RFP 2026 PR 9409

For

Chiller Eddy Current Testing

Issue Date: September 4, 2026

Pre-response Conference: None Scheduled at this Time

Pre-response Conference Date: N/A

Questions/Comments Due Date: September 14, 2026

Addendum Due Date: September 18, 2026

Proposal Due Date: October 2, 2026, by 2:00 PM ET

Bid Bond: Not Required

Payment & Performance Bond: Not Required

Direct all inquiries to Buyer of Record:

Dom P. Sotero, CPPO, CPPB, Senior Buyer

407-619-4326 dsotero@ouc.com mailto:dsotero@ouc.com

Orlando Utilities Commission RFP 2026 PR 9409 – Chiller Eddy Current Testing

SCM-RFP-T-01 – Request for Proposal Template v5.0 – 5/22/25

Orlando Utilities Commission Orlando, Florida

RFP 2026 PR 9409 for Chiller Eddy Current Testing

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

1.8 Proposal Evaluation Criteria

2 Bidder Requirements and Qualifications

2.1 Detailed Scope, Requirements, & Drawings

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

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 RESERVED

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

Orlando Utilities Commission Orlando, Florida

RFP 2026 PR 9409 for Chiller Eddy Current Testing

Direct all inquiries to the Buyer of Record: Dom P. Sotero, CPPO, CPPB, Senior Buyer

407-619-4326 dsotero@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. 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.

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

RF

P) mailto:dsotero@ouc.com mailto:support@evendorlink.com

SCM-RFP-T-01 – Request for Proposal Template v5.0– 5/22/25

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

OUC is seeking qualified suppliers to perform eddy current examinations of nonferrous tubing in Trane chillers at various OUC chilled water plant locations on an as needed basis. OUC reserves the right to award one or more contracts, either in whole or in part, as deemed to be in its best interest

Refer to Attachment A, Scope of Work and Technical Requirements for more information.

1.2 PRE-RESPONSE CONFERENCE – NOT APPLICABLE

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

Proposers shall submit pricing for each year of the initial five (5) years contract terms as specific in Attachment B, Price Schedule. The prices proposed for each respective contract year shall remain firm for that contract year. No adjustment to the proposed prices shall be permitted during the initial five (5) year term. If OUC exercise a renewal option after the initial five (5) year term, any price adjustment shall be limited to the applicable Consumer Price Index (CPI) adjustment specific herein.

1.4 MINIMUM BIDDER QUALIFICATIONS

OUC will evaluate the Minimum Qualifications on a Pass/Fail basis. A Proposer must satisfy each Minimum Qualification to receive a Pass. A Proposer that fails any Minimum Qualification may be deemed nonresponsive or non-responsible, as applicable, and may receive no further consideration.

Minimum Qualifications establish eligibility for further evaluation and will not receive evaluation points. The Proposer shall submit the evidence identified below with its Proposal.

1.4.1. Eddy Current Testing Experience

The Proposer shall have:

1. A minimum of three (3) years of experience performing eddy current testing of installed chiller, condenser, heat-exchanger, or comparable nonmagnetic heat-exchanger tubing;

and

2. Completed at least three (3) substantially similar eddy current testing projects within the five (5) years immediately preceding the Proposal Due Date.

http://www.ouc.com/

Evidence Required: Provide the number of years of applicable experience and identify at least three (3) qualifying projects, including the customer, project description, equipment tested, services performed, and completion date.

1.4.2. ASTM E690 Compliance

The Proposer shall confirm that it will perform the required eddy current testing in accordance with the current edition of ASTM E690, Standard Practice for In Situ Electromagnetic (Eddy Current) Examination of Nonmagnetic Heat Exchanger Tubes.

Evidence Required: Provide a written certification confirming compliance with ASTM E690.

1.4.3. Qualified Eddy Current Personnel

The Proposer shall identify at least one (1) individual proposed for the Agreement who holds a current Eddy Current Testing Level II or Level III certification under the Proposer's employer-based written practice meeting American Society for Nondestructive Testing Recommended Practice SNT-TC-1A.

Evidence Required: Provide:

1. The individual's name.

2. Current Eddy Current Testing Level II or Level III certification.

3. Identification of the employer-based written practice under which the individual is certified.

1.4.4. Required Testing Equipment

The Proposer shall possess, lease, or otherwise have documented access to eddy current testing equipment and associated data-acquisition equipment capable of performing the testing required by Attachment A.

