RFP_25_8399_DPS_Emergency_Response_Safety_Assessment_Support_Services_Rev._2.pdf

RFP 8399 DPS

for

Emergency Response Safety Assessment Support Services (Rev. 2)

Issue Date: June 23, 2025

Pre-response Conference: Not Mandatory Attendance

Pre-response Conference Date: June 25, 2025

Questions/Comments Due Date: June 30, 2025

Addendum Due Date:

Proposal Due Date:

Bid Bond:

July 9, 2025

July 28, 2025 by 2:00 PM EST

Not Required

Payment & Performance Bond: Not Required

Direct all inquiries to Buyer of Record:

Dom P. Sotero, CPPO, CPPB, Senior Buyer

407-434-2909 dsotero@ouc.com

Orlando Utilities Commission RFP 8399 DPS – Emergency Response Safety Assessment Support Services (Rev. 2)

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

Orlando Utilities Commission Orlando, Florida

RFP 8399 DPS for Emergency Response Safety Assessment Support Services (Rev.

2)

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 of Work and Requirements

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

3.7.1 Reserved ……………………………………………………………………………………………………………..…….11

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 Bid Bond (If Applicable)

3.18 Payment and Performance Bond (If Applicable)

3.19 Contract Execution

3.20 Award

3.21 Taxes, Permits, and Licenses

3.22 Error and Omissions

3.23 Proposal Submittal Format

3.23.1 OUC Policies and Procedures for Bidders

3.24 Signatures

4 Proposal Submittal Format & Checklist

5 Attachments

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 - RFP 8399

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

RF

P)

Orlando Utilities Commission Orlando, Florida

RFP 8399 DPS for Emergency Response Safety Assessment Support Services (Rev. 2)

Direct all inquiries to the Buyer of Record: Dom P. Sotero, CPPO, CPPB, Senior Buyer 407-434-2909 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 response submittals via VendorLink.com, as described in the Electronic Submittal of the Response section of this document, are required. Email or other means will not be accepted by OUC.

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

mailto:support@evendorlink.com

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8399

1 INTRODUCTION

The Orlando Utilities Commission (OUC) is an electric and water municipal utility serving Orlando, Florida and portions of surrounding Orange County. OUC also has an Inter-local agreement with the City of St.

Cloud, Florida for the management of its electric utility. Currently, OUC serves more than 380,000 customers. To obtain general information about OUC, access www.ouc.com.

1.1 SCOPE OF WORK SUMMARY

The Orlando Utilities Commission (OUC) is requesting proposals from qualified suppliers to provide emergency response safety assessment support services. The purpose of this solicitation is to select one (1) or more Supplier(s) capable of supporting OUC’s goal of restoring power services to OUC’s electrical system (“Services”) associated with damage caused by hurricanes, tornadoes, or other major natural or man-made disaster(s) (each an “Emergency Event”) as quickly and safely as possible. For a full description of the Services, refer to the Detailed Scope of Work and Requirements document (herein after “Attachment A”). Suppliers shall prioritize safety, maintain accurate documentation, and fully integrate with OUC’s damage assessment tools and restoration roadmap.

The selected Supplier(s) shall be expected to demonstrate the technical capability to quickly learn and apply OUC’s storm reporting protocols and procedures.

During an Emergency Event, OUC may experience damage to its facilities and require Services the selected Supplier(s) to identify damage to OUC facilities and infrastructure, as well as any safety concerns. OUC desires to establish pre-negotiated agreements with qualified suppliers, with set prices and terms ahead of an Emergency Event. Said prices shall be stated in the Price Schedule document (herein after “Attachment B”). Suppliers are required to submit rates for 2025 and 2026.

At OUC’s sole discretion, before, during, or after an Emergency Event, OUC may request one (1) or more suppliers to provide Services. At that time, OUC will issue the relevant Purchase Order under the Contract and set a not to exceed amount limitation (“Ceiling Price”), as more particularly stated in the Pricing Requirements document (herein after “Attachment B-1”). The Ceiling Price will be based on the anticipated severity of the Emergency Event. All costs and invoicing shall be consistent with Attachment B, Attachment B-1, and the Hurricane Invoicing Procedures document (herein after “Attachment B-2”).

OUC anticipates qualified suppliers that are willing and able to provide the Services set forth in this RFP and that can meet the requirements and provide information stated in this RFP, including but not limited to the Bidder Information and Qualifications Form (herein after “Attachment C”).

