RFP 039-11-26 Underground Cable Testing Services.pdf

REQUEST FOR PROPOSAL

UNDERGROUND CABLE TESTING SERVICES

BTU Purchasing Department 2611 N Earl Rudder Fwy

Bryan TX 77803 purchasing@bryantx.gov

Date Issued: August 26, 2026

RFP #039-11-26

ELECTRONIC or SEALED PROPOSALS TO BE SUBMITTED BY:

2:00 PM CST, Thursday, September 24, 2026

ACKNOWLEDGEMENT SAME DAY AND TIME VIA ZOOM:

https://us02web.zoom.us/j/83677175807?pwd=rg22KxucQIub7Hbw4gG9ih8GOsAub6.1

Meeting ID: 836 7717 5807 Passcode: 684956 Dial In: 1-346-248-7799

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Table of Contents

INTRODUCTION

TENTATIVE SCHEDULE

CONTRACT TERMS

DISCLOSURES

DEFINITIONS, TERMS & CONDITIONS

SCOPE OF WORK

SPECIAL PROVISIONS

FORMAT REQUIREMENT

EVALUATION FACTORS

CERTIFICATON OF PROPOSAL

SAMPLE BTU’S STANDARD CONTRACT

EXHIBIT C - INSURANCE REQUIREMENTS

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INTENT

Bryan Texas Utilities (BTU) is seeking Proposal(s) from qualified Offerors to provide testing services for 15kV underground cable. Cable testing will allow BTU to better determine which cables need repair or replacements so that capital spending can be managed more efficiently.

It is the intent of BTU to select a single Offeror to accomplish services outlined in this Request for Proposal.

PROPOSALS

In order to ensure a fair and objective RFP process and evaluation, all questions and inquiries related to this Request for Proposal shall be addressed in writing via the Brazos Valley Online Bidding System (http://brazosbid.ionwave.net/) to the individual identified above. The deadline for written questions and inquiries is September 16, 2026 at 2:00 PM. Contact with any BTU employee or official is prohibited without prior written consent from the Purchasing Department or designee. Offerors contacting any other employee(s) or official(s) without prior written consent risk elimination of their proposal from further consideration.

Electronic proposals must be received by 2:00 PM CST, Thursday, September 24, 2026. You may upload one (1) electronic proposal response in the format prescribed herein to the City’s procurement website at https://brazosbid.ionwave.net/. The electronic submission must include all required elements of the RFP, such as pricing, required forms, and supporting documentation. Please note: The City of Bryan is not responsible for high internet traffic or technical issues at or near the submission deadline. Respondents who submit during peak traffic times assume the risk that their response may not be received by the due date and/or time.

Alternatively, if you choose to submit a hard copy, one (1) original unbound proposal response must be returned in a sealed envelope clearly bearing the name and address of the respondent. Sealed proposal responses will be accepted until 2:00 PM CST, Thursday, September 24, 2026, and shall be delivered to the location noted below:

Bryan Texas Utilities - Purchasing Department

RFP #039-11-26

Attn: Catherine Benavides 2611 N Earl Rudder Fwy

Bryan, TX 77803

Responses will be acknowledged and read aloud same date and time via zoom (see page1).

The RFP is on file and may be examined at the Purchasing Department Office at 2611 N Earl Rudder Fwy, Bryan, Texas and may be obtained by prospective bidders by calling

(979) 209-5500; also available online at https://brazosbid.ionwave.net.

INTRODUCTION

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BTU believes that the data contained in this RFP is sufficient for the preparation of a full response. Requests for additional information will be considered depending on the RFP time frame and the availability of the requested information. Such information will be submitted to all known Offerors simultaneously.

TENTATIVE SCHEDULE OF IMPORTANT DATES

Release and Distribute RFP to Offerors Wednesday, August 26, 2026

Deadline for Questions and Inquiries Wednesday, September 16, 2026 at 2:00 PM CST RFP Submission Deadline and Public Acknowledgement Thursday, September 24, 2026 at 2:00 PM CST

Proposal Evaluations September 24 – October 23, 2026

Contract Negotiations October – December 2026

Earliest Board Approval January 2027

Initiation of Project/Start Date March 2027

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Term of Contract This contract shall become effective from date of acceptance and approval by BTU. It shall remain in full force and effect with firm fixed prices for a period of twelve (12) months.

Extension of Contract Upon completion of the term of the original contract and upon the mutual agreement of both parties, the original contract may be renewed for up to four (4) additional one (1) year periods [five (5) years total]. Contracts are extended upon mutual agreement of both Service Provider and BTU. The renewal will be under the same terms and conditions as the original contract.

In the event a new contract cannot be executed at the anniversary date of the original term or any renewal term, the contract may be renewed month-to-month until a new contract is executed.

