RFP26_PR8837_-_Joint_Use_and_Streetlight_Inventory_Audit_Final.pdf

RFP26 PR8837

For

Joint Use and Streetlight Attachments Inventory Audit

Issue Date: November 7, 2025

Pre-response Conference: None Scheduled At This Time

Pre-response Conference Date: N/A

Questions/Comments Due Date: November 13, 2025

Addendum Due Date: November 18, 2025

Proposal Due Date: December 4, 2025 by 2:00 PM EST

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

Direct all inquiries to Buyer of Record:

Bhumika Nathoo

407-434-4008 bnathoo@ouc.com

Orlando Utilities Commission RFP PR8837 – Joint Use and Streetlight Attachments Inventory Audit

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

Orlando Utilities Commission Orlando, Florida

RFP PR8837 for Joint Use and Streetlight Attachments Inventory Audit

Table of Contents 1 Introduction

1.1 Scope of Work Summary

1.2 Pre-Response Conference

1.3 Term of Contract

1.4 Minimum Bidder Qualifications

1.5 Price and Costs

1.6 Terms and Conditions

1.7 Contract Sample

1.8 Proposal Evaluation Criteria

2 Bidder Requirements and Qualifications

2.1 Detailed Scope, Requirements, & Drawings

2.2 Bidder Information & Required Bidder Qualifications

2.2.1 Bidder Information

2.2.2 Required Bidder Qualifications

3 Instructions to Bidders

3.1 Legal and Public Record Statement

3.2 Confidentiality Notice to Bidders

3.2.1 Exemptions

3.3 Acknowledgement

3.3.1 Statement of No Bid

3.4 General Information

3.4.1 Common Terms

3.4.2 Submittal

3.4.2.1 Alternate Proposals

3.4.3 Signatures

3.4.4 Withdrawal

3.5 Electronic Submittal of the Proposal

3.6 Compliance Forms

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

3.6.1 Public Entity Crimes

3.6.2 Dispute Disclosure

3.7 RESERVED

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable)

3.18 Bid Bond (If Applicable)

3.19 Payment and Performance Bond (If Applicable)

3.20 Contract Execution

3.21 Award

3.22 Taxes, Permits, and Licenses

3.23 Error and Omissions

3.24 Proposal Submittal Format

3.24.1 OUC Policies and Procedures for Bidders

3.25 Signatures

4 Proposal Submittal Format & Checklist

5 Attachments

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

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

RF

P)

Orlando Utilities Commission Orlando, Florida

RFP PR8837 for Joint Use and Streetlight Attachments Inventory Audit

Direct all inquiries to the Buyer of Record: Bhumika Nathoo

407-434-4008 bnathoo@ouc.com

Proposal Opening Location:

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

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

2. Electronic proposal submittals, described in the Electronic Submittal of the Proposal section of this document, will be accepted. Email or other means will not be accepted.

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

mailto:support@evendorlink.com

1 INTRODUCTION

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

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

1.1 SCOPE OF WORK SUMMARY

OUC is seeking proposals from qualified suppliers to provide an inventory audit of OUC’s foreign attachments on joint use and streetlight poles based on existing GIS geo data. For the joint use portion, this audit will include an inventory of foreign attachments that consists of approximately 55,000 subject poles in the system, with more than 77,000 foreign attachments. Additionally, the street light audit portion will consist of approximately 35,000 light poles. This field audit will be conducted to count and verify all joint use poles, joint use attachments, streetlights, street light poles, and other streetlight related equipment located on OUC assets and vertical infrastructure and will confirm the accuracy of OUC’s maps for gathering location data.

Refer to Section 2.1, Detailed Scope, Requirements, & Drawings for more information.

1.2 PRE-RESPONSE CONFERENCE

Not Applicable.

1.3 TERM OF CONTRACT

The services will be contracted for a period of one (1) year.

1.4 MINIMUM BIDDER QUALIFICATIONS

• OUC shall only consider proposals from established suppliers with a minimum of five (5) years’ experience in delivering similar projects.

• References for three (3) projects completed, within the past three (3) years. Provide the following information for each available reference: Company Name, Contact Name, Contact Position/Title, Main Contact Number, project Type, Role, Responsibilities, Project Size ($ amount).

