnesses, air blowers, etc.

Contractor shall own and maintain all necessary items for working in underground vaults and manholes including, but not limited to: portable sump pumps, manhole cover lifts, etc.

Contractor may maintain an active rental equipment agreement in lieu of ownership;

however, the signed agreement and a notarized rental company letter guaranteeing 24-hour availability of equipment must be included with the proposal.

2. Mandatory Qualifications Contractors that do not possess the mandatory experience and capabilities that are noted in this section of the RFP and submit documentation satisfying these qualifications in their response to Tabs A, B, and C will not be considered qualified to provide reliable

Section 3, Page 5 of 12, Revised 3/10/2026 emergency electrical services and perform the basic intent of this contract; and will be disqualified.

69 or 230KV live station work completed within the last eight years. Live station work shall be defined as one full scale station rebuild/expansion or several minor projects completed inside the fence of an existing substation that is active and serving customers.

Has coordinated the relocation and dress out of power transformers. Power transformers are defined for this criteria to have voltage ratings of 69KV or higher.

Provides as-builts and redline record documents regularly.

Coordinates planned power outages for equipment installation with utility clients regularly.

Available to provide service within 4 hours when called for emergency work.

Available to provide service 24 hours a day, 365 days a year Staff have passed background checks and will meet KUA security requirements Firm is licensed in Florida for Electrical Contracting.

3. Contractor Personnel Requirements

3.1. Successful bidder(s) shall be licensed by the State of Florida as a certified Electrical Contractor The license should be applicable to the requirements and regulations under State Statute 489.537. (Please submit license with your bid).

3.2. The successful bidder(s) shall forward a copy of their renewed license to the Contract Administrator at least 30 days prior to the license expiration each year they hold the Contract. Failure to do so may terminate the contractual relation.

3.3. KUA reserves the right to review for approval or denial the proposed key personnel and/or teams for their qualifications, experience, expertise prior to any job and may, at its discretion, accept or reject proposed staff for a specific task. KUA also reserves the right the ability to request specific teams or individuals for specific tasks.

3.4. No one except authorized employees of the Contractor is allowed on the premises of KUA property to provide service. Contractor’s employees are not to be accompanied in their work area by acquaintances, family members or any other person unless said person is an authorized employee of the Contractor.

3.5. KUA may require that the Contractor remove from the job covered by this Contract any employee who endangers persons or property or whose continued employment under this Contract is inconsistent with the interest of KUA.

3.6. KUA will require background checks on all employees of the Contractor providing services to KUA. The KUA shall not incur the cost of this service.

4. Substation Construction Work Criteria Provide Substation Construction Project Experience for at least five major substations projects completed within the last twelve years. The information provided for the description of projects should demonstrate the contractor’s ability to provide typical substation construction for KUA.

4.1. Typical substation construction for KUA includes, but is not limited to, the following:

Section 3, Page 6 of 12, Revised 3/10/2026

4.1.1. Installation, removal, repair, replacement, and/or modification of bus structures and equipment rated up to 230KV, including:

Structural Steel – standard and lattice Insulators – porcelain and composite Aluminum Tubular Bus – 2”, 3”, & 4”; with terminations Cable Bus – ACSR and AAC; with terminations rated up to 230KV Lightning Arresters – MOV type CCVT’s Air Brake Switches –including operator installation and adjustment Grounding Switches –including operator installation and adjustment

4.1.2. Installation, removal, and/or replacement of low, medium, and control voltage class cable (up to 1000MCM) including:

Aluminum, Copper, and Fiber Handling, pulling/installing, testing, splicing, fireproofing, labeling, and terminating (with separable connectors/elbows, terminators, potheads, lugs, etc.) the aforementioned cables as per industry standards, industry practices, and/or factory specifications.

Insulation types include: XLPE, & EPR

4.1.3. Installation, repairs, replacement, and/or operation of electric utility substation equipment, including:

Open air AND indoor switches/switchgear rated up to 15kV of various switching configurations, sizes, styles and insulations (oil, air, SF6, vacuum/solid).

Power transformers and autotransformers rated up to 230kV/269MVA including all miscellaneous support and control systems (i.e. tap-changer, dissolved gas monitor, Buchholz relay, etc.…)

Capacitor Banks.

Battery Banks with associated charger, fused disconnects, and safety equipment.

Circuit Breakers - (oil, air, SF6, vacuum/solid) 15KV, 69KV, 115KV, and

230KV

4.1.4. Experience with the installation, repair, and replacement of grounding, distribution, and lightning protection systems. This shall include requirements for:

Station Grid Equipment Structure Fencing Raceway

AC / DC

Lightning Rods Separately derived systems Testing

Section 3, Page 7 of 12, Revised 3/10/2026

4.1.5. Installation, removal, repair, and/or supervision of underground and foundation work for the following:

Drilled Piers – Structural and Lattice Steel, Power Transformers, and Lightning

Masts Slab on Grade – Circuit breakers, Grounding Pads, Switch Pads, Transformer

Pads, Control House Pad, Enclosed Switchgear Pad, and Mobile Substation Pad

Manholes – Precast and Cast in Place Cable Trench – Pedestrian and Vehicle crossing rated.