CONTRACT TERMS

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DISCLOSURE REQUIREMENTS

Chapter 176 of the Texas Local Government Code mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the Bryan Texas Utilities, including affiliations and business and financial relationships such persons may have with BTU officers. An explanation of the requirements of Chapter 176, applicable forms and a complete text of the new law are available at:

https://bryantx.gov/purchasing-services. If you are unable to obtain such information online, please contact BTU Purchasing at (979) 821-5860 or email to:

BTUPurchasing@btutilities.com for further assistance regarding Chapter 176.

BY DOING BUSINESS OR SEEKING TO DO BUSINESS WITH BRYAN TEXAS

UTILITIES, YOU ACKNOWLEDGE THAT YOU HAVE BEEN NOTIFIED OF THE

REQUIREMENTS OF CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE

AND THAT YOU ARE SOLELY RESPONSIBLE FOR COMPLYING WITH THEM.

DISCLOSURE OF INTERESTED PARTIES

Section 2252.908 of the Government Code states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. The process as implemented by the Texas Ethics Commission is as follows:

1. A business entity must use the application to enter the required information on Form 1295 and print a copy of the form and a separate certification of filing that will contain a unique certification number.

2. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 and certification of filing must be filed with the city “at the time the business entity submits the signed contract” to the city.

3. The city must notify the Commission, using the Commission’s filing application, of the receipt of the filed Form 1295 and certification of filing not later than the 30th day after the date the contract binds all parties to the contract.

For more information regarding how to file Form 1295, please click on the following link:

https://www.ethics.state.tx.us/filinginfo/1295/.

DISCLOSURES

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Definitions

In order to simplify the language throughout this request for proposals, the following definitions shall apply:

BTU – Bryan Texas Utilities

BTU BOARD or BOARD – The officials appointed to the Bryan Texas Utilities Board who have been given the authority to exercise such powers and jurisdiction of BTU business as conferred by the City of Bryan’s Charter and Code of Ordinances.

BTU PROJECT MANAGER: BTU’s Manager or duly authorized assistants, employees, or agents, including any inspectors or others designated by BTU’s Project Manager.

CITY – Same as City of Bryan

CONTRACT- An agreement between the BTU and a Vendor to furnish products over a designated period of time during which repeated purchases are made of the commodities specified.

CONTRACT DOCUMENTS – The advertisement, Instructions to Respondents, the Proposal, Special Provisions, Technical Specifications and the proposed Contract Documents (including all Addenda issued prior to the receipt of Proposals).

RESPONDENT/OFFEROR/PROPOSER – Organization submitting a response to this

RFP.

SUBCONTRACTOR – Any contractor hired by the Contractor or Supplier to furnish materials and services specified in this request for proposal.

SERVICE PROVIDER- The successful Respondent of this RFP request

RFP- Request for Proposals

Instructions The following instructions apply to all proposals and become a part of the terms and conditions of any proposal submitted, unless Respondent takes exception in writing when submitting proposal.

Form Proposal must be submitted on this form only, in single copy, unless otherwise stated. All proposals submitted must be itemized with prices extended when practical.

RESPONDENT MUST RETURN ALL RESPONSIVE PROPOSAL DOCUMENTS WITH

PROPOSAL.

DEFINITIONS, TERMS & CONDITIONS

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Proposal Return Proposal must be received by designated date and time in the designated format prescribed herein.

Authorized Signature Proposals must show full firm name and mailing address of Respondent and signed by an authorized sales or quotation representative of the Respondent. Service Provider name and authorized signature should appear on each page of proposal where spaces are provided. Submission of a signed proposal will be interpreted to mean that Respondent has hereby agreed to all terms and conditions set forth in all of the sheets which make up this invitation.

Late Proposals Proposals must be received at the location indicated in the bidding documents and received prior to the time indicated on this form. Late proposals will not be opened and will be returned to the Respondent upon written request.

Withdrawal-Alteration of Proposals Proposals cannot be altered after receiving time or opening time. No proposal may be withdrawn after opening time without acceptable reason in writing and with the approval of Bryan Texas Utilities

Firm Prices Proposal prices must be firm for a minimum of 90 days from the date of proposal opening.

Cash Discounts Respondents may quote additional cash discount terms in the Cash Discount Column. If no discount is shown, prices are to be assumed net. Discount period to be started from the date of completion of entire order or date of receipt of invoice, whichever occurs last regardless of date of invoice.

Taxes The City of Bryan and BTU are exempt from Federal Excise, State Sales and Transportation Taxes. TAX MUST NOT BE INCLUDED IN PROPOSAL. Upon request BTU will execute Tax Exemption Certificates. The City of Bryan is statutorily exempt from State and Local Sales tax and a permit number is not required.

