RFP_8294_-_Drone_Services.pdf

RFP 25 8294

For

2025-2026 Emergency Drone Services

Issue Date: July 10, 2025

Questions/Comments Due Date: July 18, 2025

Proposal Due Date: July 25, 2025 by 2:00 PM EST

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

Direct all inquiries to Buyer of Record:

Amy Rossi

407-280-4972 arossi@ouc.com

Orlando Utilities Commission RFP 25 8294 – 2025-2026 Emergency Drone Services

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

Orlando Utilities Commission Orlando, Florida

RFP 25 8294 for 2025-2026 Emergency Drone Services

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 ................... Error! Bookmark not defined.

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 ............................................................................ Error! Bookmark not defined.

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable) ..................................................................... Error! Bookmark not defined.

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

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

RF

P)

Orlando Utilities Commission Orlando, Florida

RFP 25 8294 for 2025-2026 Emergency Drone Services

Direct all inquiries to the Buyer of Record: Amy Rossi

407-280-4972 arossi@ouc.com

Proposal Opening Location:

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

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

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

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

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

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

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

1.1 SCOPE OF WORK SUMMARY

The Orlando Utilities Commission (OUC) is requesting proposals from experienced Drone Service Providers (DSP) to provide Unmanned Aerial System (UAS), or “Drone”, operations to support OUC’s damage assessment associated with damage caused by hurricanes, tornadoes, or other major natural or made-made disaster(s) (each an “Emergency Event”). OUC dispatches crews to assess the state of the electrical grid following an Emergency Event. In support of this restoration effort, OUC is exploring the use of DSP to provide UAS observations of distribution infrastructure, including but not limited to inaccessible meters (“Services”). The selected DSP will be called upon to support OUC’s crews by providing solo or multi-personnel crews (“Drone Flight Crews”) capable of viewing selected areas of OUC’s service territory with Drones, and providing their findings to OUC’s Dispatch Center via email. The DSP services will need to support operation throughout OUC’s territory, covering Orlando and St. Cloud. Additionally, the selected DSP must abide by Florida’s restrictions on drone use for Federal Operations by only using Non-Covered UAS pursuant to United States Executive Order 13981: Protecting the United States From Certain Unmanned Aircraft Systems (2021). For a full description of the Services, refer to Section 2.1, Detailed Scope, Requirements, & Drawings and refer to the Detailed Scope of Work and Requirements document (herein after “Attachment A”).

OUC desires to establish a pre-negotiated agreement with a qualified supplier, with set prices and terms ahead of an Emergency Event. Said prices shall be stated in the Price Schedule document (herein after “Attachment B”). Bidders are required to submit rates for 2025 and 2026. At OUC’s sole discretion, before, during, or after an Emergency Event, OUC may request the selected Supplier 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/Qualifications document (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/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.

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 A and Attachment C hereof, that may be submitted with the Proposal.

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

Refer to Attachment G: 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.

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

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 DETAILED SCOPE, REQUIREMENTS, & DRAWINGS

For the Detailed Scope of Work and Requirements, refer to Attachment A and complete Attachment C that must be submitted with the Proposal.

2.2 BIDDER INFORMATION & REQUIRED BIDDER QUALIFICATIONS

2.2.1 Bidder Information

For the Bidder Information, refer to Attachment C, that must be submitted with the Proposal.

2.2.2 Required Bidder Qualifications

For the Bidder Qualifications, refer to Attachment A and refer to Attachment C, that must be submitted with the Proposal.

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 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 addenda to the solicitation.

3.13 SOLICITATION SELECTION SCHEDULE

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

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

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

3.14 PROPOSAL ACCEPTANCE AND REJECTION

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

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

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

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

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

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

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

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

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

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

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

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.

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

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

4. Drug and Alcohol Free Workplace and Testing Policy

5. All policies – OUC Procurement Services Department website Doing Business | Become a Supplier | OUC

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.

http://www.ouc.com/docs/procurement/proc_alc_cont_subs_abuse_policy.pdf?sfvrsn=2 http://www.ouc.com/doing-business-with-ouc/procurement https://www.ouc.com/doing-business-with-ouc/ https://www.ouc.com/doing-business-with-ouc/

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

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

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

Page 18 of SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

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/Qualifications

Attachment D: Supplemental General Conditions (FEMA)

Attachment E: Compliance Forms

Attachment F: Pre-Response Conference Invitation

Attachment G: OUC’s General Conditions for Services

Page 19 of SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

DETAILED SCOPE OF WORK & REQUIREMENTS

Attachment “A”

DETAILED SCOPE OF WORK & REQUIREMENTS

Overview

Following an Emergency Event, as part of OUC’s restoration efforts, assessment crews are dispatched to review distribution infrastructure, which includes distribution and transmission assets accessible by streets, rear-lots, or transmission corridors. Traditional assessment crews conduct their analysis from the ground, driving alongside these circuits and capturing anomalies with ground-based cameras to then report to OUC’s central response command center. Rapid assessment and restoration of any sustained damage is critical to ensuring public safety and to restore service as quickly and safely as possible. To aid overall restoration times, Drone Services, defined as Drone-enabled aerial viewing and image capture of assets provided by a Drone pilot, will be used to support the inspection of electrical meters that are inaccessible to the public and, if necessary, areas of circuits that are difficult to reach. The selected DSP will provide Drone Services to conduct aerial review of selected meters or electrical infrastructure and report discovered anomalies to OUC’s Dispatch Center.