• Include a list of documented policies conforming to OSHA, DOT, and other jurisdictional regulations which must include a Safety Manual.

• Provide a project implementation plan including milestones/deliverables.

• Provide a list of project assumptions as pertinent.

• Proposer shall review Attachment D: OUC Cybersecurity Requirements for Bidders and confirm that the proposer is able to meet those requirements for OUC data security and handling.

• The vendor shall complete the attached Attachment E - Bidder Information & Qualifications.

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.

http://www.ouc.com/

1.6 TERMS AND CONDITIONS

The Terms and Conditions governing this RFP shall be in accordance with Attachment C: OUC General Conditions for Goods and Services.

The awarded proposer must ensure that all OUC data is managed in accordance with recognized IT security industry best practices. The selected vendor will be required to collaborate with OUC’s IT Security and Legal departments to meet all data handling and protection requirements.

All proposers must review Attachment D: OUC Cybersecurity Requirements for Bidders for detailed information on OUC’s cybersecurity standards and expectations.

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

Refer to Attachment A for Detailed Scope of Work, Requirements, & Drawings.

2.2 BIDDER INFORMATION & REQUIRED BIDDER QUALIFICATIONS

2.2.1 Bidder Information

On company letterhead Bidder to provide a response cover page with the following information:

1. Firm Name

2. Name of Parent Company if applicable

3. Complete Business Address

4. State of Incorporation

5. Number of years in business

6. Name(s) and contact information of key personnel

7. Dun & Bradstreet number

8. Licenses obtained to conduct business with OUC

2.2.2 Required Bidder Qualifications

Refer to Section 1.4 Minimum Bidder Qualifications for more information.

1. List the number of projects (with similar scope and size) that the bidding organization has completed and are in progress.

2. Provide at least three (3) references with contact information related to completed projects with the similar scope and size project.

a. If deemed pertinent, OUC will request to do site visits to customers provided as references by selected Bidder or Bidder’s affiliates.

3. Provide a complete list of all the subcontractors that may be part of the project, with the following information:

a. Company name

b. Contact information

c. Number of years in business

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

e. List of project that they had participated with similar scope and size to this RFP

4. Should bidder be awarded the work in this RFP, please provide information on any Economic Development Opportunities that Bidder may bring, such as the creation of new jobs or purchasing or leasing of new building space, which could benefit the local Orlando Area or the State of Florida.

3 INSTRUCTIONS TO BIDDERS

3.1 LEGAL AND PUBLIC RECORD STATEMENT

As required by Florida’s Public Records Law, information provided to OUC in the course of business will be made available for public inspection and copying unless a specific statutory exemption applies.

3.2 CONFIDENTIALITY NOTICE TO BIDDERS

By submitting a proposal to OUC, each Bidder acknowledges and understands that OUC is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”). Any Proposal document the Bidder submits will become a public record when OUC provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the Public Records law.

3.2.1 Exemptions

If during the Proposal or Negotiation Phase a Bidder wishes to claim an exemption on any portion of its Proposal to OUC, the Bidder must identify the specific statutory exemption and do the following:

1. Submit a redacted version. Redact (black out) only those portions of the Proposal put forward for exemption.

2. Submit an un-redacted version of the same documents marked, “Confidential –Trade Secret/ Proprietary Information”. Both versions are to be submitted at the same time.

3.3 ACKNOWLEDGEMENT

1. From the issue date of this solicitation packet until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any OUC commissioner, officer, director, or staff, with the exception of the Buyer of Record. Any unauthorized contact will disqualify the Bidder from further consideration

2. The selected Bidder agrees to obtain, prior to award, Worker's Compensation, General Liability, Automotive, and other insurance requirements in accordance to the requirements in the terms and conditions specified in section 1.7.

3. All policies shall be subject to approval by OUC, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

4. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida Statute §§ 287.087 and 440.101 et. seq., the Omnibus Employee Testing Act of 1991, 49 Code of Federal Regulation § 391 and 40 (operation of commercial motor vehicles).

a. In addition, all subcontractors must implement a controlled substance and alcohol testing policy for safety sensitive positions as defined by the Commission’s Alcohol and Controlled Substance Testing Policy for Safety Sensitive Positions.