Quantities BTU has the right to adjust line-item quantities up and down without incurring any penalty from the vendor.

Error-Quantity Proposals must be submitted on units of quantity specified. In the event of errors in extended prices, the unit price shall govern. Any suggested quantity to secure better prices is welcomed. When discrepancies occur between words and figures, the words shall govern.

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Delivery When applicable, Proposals must show the number of consecutive calendar days required to deliver the materials, services or equipment under normal conditions. Failure to specify delivery time will be considered reason enough to cause the proposal to be disregarded. Delivery time quoted will be given consideration in awarding orders. If delivery is not made within ten (10) days after number of days specified on proposal, entire order may be canceled and Respondent’s name removed from mailing list. On time delivery of all materials and or services specified herein is of essence and will be a consideration in proposal award. Should the Successful Respondent neglect, refuse, or fail to complete delivery of the material and or services within the times stated in the proposal, then, in that event, BTU shall have the right to obtain material from alternate sources and the original Respondent shall be liable for any differences in cost incurred by BTU from the original proposal price.

All deliveries are to be made to BTU Engineering located at 2205 fountain Ave #100, unless otherwise specified in the Proposal Request or Purchase Order. Deliveries will be accepted only during normal working hours on normal working days. Unless otherwise indicated, items received must be new and in first-class condition. Types of materials normally packaged for protection and convenience in storage shall be in the proper containers.

F.O.B.- Damage Proposals will not be considered unless proposal F.O.B. delivered Bryan, Texas. If shipping costs are not included in the unit proposal price, respondent must give exact delivery cost, which is to be prepaid or added to the invoice. Bryan Texas Utilities assumes no liability of goods delivered in a damaged or unacceptable condition.

Lump Sum Proposals Lump sum proposals will be considered only if unit prices are quoted also. However, the totals of such quoted unit prices and the lump sum proposals will not be considered if the price quoted also involves prices of commodities requested on an entirely separate proposal request.

All-Or-None Proposals All-or-none proposals will be considered only if respondent quoted prices on all items requested. If a respondent desires the City to consider an all-or-none proposal, it must be stated on the deviations page. All-or-none proposals will not be considered if prices quoted involved prices of items and services requested on an entirely separate proposal request.

Best Value All respondents are hereby notified that BTU shall consider all factors it believes to be relevant in selecting the offer that provides the best value, including, but not limited to the purchase price, the proximity of the respondent as it relates to his ability to perform the contract for BTU, the delivery date, the reputation of the respondent and the respondent’s goods or services, the quality of the respondent’s goods or services, and the respondent’s past performance under contracts with BTU or the City, the respondent’s compliance with City ordinances.

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No Exclusion or Particular Vendor or Manufacturer BTU is committed to obtaining its goods, products and services at the lowest price possible which benefits all the citizens of Bryan. Therefore, in order to accomplish this objective/goal, it is not the intention of BTU neither to exclude particular vendors or manufacturers. Names, trade names, brand names, catalog numbers, technical data, etc. used in the specifications are there for the sole purpose of establishing and describing general performance, quality levels, type and dimensions and such references are not intended to be restrictive. Alternate proposals on similar or comparable products and services of any manufacturer or vendor equal to the products and services described in the specifications are invited and will be given careful consideration provided the alternate product will accomplish the same task. BTU shall be the sole judge on whether the alternate product and service is similar to, equal to and in compliance with that specified.

The decision of BTU shall be final.

“In literal compliance” in reference to standards and specifications shall mean meeting or exceeding of all or nearly all of the said standards and specifications. If BTU determines the standards and specifications are in literal compliance where not all standards and specifications have been met or exceeded, BTU must base such a determination on its finding that any standards and specifications which have not been met or exceeded do not render the respondent product any less usable for the purpose for which it is intended.

Right to Reject Proposals Bryan Texas Utilities reserves the right to accept or reject any or all proposals, to waive any informalities and technicalities, to accept the offer considered most advantageous in order to obtain the best value for Bryan Texas Utilities. Causes for rejection of a proposal may include, but shall not be limited to, the respondent’s current violation of any City ordinance, the respondent’s current inability to satisfactorily perform the work or service, or the respondent’s previous failure to properly and timely perform its obligations under a contract with BTU or the City. Respondents may be disqualified and rejection of proposals may be recommended for any (but not limited to) of the following causes: 1) Failure to use the proposal form furnished by BTU; 2) Lack of signature by an authorized representative on the proposal form; 3) Failure to properly complete the proposal; 4) Evidence of collusion among respondents; 5) Omission of uncertified personal or company check as a proposal guarantee (if Proposal Bond required); or 6) Unauthorized alteration of bid form. BTU reserves the right to waive any minor informality or irregularity.