Duct bank – Concrete Encased

A general understanding of and familiarity with electric utility relay principles, practices, and operations. Including but not limited to: control cable installation and termination between substation equipment and mimic bus control panels, installation of monitoring equipment (CT’s and PT’s), and experience with SCHWEITZER manufactured Relays.

4.1.6. Associated miscellaneous electrical work that would require a licensed electrical contractor (State of Florida). Including but not limited to:

Lighting Pumps/Motors

HVAC

Receptacles Heaters Panelboards Raceway/Conduit with miscellaneous connections Security

A general understanding of and familiarity with electric utility substation principles, practices, and operations.

III. RFP EVALUATION / SELECTION CRITERIA

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified.

1. Table of Contents:

This will follow the cover letter. Include a clear identification of the material by section and page number.

1.1. TAB “A” – Management and Personnel Qualifications – TAB “A”

This section shall contain the following:

1. Letter of Transmittal Provide a letter of transmittal, no longer than two (2) pages, signed by an authorized representative of the proposer, including a brief description of your firm’s location, organization structure, and philosophy.

2. Individuals and Qualifications Identify and include qualifications of specific individuals to be assigned to the project (include names, contact information, and resumes) and specify which services the individuals will provide to this project.

Section 3, Page 8 of 12, Revised 3/10/2026

Include all of the following:

The resume of the office manager who would service this contract.

The resume(s) of superintendent level employees.

The resume of at least one master welder (include source of training, date of original training, refresher dates, national recognized certifications, etc.).

3. Litigation Please list any past and/or pending litigation or disputes relating to the work described herein that your firm has been involved in within the last five (5) years. The list shall include each project name and the nature of the litigation.

4. Financial Information Provide an official letter from the proposer’s financial institution detailing the financial status of the proposer. The letter shall include a contact name, address, phone number, and fax number.

5. Insurance Certificates Provide copies of your current liability and workers’ compensation Certificates of Insurance. The successful proposer will be required to provide Certificate(s) of Insurance evidencing coverage.

1.2. TAB “B” – Relevant Experience of Firm – TAB “B”

This section shall contain the following:

To demonstrate experience and success in conducting similar work, the proposer shall provide a minimum of four (4) references of similar size projects in similar circumstances with appropriate reference information, concentrating only on those projects completed within the completed within the last eight (8) years or currently underway by the proposer’s firm, as follows:

1. Client name, address, phone, fax number and email address;

2. Description of all services provided;

3. Performance period; and,

4. Total annual amount of contract.

Describe any significant or unique awards received or accomplishments made in previous, similar projects.

Provide company safety information for the following:

• loss time per year (last 8 years)

• mod rate as reported to state insurance agencies

• accident injury rate for regular full-time employees (last 3 years)

• number of accidents that resulted in death or permanent disability (last 8 years)

Provide the following as attachments:

• A list of projects completed in the last eight years

• A list of owned branch office equipment

• A list of owned company equipment

Section 3, Page 9 of 12, Revised 3/10/2026

Points will be awarded based on the following criteria:

Substation Construction Work Criteria Points Awarded1

230KV LIVE STATION WORK2 COMPLETED WITHIN THE

LAST EIGHT YEARS

REQUIRED3

HAS COORDINATED THE RELOCATION OF POWER

TRANSFORMERS4

REQUIRED

PROVIDES RECORD DOCUMENTS REGULARLY REQUIRED

COORDINATES OUTAGES WITH CLIENTS REGULARLY REQUIRED

AVAILABLE TO PROVIDE SERVICE WITHIN 24 HOURS REQUIRED

NO OUTAGES OCCURRED ON A LIVE STATION PROJECT

DURING CONSTRUCTION ACTIVITIES5

DEMONSTRATED FAMILIARITY WITH KUA ELECTRICAL

SUBSTATIONS

SUBSTATION REFERENCE FEEDBACK 5

COMPLEXITY OF WORK COMPLETED WITHIN THE LAST

FIVE YEARS

TOTAL POINTS POSSIBLE 25

1 Partial points will be assigned at the discretion of the review board. Only reported information will be considered.

2 Live station work shall be defined as one full scale station rebuild/expansion or several minor projects completed inside the fence of an existing substation that is active and serving customers.

3 Required criteria must have been satisfied on at least one project and detailed on a Substation Experience Form.

4 Power transformers are defined for this criteria to have voltage ratings of 69KV or higher.

5 Points may still be assigned if outages occurred and were not a direct result of construction activities. Reference opinion will be used for determination.