5. The selected Bidder’s employees and its subcontractors’ employees are further prohibited from being under the influence or impairment of alcohol on OUC property or work sites or at any time or place while conducting business with or on behalf of OUC.

6. The selected Bidder shall submit only one proposal/bid in response to this solicitation packet, and shall have no financial interest in other entities submitting proposals/bid responses for the same solicitation packet.

7. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict of interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

8. The selected Bidder shall disclose to OUC the name(s) of any OUC employee, contractor, or OUC Board Member who has a direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction. A direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction exists if the OUC employee, contractor, or Board Member:

a. Presently, or in the preceding twelve (12) months, has an ownership interest in the selected Bidder’s organization (other than as owner of less than 1% of the stock of a publicly traded corporation).

b. Works for, is a partner, officer, director, trustee, or consultant to the selected Bidder.

c. Has received grant, travel, honoraria, or other similar support from the selected Bidder

d. Has a right to receive royalties from the selected Bidder.

9. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any aspect of OUC, nor any business or other relationship with any of OUC’s employees, officers, directors, or Board Members that creates a conflict of interest or the appearance of a conflict of interest.

10. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment within OUC.

11. The selected Bidder, or authorized signatory, shall provide written notice to OUC in the event that a conflict of interest is identified at any time.

3.3.1 Statement of No Bid

The OUC Procurement Department is committed to continuously improving its processes to receive maximum participation from the industry/market. OUC is requesting that organizations, who do not wish to bid on this RFP, send the Buyer of Record an email briefly explaining their “no bid” decision. This response will help to improve the solicitation process and any future communications.

3.4 GENERAL INFORMATION

Bidders shall prepare Proposals in accordance with the requirements of these Instructions to Bidders. Not preparing a Proposal, in accordance with such instructions, implies that the Bidder does not intend to comply with all of the proposed contract conditions. Such proposals will be considered irregular and may be rejected.

OUC will receive Proposals through the VendorLink system for goods, equipment, materials, and related services set forth in the included specifications and documents.

http://www.myvendorlink.com/

3.4.1 Common Terms

OUC and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean , “Request for Proposal(s)”, “RFP”, “Request for Quote”, “RFQ”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, or “Quote(s)” shall mean the documents formally submitted to OUC by each of the Bidders responding to this solicitation packet.

3.4.2 Submittal

Bidders shall submit Proposals in accordance with the instructions and schedule included in the solicitation containing these specifications and documents. Refer to Section 4: Proposal Submittal Format & Checklist and submit Proposal with all applicable content.

3.4.2.1 Alternate Proposals

If the Bidder submits an alternate proposal, they shall identify clearly the proposal as an “Alternate Proposal”. OUC may consider alternate proposals a blanket exception to the solicitation and reject the Proposal.

3.4.3 Signatures

An authorized representative of each Bidder shall:

1. Sign or e-sign the Proposal, give their full name and title, and provide the Bidder’s business name and address.

2. Enter the organization’s exact legal name on the Proposal.

3. Sign or e-sign compliance forms, if applicable.

3.4.4 Withdrawal

Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time prior to the Proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time. OUC may request clarifications and additional information after proposal submission.

3.5 ELECTRONIC SUBMITTAL OF THE PROPOSAL

To ensure correct Proposal formatting, Bidders shall:

1. Submit Proposals electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx); Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Clearly identify the RFP Number, Name, Submission Date, and Bidder Name on the Response Cover Page on Bidder’s letterhead.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

7. Follow all instructions outlined in this RFP and provide all requested information.

OUC may ask the selected Bidder to supply one hard copy set with original, written signatures and original compliance forms, prior to the contract execution. Do not submit following both methods unless otherwise instructed.

3.6 COMPLIANCE FORMS

3.6.1 Public Entity Crimes

Each Bidder shall submit copies of an executed and notarized Sworn Statement under Section

287.133 (3)(a) and 287.135, Florida Statutes, on Public Entity Crimes and Scrutinized Companies.

3.6.2 Dispute Disclosure

Each Bidder shall submit copies of an executed Dispute Disclosure form.

3.7 RESERVED

3.8 PROPOSAL PREPARATION COSTS

OUC shall provide, without charge, one set of the specifications and documents to prospective Bidders for preparation of proposals. Addenda documents will be issued only to prospective Bidders registered in VendorLink.