Vendor Qualification Requirements

At a minimum, the DSP must:

• Have performed similar services for at least three (3) years

• Have prior experience operating within an Incident Command System (ICS)

• Provide Part 107-certified pilots at least 21 years of age and with prior utility inspection experience

• Equip provided pilots with Drone hardware capable of operating in post-storm conditions (e.g., 20mph winds and light precipitation)

• Comply with Florida Administrative Code 60GG-2.0075 by only flying Non-Covered UAS

• Remain on “Stand-by” for 24 hours prior to the storm’s expected landfall, dedicating requested teams of pilots to be deployed by OUC

• Deploy Drone Flight Crews to dispatch center upon request within 1 hour of activation

Requested Services

The following services will be requested by OUC:

• Inaccessible meter evaluation:

1. Description: There are some locations where meters are not easily accessible from the street and would require the site owner to open a gate to allow OUC personnel access to check the meter. In these scenarios, a DSP would be requested to fly a drone, locate the meter, and obtain photos of the meter displaying its badge number and display. This must be sufficiently high-quality image to allow OUC operators to determine whether the meter is powered on or not.

2. Deliverables: DSPs will provide reports via email to OUC personnel that contain the site address, meter number, timestamp, and photos of the meter.

• Damage Assessment Support:

Page 20 of SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

3. Description: OUC crews are responsible for identifying damage to the electrical infrastructure.

At times, damage assessment may be enhanced through the use of drone imagery. In this service, the DSP will be dispatched to a specific location where they will work with OUC personnel to evaluate the site and provide the imagery needed for evaluation of damage.

4. Deliverables: DSPs will provide reports via email to OUC personnel that contain the relevant photos and location (address or lat-long). Following the completion of recovery efforts, any photos taken by the DSP must be provided to OUC personnel via email (e.g. zip files).

OUC-DSP Coordination

OUC will request a number of Drone Flight Crews to be on standby for deployment dependent on the Emergency Event’s expected severity. The requested Drone Flight Crews should remain ready to deploy upon request, maintaining all necessary equipment and gear in an operation-ready state. When the Drone Flight Crews receive notification from OUC to deploy, they should arrive at OUC’s Pershing Facility within one (1) hour.

Should an Emergency Event occur requiring OUC to call upon the DSP:

1. OUC will make a determination of when the weather is safe to call upon a DSP. The selected DSP will provide Drone Flight Crews who are expected to report to OUC’s Pershing Facility (6003 Pershing Avenue, Orlando, FL 32822) within one (1) hour to await assignment from one of OUC’s Dispatch Centers.

2. The Dispatch Center will provide the selected DSP’s provided Drone Flight Crew with an assignment. The primary assignment will require the Drone Flight Crew to read an inaccessible electrical meter using a Drone’s camera and report back to the Dispatch Center on the meter’s status. Secondary assignments will be to provide UAS support to an OUC team at a specified location. Secondary assignments will only be issued once all the inaccessible meters have been evaluated. Drone Flight Crews must remain accessible via email or telephone while in service.

3. The Drone Flight Crew will collect aerial Drone imagery of the assigned area. Data will be transferred to OUC Dispatch Centers via email of photos or word documents. Emails and reports should indicate the location of where the photos are taken, either as an address or lat-long coordinates.

4. OUC will provide the Drone Flight Crew with a new assignment.

5. OUC will make a determination of when to end restoration efforts for the day. The Drone Flight Crews will receive notice from Incident Command that their services have concluded. This notice will include instructions on where and when to report the following day, if necessary.

Upon selection of the awarded Supplier(s), OUC will enter into a contract with the selected Supplier, specifying the terms and conditions and base pricing. OUC will issue a Purchase Order for the applicable Service and corresponding Emergency Event. In addition, the Purchase Order may carry additional terms and conditions as required by FEMA or updated policies, if necessary. OUC will seek to negotiate the time and material pricing provided in the Supplier proposal. Each PO issued by OUC before, during or following an Emergency Event will include a not to exceed amount (“Ceiling Price”) The proposal shall include a description of the Supplier’s capabilities and experience with providing the requested services, including a description of any special qualifications which are indicative of working familiarity with similar projects.

Page 21 of SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

Only Exceptions documented on the Exceptions Form will be considered. 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.

Page 22 of SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

PRICE SCHEDULE

Pricing needed from Bidders is uploaded in VendorLink; in Excel Spreadsheet Format. Input your information in the spreadsheet and attach your proposed pricing in the same format (do not .pdf attachment or password protect).

Item Unit Amount Half Day Pilot Team Deployment (<4 hours) $/Hour Full-Day Pilot Team Deployment (4-8 hours) $/Hour Overtime Pilot Team Deployment (>8 hours) $/Hour Pilot Disptach Fee, if any $ Standby Rate $/Hour Pilot Team Leadtime Hours

8294 OQ - PRICE SCHEDULE

Page 23 of SCM-RFP-T-01 – Request for Proposal Template Final EMERGENCY 2025 -RFP 8325

ATTACHMENT B-1: PRICING REQUIREMENTS

Attachment B-1

Pricing Requirements

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

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

• 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).

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

• 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.

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

• 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.

• 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:

Equipment (en route to/from OUC):

Travel cost (en route) for vehicles (not tools) transported to/from Supplier’s home and OUC will be reimbursed as follows:

i. Toll expenses will be reimbursed if receipts are provided and fuel costs will be reimbursed if receipts are provided and if not already included in rates, and

ii. Milage to/from Supplier’s home and OUC will be reimbursed at the IRS applicable rate for the applicable travel period. This IRS rate includes the cost of vehicle depreciation, maintenance, fuel and minor repairs. The rate will be calculated by multiplying said rate and the hours traveled, or

iii. Mileage to/from Supplier’s home and OUC will be reimbursed at FEMA equipment rate for the applicable travel period. The FEMA rate includes the cost of vehicle depreciation, maintenance, fuel and minor repairs. The rate will be calculated by multiplying said rate and the hours traveled, or

iv. Travel cost to/from Supplier’s home…