OUC may be eligible under certain federal programs for cost reimbursement(s) associated with the Services for the Emergency Event. To preserve eligibility for such reimbursement, it is OUC’s intent to enter into a Contract that is compliant with applicable federal procurement standards and other federal programmatic requirements for programs administered by the Federal Emergency Management Agency (“FEMA”), consistent with the Supplemental General Conditions (FEMA) document (herein after “Attachment D”).

Suppliers submitting proposal in response to this RFP shall provide complete responses to all requested information and qualifications and properly complete all required forms, including but not limited to those forms in the Compliance Forms document (herein after “Attachment E”).

OUC has scheduled a pre-response meeting for this RFP as set forth in the Pre-Response Meeting Invitation document (herein after “Attachment F”).

http://www.ouc.com/

Attachment A, Attachment B, Attachment B-1, Attachment B-2, Attachment C, Attachment D, Attachment E, and Attachment F have been attached to this RFP and are incorporated herein by this reference.

Note: Only safety-related tasks are reimbursable by FEMA. While damage observations may occur during the same visit, all billing for damage-related tasks must be separated and submitted under OUC non-FEMA reimbursable costs.

1.2 PRE-RESPONSE CONFERENCE

Attendance at the Pre-Response Conference will be optional. The Pre-Response Conference will be conducted via Microsoft Teams. 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. The Buyer of Record will provide the Microsoft Teams link 24 hours prior to the Pre-Response Conference to the email address(es) provided by the Bidder(s).

If applicable, refer to the Invitation to Pre-Response Conference for details

1.3 TERM OF CONTRACT

The term of the Contract shall commence on the last date signed through May 31, 2027.

1.4 MINIMUM BIDDER QUALIFICATIONS

For the minimum bidder qualifications, refer to Attachment C hereof, that must be submitted with the Proposal. OUC requires that all proposers meet the minimum qualifications set forth in Attachment C. Proposals failing to meet these requirements will be deemed non-responsive.

1.5 PRICE AND COSTS

Prices documented in the submitted Proposal must remain firm throughout the contract period (including additional extensions, if applicable). Refer to Attachment B: Price Schedule that must be submitted with the Proposal. All pricing and costs must adhere to the requirements set forth in Attachment B-1 and Attachment B-2 of this RFP.

1.6 TERMS AND CONDITIONS

The terms and conditions of this RFP shall be governed by the 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 http://www.ouc.com/docs/procurement/proc_contract_agreement.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8399

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 DETAILED SCOPE OF WORK AND REQUIREMENTS

For the Detailed Scope of Work and Requirements, refer to Attachment A and complete Attachment C, which must be submitted with the Proposal. Attachment C: Bidder Information and Qualification Form will be used to evaluate the proposer’s qualifications and capability to perform the Scope of Work. It includes both minimum qualifications (pass/fail) and evaluative content. Only proposals that meet all required minimum qualifications will be considered responsive and will advance to scoring. Scoring will be based on the degree of alignment with the qualifications and requirements in Attachment A and Attachment C. Incomplete responses to any portion of Attachment C, including scored sections, will adversely affect the proposer’s score in the associated evaluation category and may result in a lower ranking. The Evaluation Committee will not infer, supplement, or assume qualifications not explicitly stated in the proposer’s submission.

Although presented in question format, Attachment C contains mandatory information. Some responses confirm compliance with minimum qualifications; others are scored to assess capability.

Each section of Attachment C corresponds to one (1) or more evaluation categories listed in Section

3.15. The Evaluation Committee will score proposals using an evaluation form that maps each question in Attachment C to those categories.

Some questions in Attachment C align directly with the technical requirements in Attachment A;

others address broader business qualifications such as financial condition, insurance, and litigations/disputes. These are evaluated within categories such as “Qualifications and Experience” or “Financial Soundness.”

Attachment A defines the scope of work. Attachment C serves as the tool to assess whether a proposer can meet that scope. It must be completed in full, as scoring is based primarily on the responses provided in this form along with the proposal. Evaluation Committee may also consider relevant information that reasonably fits within Section 3.15, provided it is directly derived from Attachment C or Attachment A.

2.1.1 Bidder Information

For the Bidder Information, refer to Attachment C: Bidder Information

2.1.2 Required Bidder Qualifications

For the Bidder Qualifications, refer to Attachment C and Attachment A.

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8399

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 with 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 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 in Attachment E. 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.