This solicitation does not commit OUC to pay any costs incurred in the preparation and submission of the Proposal or to pay any other costs incurred prior to award.

3.9 EXCEPTIONS

OUC is seeking proposals that meet all technical and commercial requirements as outlined in this solicitation. If a Bidder takes exception to any solicitation requirement or condition, the exception must be specifically stated on the Exception Form provided within the solicitation document. OUC shall consider only those exceptions written on the form at the time the Proposal is submitted. The Bidder acknowledges that any exception taken to the solicitation criteria (including submitting an alternate proposal) may result in OUC determining the Proposal to be nonresponsive.

3.10 CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification through email to the Buyer of Record; verbal requests will not be accepted. The Bidder must reference the Solicitation Package page number and section heading on any clarification requests

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

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

mailto:support@evendorlink.com http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.myvendorlink.com/ http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2

3.11 LOCAL CONDITIONS

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

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

3.12 OPENING

OUC shall open Proposals on the RFP Due Date at 2:30 p.m. 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 http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

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

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

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

3.15 PROPOSAL EVALUATION CRITERIA

OUC shall evaluate the Proposals based on the information provided by each of the Bidders. OUC’s review may include, but may not be limited to the following categories:

1. Qualifications and Experience, including past performance for OUC

2. Responsiveness to Requirements

3. Safety and Quality Programs

4. Financial Soundness of Organization

5. Price

OUC reserves the right to negotiate with Bidders who submitted responsive and responsible Proposals in the best interest of the OUC Commission. This negotiation process may occur prior to OUC Commission approval. Each Bidder acknowledges that OUC shall evaluate all Proposals and may initiate clarification discussions or seek additional information from all or some of the Bidders to fully understand any unclear elements of their proposals. Following clarification, OUC may initiate negotiations with the Bidder considered to be the most responsive and responsible. If no agreement is reached with the highest ranked Bidder, OUC may reject all Proposals or continue negotiations with each subsequently ranked Bidder until an acceptable deal is reached. A final contract award may be contingent upon OUC Commission and legal approval.

OUC reserves the right to consider historic information and facts, whether gained from the Bidder’s Proposal, question and answer conferences, references, and/or other sources during the evaluation process. OUC may conduct such investigations to assist with the evaluation of any Proposal. The investigation also serves to establish the Bidders’, subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Proposal requirements to the Commission’s satisfaction, within the prescribed time.

The Bidder solely is responsible to submit information related to the evaluation categories. OUC is under no obligation to solicit such information. Failure of the Bidder to submit information may cause an adverse impact on the Proposal’s evaluation.

3.16 CANCELATION

Prior to the final execution of a Contract or full Notice to Proceed, OUC reserves the right to rescind said award without prior notice to Bidders. In addition, OUC may reject all Proposals, reissue the solicitation packet, or re-award the contract.

3.17 FREIGHT (IF APPLICABLE)

The selected Bidder shall coordinate with OUC’s freight contractor for shipping unless OUC determines that the selected Bidder can obtain freight/shipping rates or methods that are more advantageous to OUC. The selected Bidder shall submit an alternate shipping proposal based on delivery to OUC’s Free On Board (FOB) carrier at the designated OUC facility or location. The alternate proposal must include the:

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

1. Carrier name

2. Insurance coverage

3. Firm price freight quote

The Bidder must include any alternate proposal in the bid response to this solicitation. OUC may accept or reject the proposed alternate shipping arrangement.

OUC’s freight/shipping supplier and contact information is:

Nexterus

1-888-867-5952 (Monday – Friday, 8:00 a.m. – 7:00 p.m. EST) dcs@nexterus.com

3.18 BID BOND (IF APPLICABLE)

Bidder may be required to submit a certified check or cashier’s check drawn on an acceptable bank, or an acceptable Bidder’s bond executed by the Bidder and a surety company authorized to do business in the State of Florida. The value of the bid bond shall be five percent (5%) of the proposal price schedule. When submitting a Proposal through VendorLink, the Bidder shall provide a copy of the check and express mail the original check to the delivery location provided on the first page of the Solicitation Packet Form.

