RFP_PR8837_Addendum_No._2_Final.pdf
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- Solicitation number
- PR8837
- Issued by
- Florida
About this file
This is Addendum No. 2 to Request for Proposal PR8837 issued by the Orlando Utilities Commission (OUC) in Florida for a Joint Use and Streetlight Inventory Audit. The addendum provides clarifications and responses to proposer questions regarding the scope of work. The project involves conducting a comprehensive field audit of approximately 55,000 joint use poles containing over 77,000 foreign attachments and approximately 35,000 streetlight poles. Key clarifications address the data to be captured for joint use poles (asset number, location, type of asset, and attachments not in OUC's current GIS database), the definition of "improper" attachments as obviously unsafe pole attachments, photograph requirements (whole-pole photos at proposer-selected resolution with options for pricing with or without photos), and acceptable methodologies for organizing the audit beyond the specified 25 substations and 203 circuits. OUC desires completion of the inventory during calendar year 2026, with proposals due by 2:00 p.m. local time on December 4, 2025. All proposals must acknowledge receipt of both Addendum No. 1 and Addendum No. 2 to avoid being considered non-responsive.
The addendum clarifies that OUC will not share the existing File Geodatabase (FGDB) until after contract award, though the awarded supplier will receive an Excel Worksheet in FGDB format. OUC has not conducted a full system audit since 2014, acknowledging that the current GIS database contains inconsistencies. Quality assurance and quality control procedures will be developed collaboratively between OUC and the awarded supplier during project kickoff. The addendum indicates that OUC will handle Critical Infrastructure Protection (CIP) compliance by providing escort services if required and that suppliers may propose hourly standby rates for rare safety violation situations. Additionally, OUC is open to working with the awarded supplier on procedures to validate the new inventory count with joint use attachers and providers, though attachers will not receive the data until after the audit is completed. The solicitation requires strict confidentiality regarding RFP communications, with no contact permitted between proposers and OUC personnel except the designated buyer of record.
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ORLANDO UTILITIES COMMISSION
100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com
November 19, 2025
To: All Prospective Proposers:
From: Bhumika Nathoo, Strategic Sourcing
Subject: Addendum No. 2, PR8837 - Joint Use and Streetlight Inventory Audit
The purpose of this Addendum is to address clarifications and questions in response to the subject solicitation.
Clarifications:
Clarification #1: Page 19 Section 1 Overview, paragraph 4:
For joint use poles, the Supplier shall capture asset number, location, type of asset, construction configuration, usage, and all attachments for each OUC structure or attachments that is not in OUC current GIS database.
Is replaced with:
For joint use poles, the Supplier shall capture asset number, location, type of asset, and all attachments for each OUC structure or attachments that is not in OUC current GIS database.
Clarification #2: Page 34, Part III, Section 1:
A. Quantity of attachments
Is replaced with:
A. Quantity of Light Fixtures
Questions:
1. Part 1, Section 1 Overview, first paragraph states, “the supplier will be responsible for identifying and inventorying all foreign attachments on OUC poles and streetlights and related equipment.” Does that mean Joint Use companies’ equipment or OUC distribution equipment? Or both?
Response: For the joint use portion of the audit, only foreign attachments will be identified.
For the street light portion of the audit, all streetlight and related equipment to that streetlight should be identified and inventoried.
http://www.ouc.com/
2. Part 1, Section 1 Overview, last paragraph:
a. For joint-use poles, the Supplier shall capture asset number: Is this referring to the pole tag?
Response: Yes.
b. Location: Is this referring to GPS location?
Response: Yes.
c. Type of asset: Is this referring to identifying it as transmission, distribution, or streetlight?
Response: Yes.
d. “Construction configuration” Are you asking for distribution construction units?
Response: No. See Clarification# 1.
e. “Usage” Does this mean Primary, Secondary etc.?
Response: No. See Clarification# 1.
NOTE: The key point on the joint use side of the inventory is for the Supplier to accurately count joint use attachments, identify the owner of the attachment, identify the location and capture the asset number of the pole.
f. All attachments for each OUC structure or attachments that are not in OUC's current GIS database.
Response: This is referring to identifying and recording assets that are found in the field while conducting the audit, but not in the current GIS database.
3. Can OUC share the desired start and end date for the inventory project?
Response: OUC desires to complete this inventory in calendar year 2026
4. Photographs are a major cost driver in any pole attachment inventory; can OUC elaborate on what sort of photos are required by this Pole Attachment Inventory Scope of Work? Resolution
Requirements, Focal Point(Tag, Birthmark/Brand, Whole-Pole, Comm Space), etc...
Response: A photo of the whole pole.
5. Would OUC be open to a proposal that does not include photos?
Response: Supplier can provide pricing with photos and without photos and at different resolutions.
6. OUC is stating, "Supplier will review OUC's system by substation and circuit. OUC has 25 substations with a total of 203 circuits to audit". Will vendors be able to offer other proven methods of breaking up the OUC service footprint for accurate and more efficient inventory purposes?
Response: Yes, please include your proposed option in the proposal for OUC’s review.
7. Can OUC define "improper" as found in Part 2 - Joint-Use Inventory, section 2, item H, "Supplier will... Identify and catalog improper joint use pole attachments by joint use owners."
Response: Improper here is something that is obvious and potentially unsafe pole attachment.
8. Can OUC speak to the accuracy of the Pole Ownership information that is currently in OUC's
GIS?