Evidence Required: Provide an equipment list identifying the principal eddy current testing and data-acquisition equipment available to the Proposer.

1.4.5. Quality Assurance or Quality Control Program

The Proposer shall maintain a documented quality assurance or quality control program applicable to nondestructive testing services.

Evidence Required: Provide the applicable quality assurance or quality control program, manual, or relevant sections thereof.

1.4.6. Safety Program

The Proposer shall maintain a written occupational safety program applicable to field testing activities.

Evidence Required: Provide the applicable safety program or relevant sections thereof.

1.5 PRICE AND COSTS

2 Prices shall remain firm during the initial five-year term. Pricing during any exercised renewal term may be adjusted only in accordance with Section 1.3.

Refer to Attachment B: Price Schedule.

2.1 TERMS AND CONDITIONS

The terms and conditions governing this RFP shall be in accordance with OUC’s General Conditions for Services.

1.7 CONTRACT SAMPLE

Click here to view an OUC contract sample.

1.8 PROPOSAL EVALUATION CRITERIA

Refer to the Instructions to Bidders section of this document.

https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_general_services.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_general_services.pdf http://www.ouc.com/docs/procurement/proc_contract_agreement.pdf?sfvrsn=2

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 REQUIREMENTS

Only Proposals that satisfy the Minimum Qualifications established in Section 1.4 will proceed to evaluation under this Section.

The requirements use for evaluation and scoring are identified in Attachment D, Qualification Form. Proposers shall complete Attachment D in its entirety and provide all the requested information and supporting documentation, including Project References.

The evaluation Committee will evaluate and score the applicable requirements contained in Attachment using the zero (0) to five (5) scoring scale. Scores will be based on the proposer’s demonstrated qualifications, experience, capabilities, approach, and responsiveness to each applicable requirement.

Minimum qualifications establishing Section 1.4 will be evaluated on a Pass/Fail basis and will not receive evaluations points.

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. Dun & Bradstreet number

8. 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. Contact information

c. Number of years in business

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

e. List of project 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.

http://www.myvendorlink.com/

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.

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 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.

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.myvendorlink.com/ http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2

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

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.

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:

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

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.

mailto:dcs@nexterus.com

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

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:

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.

https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_contractor_sec_pol.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_bid_protest.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_procure_contractor_orientation_stanton.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_proc_alc_cont_subs_testing_pol.pdf https://www.ouc.com/wp-content/uploads/2024/12/Procurement_supplier_business_expense_guidelines.pdf https://www.ouc.com/doing-business-with-ouc/

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 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

☒ Anti-Human Trafficking Affidavit

☐ 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 3.18 (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

SCM-RFP-T-01 – Request for Proposal Template v5.0 - 5/22/25

5 ATTACHMENTS

Attachment A: Scope of Work & Technical Requirements

Attachment B: Price Schedule

Attachment C: Invitation to Pre-Response Conference – N/A

Attachment D: Qualification Form

Attachment E: Anti-Human Trafficking Affidavit

SCOPE OF WORK & TECHNICAL REQUIREMENTS

1. SCOPE OF WORK

1.1 General Scope

The Supplier shall provide all labor, supervision, equipment, instruments, materials, parts, transportation, and other resources necessary to perform chiller tube eddy current testing at the locations identified in Attachment B, Price Schedule, and at additional locations identified by OUC during the term of the Agreement.

The Supplier shall perform all eddy current testing in accordance with the current edition of ASTM E690, Standard Practice for In Situ Electromagnetic (Eddy Current) Examination of Nonmagnetic Heat Exchanger Tubes, and the requirements specified herein.

1.2 Testing

The Supplier shall:

a. Test all accessible tubes within each designated chiller tube bundle.

b. Calibrate the testing instrument for the specific tube material, dimensions, and configuration being tested.

c. Use an appropriate machined calibration standard containing artificial discontinuities representative of defects normally encountered during chiller service.

d. Verify equipment calibration before testing and recalibrate the equipment whenever necessary to maintain reliable test results.

e. Evaluate test indications for tube deterioration, defects, wear patterns, and other conditions affecting tube integrity.

f. Record identified defects on a tube bundle diagram.

g. Generate strip charts or equivalent electronic test records sufficient to document damaged or defective tubes.

h. Provide calibration documentation with the final test report.

i. Immediately notify the OUC Designated Representative of any tube condition for which plugging is recommended.

j. Provide the OUC Designated Representative with a daily status update identifying completed testing and significant findings.