Award of Contract The proposal award may be based on, but not necessarily limited to, the following factors:

a. The purchase price, including payment discount terms;

b. The reputation of the respondent and of the respondent’s goods or services;

c. The quality of the respondent’s goods or services;

d. The extent to which the goods or services meet BTU’s needs;

e. The respondent’s past relationship with BTU;

f. The total long-term cost to BTU to acquire the respondent’s goods or services; and

g. Any relevant criteria specifically listed in this request for proposal.

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The City prefers to award the entire contract to a single Service Provider; although, the City reserves the right to award multiple contracts to secure the best value for BTU.

Term of Contract This contract shall become effective from date of acceptance and approval by BTU. It shall remain in full force and effect with firm fixed bid prices for a period of twelve (12) months.

Extension of Contract Upon completion of the term of the original contract and upon the mutual agreement of both parties, the original contract may be renewed for up to four (4) additional one (1) year periods [five (5) years total]. Contracts are extended upon mutual agreement of both Service Provider and BTU. The renewal will be under the same terms and conditions as the original contract.

In the event a new contract cannot be executed at the anniversary date of the original term or any renewal term, the contract may be renewed month-to-month until a new contract is executed.

Escalation/De-Escalation Clause

Annual Price Adjustment On each anniversary of the Effective Date (the "Adjustment Date"), the [Rent/Fees/Service Price] shall be increased by a percentage equal to the lesser of:

1. Three percent (3.0%); or

2. The percentage increase, if any, in the Consumer Price Index for All Urban

Consumers (CPI-U), U.S. City Average, Not Seasonally Adjusted (All Items), as published by the Bureau of Labor Statistics.

Calculation Method The CPI percentage increase shall be calculated by comparing the "Base Index" to the "Current Index."

• Base Index: The CPI index value published for the month that is two (2) months prior to the [start of the current contract year].

• Current Index: The CPI index value published for the month that is two (2) months prior to the upcoming Adjustment Date.

Formula If the CPI Change is negative (deflation), the price shall remain unchanged for that period.

Assignment of Contract This contract cannot be transferred or assigned to another party without written consent of BTU’s Purchasing Agent and may be subject to cancellation if such consent is requested.

Contract Termination BTU may terminate this Contract at any time upon thirty (30) calendar days written notice. Upon the Vendor’s receipt of such notice, the Vendor shall cease work immediately. The Vendor shall be compensated for the services satisfactorily performed

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If, through any cause, the Vendor fails to fulfill its obligations under this Contract, or if the Vendor violates any of the agreements of this Contract, BTU has the right to terminate this Contract by giving the Vendor five (5) calendar days written notice. The Vendor will be compensated for the services satisfactorily performed before the termination date.

Termination of the contract for cause shall be deemed as sufficient evidence and cause to remove the Vendor’s name from the respondent’s list for receiving future proposals.

No term or provision of this Contract shall be construed to relieve the Vendor of liability to BTU for damages sustained because of any breach of contract by the Vendor. BTU may withhold payments to the Vendor for the purpose of setoff until the exact amount of damages due to BTU from the Vendor is determined and paid.

Payment of Invoices Invoices must be submitted by the successful respondent in duplicate to Bryan Texas Utilities, Fiscal Services, PO Box 1000, Bryan, Texas 77805, or ap@btutilities.com.

The determination of quantities of work acceptably completed under the terms of the contract, or as directed by the Project Manager in writing, will be made by the Project Manager.

The payment of any current or partial estimate prior to final acceptance of the work by the Owner shall in no way constitute an acknowledgment of the acceptance of the work, nor in any way prejudice or affect the obligation of the Service Provider to repair, correct, or replace, at his own expense, any defects, imperfections, or damages resulting from defects or imperfections in the construction. The Project Manager shall be the sole judge of such defects, imperfections, or damage.

Any item of work not covered in the proposal will not be paid for directly, but shall be considered as subsidiary to a regular proposal item.

Retainage As security for the faithful and satisfactory completion of the work by the Service Provider, BTU may retain five percent (5%) of the total dollar amount of work completed on all contracts until acceptance by BTU.

Neither the final payment nor any part of the retained percentage shall become due until the SERVICE PROVIDER, if required, shall deliver to BTU a complete release of all liens arising out of this Contract, or receipt in full in lieu thereof and, if required in either case, an affidavit that so far as he has knowledge or information the releases and receipts include all the labor and material for which a lien could be filed; but the SERVICE PROVIDER may, if any subcontractor refuses to furnish a release or receipt in full, furnish a bond satisfactory to BTU, to indemnify BTU against any lien. If any lien remains unsatisfied after all payments are made, the SERVICE PROVIDER shall refund to BTU all moneys that the latter may be compelled to pay in discharging such a lien, including all costs and a reasonable attorney’s fees.