The bid bond guarantee shall be made payable without condition to OUC. The amount of the check or bond may be retained by and forfeited to OUC as liquidated damages if the Proposal results in a contract award and the Bidder fails to honor the accepted terms.

OUC shall return the selected Bidder’s bid bond when that Bidder executes the contract and files a satisfactory payment and/or performance bond, if required. OUC may retain the bid bond of the second highest ranked Bidder for a period not to exceed thirty (30) days, pending the execution of the contract by the selected Bidder. OUC shall return the bid bond of each unsuccessful Bidder upon request, after the contract is awarded or when the Proposal is rejected.

3.19 PAYMENT AND PERFORMANCE BOND (IF APPLICABLE)

The selected Bidder may be required to furnish a Payment and Performance Bond to OUC per Florida Statutes; Section 255.05 equal to 100 percent of the contract price. The cost of such bonds shall be stated as a separate line item in the Proposal.

A surety company, authorized to do business in the State of Florida and acceptable to OUC, shall sign the bond. The Performance Bond and Payment Bond shall be dated with the actual execution date. With these bonds, the responsible party shall file certified copies of the power of attorney of such attorney-in-fact signing the bond on behalf of the surety, and such certificates shall be certified to show that such power of attorney was in effect to and including the date of the actual execution of the bonds. Any bonds submitted by a surety or its agent shall be conclusively presumed to have been authorized by and binding upon the surety company irrespective of the date shown on the power of attorney.

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

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

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

3.20 CONTRACT EXECUTION

The selected Bidder shall execute the necessary contractual forms, and return the executed forms within ten (10) business days of receipt of forms for execution.

3.21 AWARD

OUC reserves the right to award a single or multiple contracts for all proposal items, or to award separate contracts for single proposal items or any combination of such items; or to make no contract award.

OUC shall be the sole judge of its own best interests, the proposals, and the resulting contract. An award may be made to the most responsive and responsible organization whose proposal is determined to be the most advantageous to OUC. The Commission’s decision shall be final and OUC’s rights include the ability to:

1. Reject any or all proposals or parts thereof

2. Issue subsequent solicitations

3. Cancel the entire solicitation

4. Remedy technical errors on the solicitation

5. Negotiate with any, all or none of the Bidders

6. Award a contract to one or more Bidders or none at all

7. Accept other than the lowest price

8. Waive informalities and irregularities in proposals

3.22 TAXES, PERMITS, AND LICENSES

The Bidder's attention is directed to the General Terms and Conditions and the Florida Statutes regarding taxes, permits, and licenses. It shall be the Bidder's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their proposal whether this item has been included in their proposal price and the amount of the applicable tax, permit, or license in question.

3.23 ERROR AND OMISSIONS

Bidders or their authorized representatives are expected to be fully informed as to the conditions, requirements and specifications before submitting proposals; failure to do so will be at the Bidder’s own risk. Neither law nor regulations make allowance for errors either of omission or commission on the part of Bidders. In case of error of extension of prices in the proposal, the unit price shall govern.

3.24 PROPOSAL SUBMITTAL FORMAT

Bidders shall complete all required forms, and include them in the proposal submittal package with any other required information. Refer to Section 4, Proposal Submittal Format & Checklist for more information.

3.24.1 OUC Policies and Procedures for Bidders

The Bidder shall read and comply with OUC’s policies and procedures before submitting this Proposal:

1. Contractor Security Policy

2. Bid Protest Guidance

3. Generic Contractor Orientation

4. Drug and Alcohol-Free Workplace and Testing Policy

5. OUC Travel and Expense Guidelines

6. All policies – OUC Procurement Services Department website

These policies and any supplemental policies provided at contractor orientation are hereby fully incorporated into this contract by reference and to the extent applicable to the supplier in the performance of their work. Supplier and its subcontractors, suppliers, agents, and employees shall fully comply with all such policies as amended from time to time.

3.25 SIGNATURES

By submitting this proposal with the authorized electronic signature, the Bidder hereby declares that, in all respects for and in good faith, without collusion or fraud:

1. Only the individuals or organizations interested in this proposal/bid response as principal or principals are named in this Proposal.

2. No other individuals or organizations than mentioned in this Proposal have any interest in this Proposal/Bid Response or in the subsequent contract.