For the avoidance of doubt, all exceptions, clarifications, deviations, variances, or modifications to the specifications and/or any requirements, terms, and conditions as stated in this RFP (no matter how slight) shall be stated in the Exceptions Form for this RFP. If no exceptions, clarifications, deviations, variances, or modifications are stated in the Exceptions form for this RFP, it shall be construed that the Proposal fully complies with the requirements, terms, and conditions as originally stated in this RFP. Any exceptions, clarifications, deviations, variances, or modifications not submitted in the Exceptions Form for this RFP, as required herein, may be grounds for rejecting the Proposal and/or the Services.

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 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 not be accepted. The Bidder must reference the Solicitation Package page number and section heading on any clarification requests.

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

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

3.11 LOCAL CONDITIONS

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

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

3.12 OPENING

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

All questions concerning this solicitation must reference the document page number, and section heading. OUC shall answer questions and post them to VendorLink as an addendum 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 the information requested in the solicitation and subsequent clarifications, and to reflect the capabilities of the Bidder.

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

3.14 PROPOSAL ACCEPTANCE AND REJECTION

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

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

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

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

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

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

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

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

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

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

b. Failure to state exceptions, clarifications, deviations, variances, or modifications to the specifications and/or any requirements, terms, and conditions as stated in this RFP (no matter how slight) in the Exceptions Form for this RFP.

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.

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

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 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.

3.18 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. A Payment and Performance Bond may be required at the time of the Emergency Event. The cost of such bonds shall be stated as a separate line item in the Proposal.

A surety company, authorized to do business in the State of Florida and acceptable to OUC, shall sign the bond. The Performance Bond and Payment Bond shall be dated with the actual execution date.

With these bonds, the responsible party shall file certified copies of the power of attorney of such attorney-in-fact signing the bond on behalf of the surety, and such certificates shall be certified to show that such power of attorney was in effect to and including the date of the actual execution of the bonds. Any bonds submitted by a surety or its agent shall be conclusively presumed to have been authorized by and binding upon the surety company irrespective of the date shown on the power of attorney.

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

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

3.19 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.

3.20 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

3.21 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.

3.22 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.

3.23 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.

3.23.1 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 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

4. Drug and Alcohol-Free Workplace and Testing Policy

5. All policies – OUC Procurement Services Department website

These policies and any supplemental policies provided at contractor orientation are hereby fully incorporated into this RFP by reference and to the extent applicable to the Supplier in the performance of its work. Supplier and its subcontractors, suppliers, agents, and employees shall fully comply with all such policies as amended from time to time. To the extent any clause or provision of these policies and any supplemental policies provided, or portion thereof, is deemed unenforceable or illegal or becomes unenforceable or illegal by reason of any existing or subsequently enacted executive order, legislative action, or decree of a court of competent jurisdiction, said clause or provision of these policies and any supplemental policies provided , or portion of said clause or provision, shall be deemed of no effect and shall be automatically deleted from this RFP, and said clause or provision of these policies and any supplemental policies provided, or portion thereof, shall in no manner affect the legality or enforceability of this RFP.

3.24 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_proc_alc_cont_subs_testing_pol.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. Each tab in the Proposal Submittal Format supports evaluation criteria in Section 3.15 through content provided in Attachment C. Proposers must ensure that responses are complete and align with the evaluation categories listed.

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

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

Addenda (If Applicable)

Provided at the time of award

Copy of Company’s Business Tax Receipt

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

5 ATTACHMENTS

Attachment A: Detailed Scope of Work & Requirements

Attachment B: Price Schedule

Attachment B-1: Pricing Requirements

Attachment B-2: Hurricane Invoicing Procedures

Attachment C: Bidder Information and Qualification Form

Attachment D: Supplemental General Conditions (FEMA)

Attachment E: Compliance Forms

Attachment F: Pre-Response Meeting Invitation

Orlando Utilities Commission RFP 8399 DPS – Emergency Response Safety and Damage Assessment Support Services

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

ATTACHMENT A: DETAILED SCOPE OF WORK AND REQUIREMENTS

Upon OUC’s declaration of an Emergency Event, Supplier shall deploy qualified Emergency Response Safety and Damage Assessors (“Assessors”) as directed by OUC. The services described below shall be completed after the onset of a disaster and during the emergency and exigent period, as determined by OUC. Suppliers shall evaluate safety conditions and determine the extent of damage to OUC infrastructure and facilities. Tasks include, but are not limited to:

1. Assessment of safety hazards involving energized wires or other dangerous conditions.

2. Inspection of concrete and wood utility poles for storm-related damage.

3. Inspection of primary and secondary conductors for damage.

4. Inspection of overhead transformers, switchgear, and fuses.

Additional tasks beyond those listed must be authorized in writing by OUC.