Final Acceptance Whenever the improvement provided for by the contract shall have been completely

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Final Payment Whenever the improvements provided for by the contract shall have been completely performed on the part of the Service Provider as evidenced by the Project Manager in the Letter of Acceptance, a final estimate showing the value of the work will be prepared by the Project Manager. All prior estimates upon which payments have been made are subject to necessary corrections or revisions in the final payment. The amount of this final estimate less any sums previously paid under the provisions of the contract, will be paid the Service Provider within thirty (30) days after final acceptance provided the Service Provider has furnished the Owner satisfactory evidence that all sum of money due for any labor, materials, apparatus, fixtures, or machinery furnished for and used in the prosecution of the work, or that the person or persons to whom the same may respectively be due have consented to such final payment. The acceptance by the Service Provider of the last payment as aforesaid shall operate as and shall release the Owner from all claims and liabilities under the contract or for any act or neglect of said Owner relating to or connected with the contract.

Guarantee of Work The Service Provider shall guarantee the work against defective materials and workmanship for a period of one (1) year from the date of a letter of final acceptance by the Owner. Should defective workmanship occur, the Service Provider shall have seven

(7) working days, after written notice of same is given to him by the Owner, to make any and all repairs at his own expense. If the Service Provider fails to correct the defect within the seven (7) working days, the Owner may make the necessary repairs and charge the Service Provider with the actual cost of all labor, materials and equipment time required.

Liability The successful respondent shall be liable for all damages incurred while in the performance of services pursuant to this request.

Patents, Franchises, etc.

The successful respondent agrees to indemnify Bryan Texas Utilities from any claim involving patent right infringements, copyrights or sales franchises.

No Proposals If respondent is unable to quote, the respondent may go to brazosbid.iownave.net and choose “action” no bid.

Addenda In the event of a needed change in the published proposal documents, it is understood that all the foregoing terms and conditions and all performance requirements will apply to any published addendum.

All published addenda shall be signed and included with the response package as acknowledgement of the addendum. Respondents are responsible for obtaining all

RFP 039-11-26 Underground Cable Testing Services Page 13 of 31 published addenda from by downloading these documents at https://brazosbid.ionwave.net RFP#024-06-25. BTU assumes no responsibility for the Respondents failure to obtain or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. BTU’s decision to accept or reject any particular proposal due to a failure to acknowledge and submit addenda shall be final.

Fiscal Funding BTU operates and is funded on a fiscal year basis; accordingly, BTU reserves the right to terminate, without liability, any contract for which funding is not available. Renewal of contract will be in accordance with Local Government Code 271.903 concerning non-appropriation of funds for multi-year contracts. BTU reserves the right to rescind the contract at the end of each fiscal year if it is determined that there are insufficient funds to extend the contract.

Court Jurisdiction BTU and the successful Vendor agree that the contract awarded from this Request for Proposal shall be governed by the laws of the State of Texas. The parties agree that performance and all matters related thereto shall be in a state court of competent jurisdiction in Brazos County, Texas and further that neither party will seek to remove such litigation to the federal court system by application of conflict of laws or any other removal process to any Federal Court or court not in Texas.

Indemnification Service Provider shall defend, indemnify and save harmless BTU and all its officers, agents, and employees from suits, actions, or claims brought for or on account of any injuries or damages received or sustained by any person or persons or property to the extent caused by the Service Provider’s negligent performance of the services, or by or on account of claims or amounts recovered under the Worker’s Compensation Law or other law, ordinance, order or decree, and his sureties shall be held until such suit or suits, action or actions, claim or claims for injury or damages as aforesaid shall have been settled and satisfactory evidence to the effect furnished to BTU. Service Provider shall defend, indemnify and save harmless BTU, its officers, agents and employees in accordance with this indemnification clause regardless of whether the injury or damage is caused in part by BTU, its officers, agents or employees, however such indemnification shall extend only to that portion of the damage caused by Service Provider’s negligence.

Insurance Service Provider agrees to have and maintain the policies set forth in the Exhibit C. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by the City. A lapse in any required coverage shall be a breach of this Contract.

Independent Service Provider Service Provider acknowledges that Service Provider is independent Service Provider and not an agent or employee of BTU. The Service Provider and its employees are not the agents, servants, or employees of BTU. As an independent Service Provider, the

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Service Provider shall be responsible for the services contemplated under this Contract.

Except for materials furnished by BTU, the Service Provider shall supply all materials, equipment, and labor required for the services to be provided under this Contract. The Service Provider shall have ultimate control over the execution of the services. The Service Provider shall have the sole obligation to employ, direct, control, supervise, manage, discharge, and compensate all of its employees or subcontractors, and BTU shall have no control of or supervision over the employees of the Service Provider or any of the Service Provider’s subcontractors.