3. This Proposal/Bid Response is made without connection with any other person, company, or parties likewise submitting a Proposal/Bid Response.

Bidders shall prepare Proposals in accordance with the Instructions to Bidder’s document. Failure to submit the necessary forms may cause a rejection of the proposal. The Bidder hereby agrees to provide the services and/or items specified in the solicitation packet at the prices quoted pursuant to the requirements of this document.

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

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

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 as listed in Section 2.2.2 & 1.4

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

Addenda (If Applicable)

Provided at time of award

Copy of Company’s Business License

Copy of Insurance Certificate

W-9 Form http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_addenda_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_w9_form.pdf?sfvrsn=2

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

5 ATTACHMENTS

Attachment A: Detailed Scope of Work, Requirements and Drawings

Attachment B: Price Schedule

Attachment C: OUC General Conditions for Goods and Services

Attachment D: OUC Cybersecurity Requirements for Bidders

Attachment E: Bidder Information & Qualifications

DETAILED SCOPE OF WORK, REQUIREMENTS, &

DRAWINGS

The following scope of work is comprised of three parts:

PART 1 - General Information applicable to both Joint Use and Street Light Audit

PART 2 - Joint Use Inventory

PART 3 - Street Light, Street Light Pole and Associated Equipment

PART 1 – GENERAL INFORMATION

1. OVERVIEW

An inventory audit of OUC’s foreign joint use attachments and streetlights will be conducted using existing GIS geo-database on all OUC wood, concrete, and steel structures. The structures are primarily distribution or transmission/distribution poles and will not include large transmission structures or towers. The Supplier will be responsible for identifying and inventorying all foreign attachments on OUC poles and streetlights and related equipment, verifying GIS data for all OUC facilities with attachments and identifying joint use pole attachments by owner.

OUC will provide the previously known File Geodatabase (FGDB) data set for the verification process. This document outlines the project tasks and requirements that must be satisfied. The OUC distribution and lighting engineering representatives will hold a kick-off meeting with Supplier to thoroughly review inventory audit procedures and processes to ensure complete understanding. Additional Supplier material may be provided to the selected Supplier prior to awarding the project. This document outlines the project tasks and requirements that must be satisfied. The Supplier shall furnish all labor, equipment, incidentals, transportation, and supervision necessary to complete the physical inventory. The inventory will consist of an on-site inspection of each pole. The Supplier is responsible for providing instructions and training to their personnel to enable them to recognize the required facilities.

The Supplier will be required to physically visit every OUC pole/asset including street light assets within the OUC service area. Streetlight assets could be in surrounding counties outside the normal OUC service area. The supplier shall verify each joint use attachment and the company who owns it, collect information about each light and identify any equipment discrepancies of OUC's map database. The Supplier will determine how each audit is conducted. OUC is most interested in receiving the joint use data as soon as practical. It is expected that the joint use, streetlight and equipment audits will be completed either separately or together. The Supplier should identify the estimated completion times for each individual audit. OUC intends on this pole audit to be completed within a six-month period.

OUC has a GIS database of its electric system which includes pole, streetlight and equipment locations. Supplier shall contact joint users to determine location and ownership of the attachment(s) as needed. OUC will make any records for these system assets available to the Supplier. 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. 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.

2. INVENTORY DATA COLLECTION

OUC will furnish the Supplier with all pertinent electronic data in the ESRI File Geodatabase. OUC will assist the Supplier in identifying their facilities. The field audit/inventory of OUC facilities shall be completed and submitted as a complete data set or in an orderly manner on an area-by-area basis. The Supplier and OUC will base the size and selection of these areas on prior joint agreement. The sequence of the areas will be of a contiguous nature. The Supplier will be provided with a copy of the current ESRI database files. Specific maps may be requested if the Supplier deems it advantageous.

Supplier will deliver the collected data in ESRI Personal Geodatabase or File Geodatabase with object IDs that correspond with OUC's Enterprise Geodatabase for all collected attribute data. The Personal or Geodatabase data containing features and attribute data will be linked by the Supplier to allow reload of all audited structures, inspection records, and attachment records back into OUC's ESRI Enterprise database.