Response: OUC has not conducted a full system audit since 2014, therefore it is expected that the system has some inconsistencies.
9. In Part 1, Section 7 Page 22 entitled INACCESSABLE POLE AND LIGHTS - The Supplier will make every effort to access all poles in the survey area including contacting the home or
100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com business owners to gain access through locked gates. Any pole that is not accessible will be noted, and a reason will be provided for the inaccessibility.
a. Does OUC require a certain number of attempts to gain access to these poles? Or is it considered inaccessible if the inspector knocks at the door and there is no answer?
Response: Any poles that are inaccessible and the Supplier can’t visibly see, the Supplier should advise the OUC representative after they have made reasonable attempts to access.
10. GC 19.0 Compliance with Critical Infrastructure Protection (CIP) Page 51, Does OUC know what percentage of assets will fall under the guidelines set forth in GC 19.0?
Response: It’s highly unlikely that this scenario will occur, however, if it does, OUC will provide a CIP escort to gain access.
11. Does OUC have a target completion date?
Response: OUC desires to complete this inventory in calendar year 2026
12. For safety violations requiring contractor to stay onsite until an OUC representative gets onsite, will the OUC accept an hourly standby rate?
Response: We expect this situation to be extremely rare. The Supplier can provide an hourly rate in their proposal. A plan to handle these types of situations will be worked out with the awarded supplier at project kickoff.
13. Has OUC notified all attachers that it will be performing a joint use audit?
Response: Yes, OUC has notified the carriers in 2024, however, they will need to be notified again with the information of the awarded Supplier.
14. Will OUC be providing Joint Use attachers with the source data?
Response: OUC will provide the awarded Supplier an Excel Worksheet in FGDB format. OUC does not plan on providing the attachers the Excel Worksheet until after the inventory is conducted. OUC is open to working with the awarded Supplier on a procedure to validate the new count with the Joint Use attachers and providers.
15. Page 24: Section 13.Quality Assurance and Control (QA/QC). Can you provide the Quality
Assurance Program and QC procedure mentioned?
Response: OUC will work out QA/QC procedures with the awarded Supplier
16. Will OUC be providing the QC reports mentioned in section 13, or will Contractor?
Response: OUC will work out QA/QC procedures with the awarded Supplier
17. Page 30: “Catalog lack of proper identification by joint use attacher” What are the rules for this? Every attachment, every 5th pole, etc.?
Response: If the pole attachment lacks the proper identification, the Supplier shall look to adjacent or nearby attachments on the same strand to attempt to identify the pole attacher.
18. Page 31: Are attributes listed in the spreadsheet intended to be collected?
▪ EX:
• Chargeable
• Bill Type
• Foundation Type
• Color Response: No
19. Page 34 A: In reference to collection of streetlights: “Quantity of attachments”. What are the attachments that are being referenced here?
Response: Refer to Clarification Item# 2.
20. Page 35: “Identify and catalog improper streetlight pole attachments” Is there a base list that
OUC is looking for?
Response: An example would be an unauthorized light fixture that is hung on OUC pole.
21. Page 36: Are attributes listed in the spreadsheet intended to be collected?
• EX:
• Streetlight coverage
• Wall Bracket Indicator
• Photo Controlled
• Jurisdiction
• Mounting config
• Mounting Type
• Base Type Response: No, page 36 is just a table of examples.
22. What is the anticipated budget or funding level associated with this project?
Response: This information is not relevant for RFP response.
23. Page 19, Part 1 – General Information – 1. Overview: Can the OUC release the existing FGDB for review?
Response: The FGDB Excel Worksheet will be released to the awarded Supplier upon execution of contract.
24. Page 19, Part 1 – General Information – 1. Overview: In Part 1 of the SOW, it states "The supplier shall verify each joint use attachment and the company who owns it". If the joint use attachment is not clearly marked, will OUC allow "unknown" as an option? If not, can OUC define expectations in that circumstance?
Response: Supplier can use information on down strand attachment identification.
25. Page 20, Part 1 – General Information – 1. Overview: In Part 1 of the SOW, it states "For streetlights and related street light equipment, the Supplier shall capture street light asset number, type of fixture, wattage, pole type, location, type of light, fixture count, and all attachments for each OUC streetlight.". If wattage is not visible on some of the fixtures, will OUC accept "not visible”, or would an estimate based on similar fixtures and light intensity suffice?
Response: Yes, OUC will accept an estimate based on similar fixtures and light intensity that are in close proximity or adjacent lights.
26. Page 22, Part 1 – General Information – 7. Inaccessible Pole and Lights: In Part 1 of the SOW, item 7, it states "INACCESSABLE POLE AND LIGHTS". What percentage of the total assets does OUC estimate fall under the "inaccessible" heading?
Response: Refer to Answer #9
100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com
Reminder:
Bids are due no later than 2:00 p.m. Local Time on December 4, 2025, via VendorLink submission to OUC’s Purchasing Office, located at 100 W. Anderson Street, Attn: 1st Floor Security Guard, Orlando, FL 32801.
Your proposal Response: must acknowledge Addendum No. 1 & 2 was received or your bid may be considered non-responsive. In other respects, except as specifically stated above, the subject request for Proposal remains unchanged.
Note:
There shall be no communication between the supplier, their employees or subcontractors concerning this RFP to anyone within OUC except the buyer of record.
Sincerely, Bhumika Nathoo
Bhumika Nathoo
Buyer, Strategic Sourcing
Orlando Utilities Commission
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