Texas Prompt Payment Act Service Provider shall comply with The Texas Prompt Payment Act which requires the Service Provider to pay their subcontractors within ten (10) calendar days after they receive payment from BTU.

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Background Bryan Texas Utilities (BTU) is soliciting proposals from qualified firms to provide non-destructive underground cable testing services.

BTU’s electric customer base consists of approximately 77,000 active accounts spread across approximately 650 square miles of the Texas counties of Brazos, Burleson, and Robertson.

SCOPE OF WORK

EXHIBIT A

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BTU’s electric system consists of both urban and rural distribution system areas. BTU currently owns and operates twenty-one (21) distribution substations. BTU has 104 distribution circuits which consist of approximately 650 miles of underground distribution primary lines. The majority of 15kV underground primary cable is Aluminum XLPE or TR-XLPE. Cable sizes range from #2AWG to #1000MCM.

Project Details Bryan Texas Utilities (BTU) is soliciting proposals from qualified firms to perform diagnostic testing of 15kV XLPE and TR-XLPE underground cable.

Non-destructive diagnostic cable testing will help BTU determine when cable circuits should be repaired or replaced as part of an overall cable asset management plan.

Diagnostic testing should assess the health of cable systems and determine the likelihood that a specific section of cable will experience failures by determining the types and locations of localized defects within the circuit.

Various cable system diagnostic testing technologies exist, so responses to this RFP should address the following items:

A. Describe Proposed Technology and Testing Methodology

It is understood that the best testing methodology may include a combination of diagnostic techniques. Responses should address all of the proposed testing methods. Vendors may submit joint proposals, but the intent is to initiate a contract with a single responsible Firm.

1. Describe in detail the proposed diagnostic cable testing technology, including whether technology is recognized by IEEE. Describe the cable system characteristics that will be assessed and the assessment methods, including whether this assessment can be performed during normal operation or if the cable must be isolated from the network. Describe the key benefits as well as any perceived limitations. Provide a detailed comparison of the chosen method (including pros, cons, limitations, etc.) to other known testing methods or techniques. Include recommendations for how circuits should be selected for diagnostic testing.

2. Describe step by step testing process, including material and services that must be provided or performed by BTU personnel. Address how single-phase, three-phase, looped, radial, risers, transformers, or other circuit characteristics are managed/impacted by testing methodology. Describe any additional testing, inspection or analysis of cable system (risers, splices, terminations, etc.) that will be performed as part of the testing process. Include description of any field mitigation services. Include list of demographic information that will be captured/collected as part of the standard testing procedures.

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3. Describe expected results of diagnostic testing, proposed analysis of results, and conclusions that can be drawn based on these results. Describe any warranties or guaranties offered by the Firm.

4. Provide at least two recent (within past 2 years) case studies where the proposed technology/testing methodology was used. Studies should describe actual diagnostic testing and provide summarized results. Provide information about follow-up testing or validation of conclusions if available.

B. Pricing Proposal

Provide proposal for testing 150 single phase loop-fed cables, and 20 three-phase radial circuits (3 individual cables) using the proposed testing methodology. Assume all on-site testing for single-phase cables will be performed M-F, 7:00AM to 3:00PM.

Assume all on-site testing for three-phase circuits will be performed after-hours or on weekends.

1. Provide a detailed description of how project will be implemented.

2. Based on the proposed technology or testing methodology, estimate the number of days or weeks required to complete the testing.

3. Describe all major project assumptions, such as the time required for cable switching/isolation, time to set-up equipment, and time required for each diagnostic test.

4. Describe all resources (manpower, equipment, material, etc.), both Firm resources and BTU resources, required for the project.

5. Describe project deliverables such as reports, charts, graphs etc. to be provided based on results and analysis of diagnostic testing. Include timeline for submission of reports or other deliverables.

6. Provide pricing proposal for project. Unit pricing shall be provided on a per circuit, per foot of cable, per hour, per day, etc. basis. Include an estimated total cost for testing and analyzing all 210 cables. Include the overtime rate for weekend/after-hours testing.

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Selection Process A selection committee comprised of BTU Personnel and any other persons that maybe designated shall review all proposals and evaluate them based upon the criteria identified herein.

Oral Presentations After all proposals have been evaluated, the selection committee may require representatives of one or more of the Offerors to appear and make presentations to the selection committee for the purpose of making a final evaluation and recommendation for contract award. However, BTU, may in its sole discretion, award a contract without presentations, based solely on information supplied in the proposal responses.

Right to Terminate Negotiations Either party may terminate negotiations at any time and for any reason by providing written notice to the other party. Furthermore, if a definitive agreement is not executed by January 24, 2027, these negotiations shall automatically terminate. Upon termination under this section, neither party shall have any further obligation, liability, or duty to the other, except that each party shall promptly return or destroy all confidential information received from the other party.