3. AUDIT APPROACH

To maintain the integrity of the data provided and allow for efficient review of the deliverables provided, the Supplier will review OUC's system by substation and circuit.

OUC has 25 substations with a total of 203 circuits to audit. The order of review will be determined by OUC. For identification purposes of a joint use attachment in this audit, OUC considers any cable or item not belonging to OUC as a joint use attachment. Likewise, the Supplier should review OUC's lighting system. The order of review will be determined by OUC. This will allow both organizations a method to manage how the audit is completed, delivered, accepted and invoiced.

4. GIS REQUIREMENTS

A. Suppliers are expected to provide data in an ESRI-FGDB for use with batch updates or imports to existing software.

B. Submitted data should be georeferenced and include references to existing map features.

C. The joint-use attachments, streetlight and related equipment audit data collection project will be extracted from the current database. The Supplier will be responsible for storing the electric structure attributes in a format that is compatible with OUC's ESRI SDE database scheme. The Supplier will update the copy of data provided by OUC. It will be OUC's responsibility to load the collected data into OUC ESRI SDE Oracle database.

D. Supplier is expected to provide both summary and detailed information regarding the differences in lighting records that exist between the mapping software and field collected records. Supplier is expected to:

a. Notify joint-users of project and coordinate kick off meeting at OUC's office at 6003 Pershing Avenue, Orlando, Florida 32822

b. Utilize a software application and GPS tracking devices with a minimum accuracy of three (3) feet. Utilize exports from OUC's existing mapping and billing system.

c. Gather GIS/map data from as many parties as possible and develop a software inspection form.

d. Visit and visually inspect all pole and equipment locations.

E. The Supplier shall use OUC’s preferred file type for data deliveries to OUC which will be an Excel format and a database export with a data dictionary. The joint-use table should match OUC's currently formatted table. Deliverables must include hard references (e.g., key values) to provide exports unless the exported data did not contain the records that are missing reference information.

5. OUC GIS RESPONSIBILITIES

OUC will provide a GIS data extract of its poles, lights and equipment in a format to be determined. Since there is a one-to-many relationship between the pole and its attachments, OUC will most likely provide a file geo-database containing the pole data and its corresponding attachment table. Deliverables provided by Supplier will be processed into GIS by OUC personnel. As the need arises, OUC will provide property access codes or keys for entering locked areas.

6. SAFETY CONSIDERATIONS

Occasionally the Supplier will encounter safety issues or code violations. The following rules will apply:

A. For safety issues that pose a danger to the public, the Supplier's representative must notify OUC immediately and remain at the location until relieved by a OUC representative. These include leaning poles, frayed conductors, fire damage, low conductor, trees in wires and problems with the lighting equipment such rusting, damaged arms and pole rejection tags (wood poles with white or silver tags).

B. For any field conditions that do not pose an immediate danger, but may impact system, Supplier shall report to the OUC Representative.

7. INACCESSABLE POLE AND LIGHTS

The Supplier will make every effort to access all poles in the survey area including contacting the home or 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.

8. MISCELLANEOUS FIELD PROCEDURES

All Supplier personnel shall have cell phones and can be contacted where service allows. When an individual enters a known area that has no reliable communication options, the Supplier will use a “call in/call out” procedure; meaning each auditor will touch base with their direct superior upon entry and exit from these areas. Cell phone contact lists will be used as the primary tool for contact during emergencies. The Supplier Project Manager shall always have an updated list of these contacts. All Supplier personnel shall have their company issued ID badges. In addition, a letter of introduction from OUC will be used if customer contact is made. Vehicles will also carry contact information.

9. PROJECT PLAN

A project plan containing tasks and dependencies must be submitted with the proposal. The project plan should indicate weekly progress reports, proposed milestones, and OUC will review and input requirements. Progress reports should include percent of project complete and accuracy level achieved per delivery.

OUC requires that all Supplier representatives performing the field work must have prior work experience in joint use and street light audits. OUC requires the resume of

Supplier representatives who are performing the joint use and light audit. OUC requires that at least one Supplier representative per field work crew must be able to openly and effectively communicate with OUC's membership to ensure the safe and efficient operation of the project.

The Supplier shall outline how and when training will be conducted to familiarize their employees of the scope of the audit and proper identification of OUC joint-use attachments.