1.3 Test Reports

The Supplier shall prepare a test report following completion of testing at each facility.

At a minimum, the report shall include:

a. Total tube count.

b. Inspection summary.

c. Tube bundle diagram identifying detected defects.

d. Identification and location of damaged or defective tubes.

e. Type of defect identified.

f. Reinspection recommendations.

g. Machine and equipment data.

h. Applicable tube diagrams and graphs.

i. Testing procedure.

j. Calibration information and calibration records.

k. Test records demonstrating the difference between acceptable tube responses and identified defect responses, as applicable.

The Supplier shall submit the final signed report electronically to the OUC Designated Representative within ten (10) working days following completion of testing. OUC will not accept hard copy reports.

1.4 Schedule and Coordination

The Supplier shall:

a. Perform services according to schedules established by OUC based upon facility operating requirements and chiller availability.

b. Perform scheduled work Monday through Friday between 7:00 a.m. and 5:00 p.m., unless OUC authorizes an alternate schedule.

c. Coordinate all testing activities with the OUC Designated Representative before beginning work.

d. Accommodate schedule changes required by facility operating conditions. OUC may cancel scheduled testing upon twelve hours' notice without charge. OUC reserves the right to establish and modify work schedules according to facility requirements.

1.5 Site and Security Requirements

The Supplier shall:

a. Maintain an updated personnel access roster as required by OUC.

b. Require personnel to carry valid photo identification while on OUC property.

c. Require personnel to wear uniforms or other readily visible identification identifying them as employees or authorized representatives of the Supplier.

d. Display the Supplier's company identification on vehicles entering OUC facilities.

e. Restrict personnel to work areas and parking areas designated by OUC.

f. Comply with OUC security and site-access procedures.

g. Obtain OUC approval before using any subcontractor on OUC property. OUC may deny site access to personnel who fail to satisfy applicable identification, security, or access requirements.

1.6 Safety and Regulatory Requirements

The Supplier shall:

a. Provide all personal protective equipment required for its personnel to perform the services safely.

b. Comply with applicable Occupational Safety and Health Administration requirements and OUC safe-work practices.

c. Ensure that Supplier and subcontractor personnel comply with applicable OUC drug-policy requirements.

d. Obtain and maintain permits required by applicable federal, state, and local laws and regulations.

e. Notify OUC within two hours following any personal injury or damage to OUC or private property caused in connection with the Supplier's performance.

f. Correct or reimburse the owner for property damage caused by the negligence or actions of the Supplier or its subcontractors, excluding ordinary wear.

g. Maintain the insurance required by the Agreement and provide required certificates of insurance before beginning on-site services.

End of Scope of Work and Technical Requirements

PRICE SCHEDULE

Proposer shall complete and return Attachment B, Price Schedule in OUC’s Microsoft Excel format.

Company name:

LOCATIONS 2026 2027 2028 2029 2030

Downtown North Downtown South Downtown West Millenia Mall Lake Nona Lockheed Martin Vistana OCCC South OCCC North Universal

GOAA

Annual Totals: $0.00 $0.00 $0.00 $0.00 $0.00

1Total Evaluated Price: $0.00

Authorized Signature Date

Annual Plant Prices

Attachment B RFP 2026 PR 9409 Chiller Eddy Current Testing

1Note: The Total Evaluated Price will be used solely for proposal evaluation and scoring to provide a consistent basis for comparing each proposer's pricing. OUC will compare each proposer's Total Evaluated Price against the Total Evaluated Prices submitted by the other proposers in accordance with the price evaluation methodology established in this RFP.

LOCATION

Chiller Serial # Model # EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND EVAP COND

Downtown North 1 L04D01957 CVHF-1470 X X X X X X X X Downtown North 2 L04E02072 CVHF-1470 X X X X X X X X Downtown North 3 L08A00463 CVHF-1470 X X X X X X X X X X Downtown North 4 L10F03523 CVHF-1470 X X X X X X X X X X

Downtown South 1 L98K06315 CVHF-1280 X X X X X X X X Downtown South 2 L98LO6895 CVHF-1200 X X X X X X X X Downtown South 3 L99L04324 CVHF-1200 X X X X X X X X Downtown South 4A-4B L01C07411 CDHF-2500 X X X X X X X X Downtown South 5 L06F02672 CVHF-106F X X X X X X X X