News Releases/Publicity News releases, publicity releases, or advertisements relating to this engagement or the tasks or projects associated with this engagement shall not be made without written and prior BTU approval.

SPECIAL PROVISIONS

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The following instructions describe the form in which proposals must be submitted.

Responses to the following items will be used for proposal evaluation. Proposals which do not contain responses to each of the requirement items will be considered incomplete and may be rejected by BTU.

Proposal documents should provide a straightforward, concise description of the Offeror’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information request by BTU. The requirements stated do not preclude Offerors herein from providing additional reports, functions, and costs as deemed appropriate.

One original copy of the proposal must be submitted. The original must be unbound. In addition, one electronic version of the proposal must be included in PDF format written to a USB. The electronic version of the proposal must be an exact copy of the original hard copy proposal. Failure to submit in the manner prescribed may cause the proposal to be rejected

To facilitate the review of responses, Offerors shall follow the described proposal format:

TAB A Qualifications and Experience

1. Briefly introduce your firm, providing a summary of the administration, organization, and staffing of your firm, including multiple offices, if applicable. Provide an organizational chart indicating the positions and names of the core management team which will undertake this engagement.

2. If your firm has multiple office locations, specify which location you propose to service our account.

3. Describe the experience of the firm in the last three years in performing services of similar size and scope. Particular emphasis will be placed on firms that have performed similar services for municipalities or electric cooperatives.

4. Identify the project manager and each individual who will work as part of this engagement. Include resumes for each person assigned. Describe each individual’s role on the project team and detail the level of involvement and field expertise for each member of the team. Indicate the number of employees vs sub-contractors.

5. Identify the number and type of similar services currently being conducted by the firm.

6. Provide firm safety records going back at least 3 years.

TAB B Rates and Expenses

1. Submitted pricing proposal shall include any and all costs to perform 100% of the requirements of this RFP including, but not limited to: travel, testing, analysis, reports, etc. Firm shall incur no travel or related expenses chargeable to BTU without prior approval by an authorized BTU representative.

FORMAT REQUIREMENT

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2. Alternate pricing proposals may be submitted for consideration (hourly rates vs per cable rates, for example), however, all proposals must include a total estimated project cost. Expenses not specifically listed will not be considered reimbursable. The final contract amount will be negotiated after the Firm has been selected and the final scope of work has been determined.

TAB C Project Time-Line

1. It is BTU’s intent to have Offeror complete the initial services related to this RFP in March of 2027. Proposals must include proposed schedule and timeline based on current resource availability. Multiple options may be proposed.

2. Proposals must provide chronological time-line of each task or event and the estimated time required to complete the engagement, including the delivery of reports or other proposed deliverables.

TAB D Methodology Including Technical Approach and Understanding of the

Scope of the Project

1. Proposals must clearly address all requirements outlined in the scope of work. Proposals shall include a detailed project plan for this engagement outlying major tasks and responsibilities, time frames, and staff assigned for each category of the scope of work identified above.

2. Proposals shall identify progress reports that will be made available during the process and key decision points.

3. Proposals shall clearly distinguish the firm’s duties and responsibilities and those of BTU. Absence of this distinction shall mean the firm is assuming full responsibility for all tasks.

TAB E References

Provide references for similarly successful projects from three (3) agencies, including the name of the agency, contact name, telephone, and email address.

TAB F Purchasing Required Documents (no percentage value but required for a complete proposal): Certification of RFP form, Acknowledgement of any Addenda and a statement of willingness to sign BTU’s Standard Form Contract

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FORMAT REQUIREMENT

BTU will review all proposals to determine compliance with the requirements as specified in the RFP. Only proposals which, in the opinion of the selection committee, meet the requirements of the RFP will be further evaluated.

Proposals that pass the preliminary review will be evaluated on how well the proposal meets the needs of BTU as described in the Offeror’s response to each requirement listed in the RFP. The selection committee will review all written proposals that meet the requirements and will select what it deems to be the top two to four proposals for further review. It is important that the responses be clear and complete so that the selection committee can adequately understand all aspects of the proposals.

Evaluation Factors

All submissions will use the following criteria in the selection process:

• 20% Qualifications and Experience (Tab A)

• 20% Rates and Expenses (Tab B)

• 10% Project Timeline (Tab C)

• 35% Methodology including technical approach and understanding of the scope of the project (Tab D)

• 15% References (Tab E)

• 0% Purchasing Required Documents (no percentage value but required for a complete proposal): Certification of RFP form, Acknowledgement of any Addenda and a statement of willingness to sign BTU’s Standard Form Contract (Tab F)

EVALUATION FACTORS

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RFP 039-11-26 – BTU Underground Cable Testing Services

The undersigned certifies that he has fully read and understands this Request for Proposal and has full knowledge of the scope, quantity, and quality of the services to be furnished and intends to adhere to the provisions described herein. The undersign also affirms that they are duly authorized to submit this proposal, that this proposal has not been prepared in collusion with any other Offeror, and that the contents of this proposal have not been communicated to any other Offeror prior to the official opening of this proposal. Additionally, the undersigned affirms that the firm is willing to sign the enclosed Standard Form of Contract.