After the Supplier has completed the inventory within an area, the Supplier shall prepare a summary report to tabulate the results of the survey relating to that particular area. The work relating to a production area will not be accepted as complete until the summary report has also been completed. This summary report will provide, among other data, the total attachments by each attaching entity.

The Supplier shall provide a Final Summary on how Supplier meets the requirements and RFP specifications. A pricing breakdown by line item, specifying costs, is to be included in the summary.

10. REPORTING

OUC requires that for each delivery of field audit data, a differences/exceptions report must be included that has the total number of new attachments, lights and equipment found, as well as total number of lights and equipment removed. OUC requires an Excel format file for each delivery of field audit data with an add/remove report by unique pole identifier and the attachment company or light being added or removed.

Progress reports should include percent of project complete and accuracy level achieved per delivery. Once audit is completed, a revised number of attachments by company, lights by type and poles should be provided.

11. COMMUNICATION

A. Supplier must identify a Project Manager Lead in the proposal response who will be OUC's primary contact for all phases of the project to be completed.

B. OUC will provide a single point of contact for day-to-day field communication and reporting.

C. OUC will review and provide feedback on accepted deliveries and adhere to the mutually agreed timelines for feedback and acceptance.

12. ACCEPTANCE CRITERIA

Please reference QA/QC

A. Supplier must validate and perform an internal review of the audited field data before delivery to OUC

B. For a delivery to be accepted, an accuracy level of 96% or greater must be achieved

C. All required reports must be submitted before final acceptance is approved D. OUC will have 90 days to review each grid report prior to acceptance E. Data File (GIS)

13. QUALITY ASSURANCE AND CONTROL (QA/QC)

OUC may perform sample field audits and other verification measures of the data provided prior to accepting the completed product. The product will be rejected if it fails to meet the stated 96% or greater accuracy level. It will be the responsibility of the Supplier to adhere to the defined quality assurance program and quality control procedures for each Supplier inventory audit technician. The quality control verification audits will be summarized weekly and submitted to the designated OUC representative.

The Supplier shall designate a quality assurance project manager to submit and review weekly Quality Control summary reports with the designated OUC representative.

Invoicing will not be approved until QA/QC Supplier records have been submitted and verified by OUC staff.

The quality control verification will be at a sampling of 10% of poles inventoried. This sample rate at the agreement of OUC may be reduced corresponding to accuracy of the information reviewed for each technician. All poles identified with quality control anomalies shall be re-inspected along with documented review to the Supplier technician of proper inventory identification. Inventory data collected by Supplier technicians in excess of 10% will be subject to re-inventory all poles collected within the sample interval. Weekly summary reports shall contain the same information as shown in the following four dashboard examples.

Quality Control Weekly Summary (Dashboard Example 1)

Quality Control Weekly Technician Reports (Dashboard Example 2)

Quality Control Weekly Technician Summary Report (Dashboard Example 3)

Quality Control Daily Production Summary (Dashboard Example 4)

14. COST SAVINGS

OUC expects the successful Supplier to make recommendations on methods that will allow for a more efficient and less costly project. The Supplier should indicate all recommended alternative methods and technologies so that they may be evaluated and possibly implemented by OUC. OUC desires to minimize cost and project length.

Use Attachment “B” – Form for Cost Saving to submit these recommendations and methods.

PART 2 - JOINT USE INVENTORY

1. JOINT USE (FOREIGN) ATTACHMENT INVENTORY

Visually inspect all joint use locations and collect data on the following:

A. Joint use attachments B. Quantity of attachments C. Ownership and type of the attachment D. Presence of joint use guys and anchors E. Unique identifier for pole (OUC pole/asset number) F. Latitude/Longitude

(Nad_1983_StatePlane_Florida_East_FIPS_1901_Feet) G. Obvious NESC code violations or unsafe conditions created by the attachment H. Document attachments needing to be transferred I. Photograph the attachment J. Stub poles (ready to pull/retire) due to an attachment transfer K. Equipment belonging to Joint User (i.e., amplifier, etc.)

L. ls equipment belonging to Joint User powered or not?

M. If powered, collect meter number or note unmetered device.

N. If OUC is a joint user/attacher of another…