Downtown West 1 L09L02626 CVHF1070 X X X X X X X X X X Downtown West 3 L09L02646 CVHF1070 X X X X X X X X X X Downtown West 4 L09L02633 CVHF1070 X X X X X X X X X X

Millenia Mall 1A-1B L01E08444 CDHF-2500 X X X X X X X X X X Millenia Mall 2A-2B L01E08404 CDHF-2500 X X X X X X X X X X

Lake Nona 1 L08B00855 CVHF 147GA3POL X X X X X X X X Lake Nona 2 L08B01070 CVHF 147GA3POL X X X X X X X X Lake Nona 3 L08B00862 CVHF 147GA3POL X X X X X X X X Lake Nona 4 L08B00844 CVHF 147GA3POL X X X X X X X X

Lockheed Martin 1 L98A00013 CVHF-1280 X X X X X X X X Lockheed Martin 2 L98A00016 CVHF-1280 X X X X X X X X Lockheed Martin 3 L98A00014 CVHF-1280 X X X X X X X X Lockheed Martin 4 L98A00015 CVHF-1558 X X X X X X X X Lockheed Martin 5 L97M08166 CVHF-1558 X X X X X X X X

Vistana 1 L90J02972 CVHE-450 X X X X X X X X Vistana 2 L90J02973 CVHE-450 X X X X X X X X Vistana 3 L05F02713 CVHF-1470 X X X X X X X X

OCCC South 1 L94A00411 CVHF-1280 X X OCCC South 2 L94A00401 CVHF-1280 X X OCCC South 3 L94A00417 CVHF-1280 X X OCCC South 4 L94A00524 CVHF-1280 X X OCCC South 5 L94A00507 CVHF-1280 X X OCCC South 6 L94F05924 CVHE-056N X X OCCC South 7 L94F05915 CVHF-1280 X X OCCC South 8 L94F06026 CVHF-1280 X X OCCC South 9 L94F06032 CVHF-1280 X X OCCC South 10 L94F06228 CVHF-1280 X X OCCC South 11 L94F06233 CVHF-1280 X X

OCCC North 1 L07C01479 CVHF-106N X X X X X X X X X X OCCC North 2 L88C01511 CVHE045N X X X X X X X X X X OCCC North 3 L88C01296 CVHE089N X X X X X X X X X X OCCC North 4 L88C01306 CVHE089N X X X X X X X X X X

GOAA 1 L19G03246 CVHH1500 X X X X X X X X

GOAA 2 L19G03247 CVHH1500 X X X X X X X X

GOAA 3 L19G03248 CVHH1500 X X X X X X X X

GOAA 4 L19G03249 CVHH1500 X X X X X X X X

GOAA 5 L19G03250 CVHH1500 X X X X X X X X

GOAA 6 L19G03251 CVHH1500 X X X X X X X X

GOAA 7 L19G03252 CVHH1500 X X X X X X X X

Universal 1 L20D01695 CDHH2600 X X X X X X X X X X Universal 2 L20E01958 CDHH2000 X X X X X X X X X X Universal 3 L20D01709 CDHH2600 X X X X X X X X X X Universal 4 L20E01959 CDHH2000 X X X X X X X X X X Universal 5 L20D01734 CDHH2600 X X X X X X X X Universal 6 L20E01960 CDHH2000 X X X X X X X X Universal 7 L20E01811 CDHH2600 X X X X X X X X Universal 8 L20E01961 CDHH2000 X X X X X X X X

Attachment B RFP 2026 PR 9409 Chiller Eddy Current Testing

2035 2036 2037 2038

Chiller Testing Schedule 2030 2031 2032 2033 20342026 2027 2028 2029

Location Chiller Serial # Model #

EVAP

TUBE

COUNT

COND

TUBE

COUNT

2026 EVAP

COST

2026 COND

COST

2027 EVAP

COST

2027 COND

COST

2028 EVAP

COST

2028 COND

COST

2029 EVAP

COST

2029 COND

COST

2030 EVAP

COST

2030 COND

COST

2031 EVAP

COST

2031 COND

COST

2032 EVAP

COST

2032 COND

COST

Downtown North 1 L04D01957 CVHF-1470 1038 1371 Downtown North 2 L04E02072 CVHF-1470 1038 1371 Downtown North 3 L08A00463 CVHF-1470 1038 1371 Downtown North 4 L10F03523 CVHF-1470 1143 1498