Representative’s Name: _____________________________________________ (Please print or type)

Representative’s Title: _____________________________________________

Respondent’s Company Name: _______________________________________

Phone Number: ___________________ Fax Number: ____________________

Email Address:

Firm Name and Address: ______________________________________________

Representative’s Signature: __________________________________________

Date: _______________

Payment Notice: The City of Bryan has partnered with PaymentWorks to automate our vendor management process for payments related to goods and services provided to the city. This protects the financial information of our payees, eliminates payment fraud, and ensures regulatory compliance.

All new vendors and/or vendor updates must be invited to register by the City of Bryan through the PaymentWorks secure site. Existing vendors will be invited to register over the next several months but this will not preclude conducting business prior to registration through PaymentWorks. For more information, please contact us at VendorInfo@bryantx.gov

CERTIFICATION OF PROPOSAL

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CONTRACT FOR BTU UNDERGROUND CABLE TESTING SERVICES

SERVICE PROVIDER NAME

This Contract is between __________________, a __________ (Service Provider) and City of Bryan, a Texas home-rule municipal corporation that owns and operates a municipal electric utility known as Bryan Texas Utilities (BTU). BTU and Service Provider, in consideration of the mutual covenants set forth herein, agree as follows:

1. Scope of Services

The Service Provider agrees to provide BTU with the services generally described as non-destructive underground cable testing services, in response to RFP #039-11-26, incorporated by reference and made part hereof. The services are more particularly described in the Scope of Work in Exhibit A.

2. Payment

BTU shall pay the Service Provider according to the terms set forth herein RFP #039-11- 26 and in Exhibit B. Except in the event of a duly authorized change order, approved by BTU in writing, the total cost of all services provided under this Contract may not exceed

$DOLLAR AMOUNT.

3. Time of Performance

A. Time is of the essence of this Contract. The service provider shall be prepared to provide the services in the most expedient and efficient manner possible in order to complete the work as specified in Exhibit. A.

B. Term of Contract. This contract shall become effective from date of approval by BTU. It shall remain in full force and effect with firm fixed prices for a period of twelve (12) months.

C. Extension of Contract. BTU shall have the option of extending this contract subject to approval of funding, for four (4) additional terms to be extended twelve

(12) months at a time. The renewal will be under the same terms and conditions as the original contract.

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4. Warranty, Indemnification, and Release

A. As an experienced and qualified Service Provider, the Service Provider agrees that the services provided by the Service Provider reflect the professional and industry standards, procedures, and performances. The Service Provider agrees the selection and supervision of personnel, and the performance of services under this Contract, will be pursuant to the standard of performance in the profession. The Service Provider agrees that the Service Provider will exercise diligence and due care and perform in a good and workmanlike manner all of the services pursuant to this Contract.

Approval of BTU shall not constitute, or be deemed, a release of the responsibility and liability of the Service Provider, its employees, agents, or associates for the exercise of skill and diligence to promote the accuracy, competency and quality of the services provided, nor shall BTU's approval be deemed to be the assumption of responsibility by BTU for any non-conformance or error in the aforesaid services provided by the Service Provider, its employees, associates, agents, or subcontractors.

B. The Service Provider shall promptly correct any non-confirming work furnished by the Service Provider at no cost to BTU. BTU's approval, acceptance, use of, or payment for, all or any part of the services hereunder itself shall in no way alter the Service Providers obligations or BTU's rights hereunder.

C. In all activities or services performed hereunder, the Service Provider is an independent Service Provider and not an agent or employee of BTU. The Service Provider and its employees are not the agents, servants, or employees of BTU. As an independent Service Provider, the Service Provider shall be responsible for the services and the final work product contemplated under this Contract. Except for materials furnished by BTU, the Service Provider shall supply all materials, equipment, and labor required for the services to be provided under this Contract. The Service Provider shall have ultimate control over the execution of the services. The Service Provider shall have the sole obligation to employ, direct, control, supervise, manage, discharge, and compensate all of its employees or subcontractors, and BTU shall have no control of or supervision over the employees of the Service Provider or any of the Service Providers subcontractors.

D. The Service Provider must at all times exercise reasonable precautions on behalf of, and be solely responsible for, the safety of its officers, employees, agents, subcontractors, licensees, and other persons, as well as their personal property, while in the vicinity of the…