Suppliers shall operate within OUC’s service territory, which includes Orange County, parts of Osceola County (including St. Cloud}, as well as on OUC-owned property. Suppliers will be provided direction regarding areas of inspection and shall follow all coordination and briefing instructions issued by OUC during the emergency.

Suppliers shall provide qualified personnel, properly equipped vehicles bearing the company logo, and all necessary tools, personal protective equipment, and required support resources to perform Services following an Emergency Event.

Driver and Vehicle

Supplier shall:

1. Possess a valid driver’s license.

2. Ensure all the company’s vehicles display the company logo.

3. Ensure vehicles can display a non-adhesive OUC decal

Equipment and Supplies

Supplier shall ensure the following required equipment and suppliers are available for each deployed team:

1. Minimum of one (1) vehicle for every two (2) Safety and Damage Assessors

2. Cell phone per inspector

3. Safety vests

4. Hard hats

Note: OUC will provide laptops for inspections.

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

OUC recommends, if applicable, that the Supplier provide the following equipment for each deployed team:

1. Steel toe boots

2. Gloves

Assessment of Distribution Equipment

Supplier shall inspect and assess conditions of the following OUC assets in the laptops & tablets assigned to them:

1. Concrete and wood poles

2. Primary and secondary electrical conductors

3. Overhead transformers

4. Switchgear, 600A switches, fuses, and Tripsavers

5. Electrical one-line diagrams

Deployment and Support Requirements

Supplier shall:

1. Provide inspection teams, upon request by OUC, before, during, and after Emergency Events, subject to availability and reasonable notice.

2. Designate a severe weather coordinator responsible for personnel coordination.

3. Support OUC’s safety and damage assessment operations pursuant to OUC’s safety and restoration protocols.

Operational Expectations

Supplier shall:

1. Not charge premium rates for equipment rental.

2. Perform only those emergency services specifically requested and monitored by OUC.

End of Attachment A

SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

ATTACHMENT B: PRICE SCHEDULE

Please complete and submit your prices in the Microsoft Excel spreadsheet provided by OUC (do not convert the spreadsheets to portable format document (PDF) or password protect).

Monday Tuesday Wednesday Thursday Friday Saturday Sunday Total Hours Daily Cost Straight Time (ST) Hours: 0 -$ Overtime Time (OT) Hours: 0 -$ Double Time (DT) Hours: 0 -$

Safety Team # of Employees

Straight Time Overtime Double Time

Electrical Engineer -$ -$ Electrical Technician -$ -$ Driver -$ -$

Attachment B RFP 25 8399 DPS Emergency Response Safety Assessment Support Services

Safety Inspection Team Price Scenario

Safety Assessment Team - 7 Day Storm - Operational Period: 7 am - 7 pm Description: The following scenario will be used to evaluate pricing among proposers to determine the lowest price for ranking purposes. Proposers will be ranked based on the total price, with the lowest price receiving the highest ranking (e.g., Rank 1), and subsequent rankings assigned in ascending order of price. Please complete this form based on the following scenario:

Scenario: Post-Hurricane Response

Florida has declared a state of emergency due to Hurricane Milton. After the hurricane passes, the City of Orlando experiences widespread impacts. OUC deploys Safety Assessors to perform field evaluations focused on identifying safety hazards such as downed lines, structural risks, and energized equipment. Although damage observations may be documented during these assessments to support OUC's internal restoration planning, only safety-related activities are eligible for FEMA reimbursement. All assessments must be conducted under the designated Safety Assessment scope.

For this scenario, please assume the following details:

1. The assessment will take place over a seven-day period (Monday through Sunday).

2. Five (5) or more crews will be deployed each day.

3. Work will begin at 7:00 AM and end at 7:00 PM each day.

4. Assessors will need to document and report on structural damages, safety hazards, and infrastructure integrity.

5. Crews will be required to use [any specific equipment, tools, or vehicles] as part of the assessment process.

6. Assessors must have [any required certifications, e.g., OSHA certification, structural safety qualifications].

Total Labor Cost for a Week:

Equipment Type # of Equipment

Hourly Rate Hours/day # of days Total

Truck -$

Total Labor and Equipment Cost per week:

Total Equipment Cost for a Week:

Hourly Rate per hour:

Labor Classification Standard Time Overtime Rate Double Time Rate

Electrical Engineer Electrical Technician Driver

Equipment Type Hourly Rate with fuel, if applicable

($/hour)

Hourly Rate without fuel, if applicable ($/hour)

Notes

2025 Safety Assessment Price Schedule Note: Submit all pricing using this spreadsheet template only.

RFP 25 8399 DPS Emergency Response Safety Assessment Support Services Attachment B

Labor Classification Standard Time Overtime Rate Double Time Rate

Electrical Engineer Electrical Technician Driver

Equipment Type Hourly Rate with fuel, if applicable

($/hour)

Hourly Rate without fuel, if applicable ($/hour)

Notes

2026 Safety Assessment Price Schedule Note: Submit all pricing using this spreadsheet template only.

RFP 25 8399 DPS Emergency Response Safety Assessment Support Services Attachment B

ATTACHMENT B-1: PRICING REQUIREMENTS

Attachment B-1 Pricing Requirements

All Pricing under this RFP and Service provided shall be consistent with the following:

i. All pricing shall be firm during the term of the Contract.

ii. All pricing shall be consistent with the established rates listed in Attachment “B” (Price Cost Schedule) hereof and otherwise be compliant with the terms and conditions of this RFP, including but not limited to this Attachment B-1 (Pricing Requirements) and Attachment “B-2” (Hurricane Invoicing Procedures).

iii. No cost-plus-percentage-of-cost pricing is permissible for this Contract.

iv. Manner of reimbursement for travel expenses MUST be stated in the Proposal -See below Section (“D”) and attach response to Proposal stating the manner you will invoice for en route equipment travel expenses.

v. Fuel costs are not separately reimbursable if using FEMA equipment rates, which include the cost of vehicle depreciation, maintenance, and fuel.

vi. Upon selection of the awarded Supplier(s), Orlando Utilities Commission (OUC) may enter into a contract with each selected Supplier(s), specifying the terms and conditions and base pricing. OUC will issue an individual Purchase Order (PO) for each Emergency Event that arises during the term of this Contract. The PO will be issued at or near the time that OUC requests the Supplier’s services before, during or following an Emergency Event on an as needed basis. Each PO will include a not to exceed amount (“Ceiling Price”). Supplier shall notify OUC and request additional funds prior to exceeding the Ceiling Price amount set forth in the PO. OUC will review the request to increase the Ceiling Price amount by issuing a change order to the original PO and communicate said approval to the Supplier. OUC’s approval may be given by reasonable means under the circumstances, written or verbal, and the new Ceiling Price amount shall be documented as soon as reasonably possible. In addition, the PO may carry additional terms and conditions as required by FEMA or updated policies.

vii. Supplier shall provide cost supporting documentation for all submitted expenses.

A. Personnel/ Staffing

During the assistance period, the Supplier shall submit weekly invoices to OUC for personnel provided, based on the storm rates outlined in Attachment “B” (Price Cost Schedule), consistent with this Attachment “B-1” (Pricing Requirements), and following the procedures in Attachment “B-2” (Hurricane Invoicing Procedures).

OUC will reimburse the Supplier per the agreed storm rates, including overtime. The Supplier must provide pay policies that clearly define standard/regular and overtime rates stated in Attachment “B” (Price Cost Schedule). This will allow OUC to understand when standard/regular time, overtime, and/or double time costs apply.

B. Equipment

OUC will reimburse Supplier for the use of its equipment while Supplier is performing work according to Supplier’s rates in Attachment “B” (Price Cost Schedule), consistent with this Attachment “B-1” (Pricing Requirements), and following the procedures in Attachment “B-2” (Hurricane Invoicing Procedures). OUC will not pay for idle equipment. All equipment must be assigned to a crew to be billable.

C. Material and Supplies

Fuel costs will be reimbursed at cost with receipt, or OUC may choose to provide fuel directly to Supplier. All materials and supplies requested by OUC and supplied by Supplier must be consistent with the cost(s) stated in Attachment “B” (Price Cost Schedule), consistent with this Attachment “B-1” (Pricing Requirements), and following the procedures in Attachment “B-2” (Hurricane Invoicing Procedures).

D. Travel, Meals, and Lodging Expenses OUC will reimburse the Supplier for reasonable travel, meals, and lodging expenses incurred while to and from the disaster area, as well as during restoration efforts, in accordance with the below reimbursement. Travel expenses shall be consistent with the requirements set forth in Attachment B-2 (Hurricane Invoicing Procedures).

Travel Expenses:

E…