Section 3, Page 10 of 12, Revised 3/10/2026

1.3. TAB “C” – Approach to Delivery of Services – TAB “C”

This section shall contain the following:

1.3.1. State your firm’s technical approach to the project and the interpretation of the scope of services required.

1.3.2. Define the adequacy of resources, including personnel, labor, equipment and supply resources, and other requirements to provide the requested services.

1.3.3. Provide a clear statement of the specific services and tasks to be performed.

Include information concerning each task and staff committed to accomplish each task.

1.3.4. Provide an implementation schedule for proposed services including any management and planning strategies.

1.3.5. Provide information regarding any proposed innovative concepts that may enhance the value and quality of the services to be performed.

Address all of the following in your response to 1-5 above:

A statement that the Firm will be able for service 24 hours a day, 365 days a year.

List the guaranteed response time (working staff on site with standard equipment) for emergency work required by KUA. (Mandatory requirement is within 4 hours.)

A statement that staff have passed basic background checks and will meet KUA security requirements.

A statement that the Firm has relocated and dressed substation power transformers, and provide a list of projects documenting such.

A statement that the Firm has coordinated electrical outages for equipment installation with utility clients, and provide a list of projects documenting such.

A statement that the Firm has provided as-built and redlined record documents for completed projects, and provide a list of projects documenting such.

1.4. TAB “D” – Price for the Scope of Services Requested – TAB “D” This section shall contain the follow

1.4.1. The Price for the Scope of Services Requested shall be completed and included in Tab D. an authorized signatory must sign attesting to knowledge of scope of services, committing to the prices as offered, and acceptance of the terms and conditions. The ability of the successful proposer to maintain a sense of fiscal responsibility shall be favorably considered in the evaluation of proposals.

The price for each item is a "firm-fixed" price, and inclusive of all labor, supervision, overhead, profit, materials, supplies, equipment, tools, mobilization/demobilization/ travel, transportation, handling, fuel, power, assessments, fees, tariffs, and taxes etc.

Prices will be firm for the first year of the agreement, with pricing updates considered and negotiated for subsequent years.

Additional line items for specific types of work, material unit prices, pay classifications, or material price adjustment factors may be added as a negotiated addendum to this contract after agreement of both parties. All contractors awarded contracts under this RFP will be given the same opportunity to provide additional pricing and negotiate a contract addendum if such additional pricing is desired by

KUA.

Section 3, Page 11 of 12, Revised 3/10/2026

It is MANDATORY to provide pricing for all items included in the Mandatory Pricing Tab. Pricing for Items O-B1 through O-B8 and O-F1 through O-F8 included in the Optional Pricing Tab is optional and will not be considered as part of the award evaluation.

Items O-B1 through O-B8 (Control/Communications/Instrumentation Engineer) are only applicable to staff who hold a degree from an ABET accredited engineering program (not Engineering Technology) or who are licensed as a Professional Engineer in Florida. It is anticipated that most Contractors will not employ staff with this accreditation.

1.4.2. PRICE RELATED FACTORS

The price set for each item is a "firm-fixed" price, and inclusive of all labor, supervision, overhead, profit, materials, supplies, equipment, tools, transportation, handling, fuel, power, assessments, fees, and taxes etc, unless any of these factors are listed below as a separate line item.

SUBSTATION CONSTRUCTION

PRICING SUB-CRITERIA POINTS AWARDED

MATERIAL 10

LABOR 25

RENTAL EQUIPMENT 5

SUBCONTRACTOR WORK 5

DISPOSAL 1

EQUIPMENT 4

TOTAL POINTS POSSIBLE 50

1.4.3. Price Evaluation:

Average of individual five-year pricing for each line item will be used for evaluation.

The total amount for each sub-criteria will be used for evaluation. Lowest total price will receive full sub-criteria points. Higher evaluated prices will receive a percentage of the available pricing points based on a percentage difference compared to the low price. NOTE: Quantities are listed to create an equal evaluation standard between proposals and will be used for pricing evaluation purposes only.

1.4.4. Future year additional pricing adjustment

Proposal pricing includes future pricing escalation by requiring pricing for each year of the contract. Unusual or extraordinary pricing fluctuations outside of the standard escalation may be considered by KUA for future contract amendment modification to contract pricing. During any such negotiations documented justification will be required as a basis of negotiations.

Additional Requirements

Section 3, Page 12 of 12, Revised 3/10/2026

Attachments All attachments required by this Request for Proposal shall be fully executed by the proposer.

Failure to do so may result in disqualification.

Page Limitations Proposal packages are not subject to a page limitation. Proposals shall be submitted electronically through VendorLink and use a font no less than twelve (12) point.

Evaluation Point Values

Evaluation Criteria

Category Points

A. Firm Qualifications and Experience 20

B. Similar Projects 20

C. Project Approach 10

D. Price Proposal / Fee Schedule 50

F. Additional Information 0

Total Points 100

Revised Tab D