Downtown South 1 L98K06315 CVHF-1280 702 601 Downtown South 2 L98LO6895 CVHF-1200 702 601 Downtown South 3 L99L04324 CVHF-1200 702 601 Downtown South 4A-4B L01C07411 CDHF-2500 960 1375 Downtown South 5 L06F02672 CVHF-106F 644 510

Downtown West 1 L09L02626 CVHF1070 325 948 Downtown West 3 L09L02646 CVHF1070 325 948 Downtown West 4 L09L02633 CVHF1070 325 948

Millenia Mall 1A-1B L01E08444 CDHF-2500 1038 851 Millenia Mall 2A-2B L01E08404 CDHF-2500 1038 851

Lake Nona 1 L08B00855 CVHF 147GA3POL 598 1371 Lake Nona 2 L08B01070 CVHF 147GA3POL 598 1371 Lake Nona 3 L08B00862 CVHF 147GA3POL 598 1371 Lake Nona 4 L08B00844 CVHF 147GA3POL 598 1371

Lockheed Martin 1 L98A00013 CVHF-1280 960 713 Lockheed Martin 2 L98A00016 CVHF-1280 960 713 Lockheed Martin 3 L98A00014 CVHF-1280 960 713 Lockheed Martin 4 L98A00015 CVHF-1558 960 713 Lockheed Martin 5 L97M08166 CVHF-1558 960 713

Vistana 1 L90J02972 CVHE-450 141 178 Vistana 2 L90J02973 CVHE-450 141 178 Vistana 3 L05F02713 CVHF-1470 1143 1498

OCCC South 1 L94A00411 CVHF-1280 450 658 OCCC South 2 L94A00401 CVHF-1280 450 658 OCCC South 3 L94A00417 CVHF-1280 450 658 OCCC South 4 L94A00524 CVHF-1280 450 658 OCCC South 5 L94A00507 CVHF-1280 450 658 OCCC South 6 L94F05924 CVHE-056N 202 250 OCCC South 7 L94F05915 CVHF-1280 450 713 OCCC South 8 L94F06026 CVHF-1280 450 713 OCCC South 9 L94F06032 CVHF-1280 450 713 OCCC South 10 L94F06228 CVHF-1280 450 713 OCCC South 11 L94F06233 CVHF-1280 450 713

OCCC North 1 L07C01479 CVHF-106N 717 949 OCCC North 2 L88C01511 CVHE045N 156 336 OCCC North 3 L88C01296 CVHE089N 227 842 OCCC North 4 L88C01306 CVHE089N 227 842

GOAA 1 L19G03246 CVHH1500 1,031 1,248

GOAA 2 L19G03247 CVHH1500 1,031 1,248

GOAA 3 L19G03248 CVHH1500 1,031 1,248

GOAA 4 L19G03249 CVHH1500 1,031 1,248

GOAA 5 L19G03250 CVHH1500 1,031 1,248

GOAA 6 L19G03251 CVHH1500 1,031 1,248

GOAA 7 L19G03252 CVHH1500 1,031 1,248

Universal 1 L20D01695 CDHH2600 568 782 Universal 2 L20E01958 CDHH2000 568 1,499 Universal 3 L20D01709 CDHH2600 568 782 Universal 4 L20E01959 CDHH2000 568 1,499 Universal 5 L20D01734 CDHH2600 568 782 Universal 6 L20E01960 CDHH2000 568 1,499 Universal 7 L20E01811 CDHH2600 568 782 Universal 8 L20E01961 CDHH2000 568 1,499

Attachment B RFP 2026 PR 9409 Chiller Eddy Current Testing

Note: The individual pricing provided above for each year should be used in conjunction with Tab 2 - Chiller Testing Schedule to determine the annual pricing for each plant on Tab 1 - Annual Plant Prices. For example: In 2027 the evaporators and condensers are due to be tested on chillers 1, 2, 3 at the Downtown South Plant. If the cost for the condensers is $1,000 each and the cost for the evaporators is $1,500 each then the total for the Downtown South Plant for 2027 should be $7,500. Only 2026–2030 pricing will be evaluated; 2031+ 2032 are to support potential renewals.

Chiller Unit Prices

INVITATION TO PRE-RESPONSE CONFERENCE

Not Applicable

ATTACHMENT D: QUALIFICATION FORM, ATTACHED HERETO.

Proposer shall complete and return Attachment D, Qualification Form in OUC’s Microsoft Excel format.

Yes No

1.4.1 The Proposer shall have:

1. A minimum of three (3) years of experience…