RFP 26 PR8879

For

Cooling Tower Fill, Drift Eliminators, Louvers, and Refurbishment of Other Components at the

Downtown West Central Energy Plant

Issue Date: November 26, 2025

Pre-response Conference: Mandatory Attendance

Pre-response Conference Date: December 10, 2025

Questions/Comments Due Date: December 12, 2025

Addendum Due Date: December 15, 2025

Proposal Due Date: December 19, 2025 by 2:00 PM EST

Bid Bond: Not Required Payment & Performance Bond: Required by Awarded Supplier at the Time of Contract Execution

Direct all inquiries to Buyer of Record:

Jon McLester

407-457-7135

JMclester@ouc.com

Orlando Utilities Commission RFP 26 PR8879 – Cooling Tower Fill, Drift Eliminators, Louvers, and Refurbishment of Other Components at the

Downtown West Central Energy Plant

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

Orlando Utilities Commission Orlando, Florida

RFP 26 PR8879 for Cooling Tower Fill, Drift Eliminators, Louvers, and Refurbishment of Other Components at the Downtown West Central Energy Plant

Table of Contents 1 Introduction

1.1 Scope of Work Summary

1.2 Pre-Response Conference

1.3 Term of Contract

1.4 Minimum Bidder Qualifications

1.5 Price and Costs

1.6 Terms and Conditions

1.7 Contract Sample

1.8 Proposal Evaluation Criteria

2 Bidder Requirements and Qualifications

2.1 Detailed Scope, Requirements, & Drawings

2.2 Bidder Information & Required Bidder Qualifications

2.2.1 Bidder Information

2.2.2 Required Bidder Qualifications

3 Instructions to Bidders

3.1 Legal and Public Record Statement

3.2 Confidentiality Notice to Bidders

3.2.1 Exemptions

3.3 Acknowledgement

3.3.1 Statement of No Bid

3.4 General Information

3.4.1 Common Terms

3.4.2 Submittal

3.4.2.1 Alternate Proposals

3.4.3 Signatures

3.4.4 Withdrawal

3.5 Electronic Submittal of the Proposal

3.6 Compliance Forms

3.6.1 Public Entity Crimes

3.6.2 Dispute Disclosure

3.7 RESERVED

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable)

3.18 Bid Bond (If Applicable)

3.19 Payment and Performance Bond (If Applicable)

3.20 Contract Execution

3.21 Award

3.22 Taxes, Permits, and Licenses

3.23 Error and Omissions

3.24 Proposal Submittal Format

3.24.1 OUC Policies and Procedures for Bidders

3.25 Signatures

4 Proposal Submittal Format & Checklist

5 Attachments

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 26 PR8879 for Cooling Tower Fill, Drift Eliminators, Louvers, and Refurbishment of Other Components at the Downtown West Central Energy Plant

Direct all inquiries to the Buyer of Record: Jon McLester

407-457-7135

JMclester@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.

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 District Cooling (OUC) is seeking a qualified Contractor to furnish and replace or refurbish the cooling tower film fill material, drift eliminators, louvers, and various other components within the Marley Crossflow Cooling Towers installed at the DowntownWest Central Energy Plant (CEP).

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

1.2 PRE-RESPONSE CONFERENCE

To comply with security requirements, email names of attendees and company affiliations to the Buyer of Record at least 48 hours in advance of the meeting. Please bring government issued photo identification the day of the Pre-Response Conference.

If applicable, refer to Attachment C: Invitation to Pre-Response Conference

1.3 TERM OF CONTRACT

The term of this Contract is anticipated to commence from its Effective Date and shall run through final completion and satisfaction of the requested Scope of Work as contained in the solicitation documents, including any necessary follow-up work or extensions thereafter. Work is anticipated to commence in mid-March and must be completed no later than June 1, 2026.

1.4 MINIMUM BIDDER QUALIFICATIONS

1. All bidders must satisfy any necessary licensure requirements as mandated by the city, county, state, or Federal government to perform the work under this solicitation. This would include an active license with the Department of Business and Professional Regulation (DBPR) as well as any other necessary licenses as mandated by the state of Florida.

2. All responding firms must have a minimum of 10 years of experience performing services of the same type as those listed in the solicitation documents.

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.

1.6 TERMS AND CONDITIONS

The General Conditions governing this solicitation shall be in accordance with OUC’s General Conditions for Goods and Services (see Attachment E).

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.

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 DETAILED SCOPE, REQUIREMENTS, & DRAWINGS

Please see Attachment A.

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.

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.

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 2:00 p.m. EST. 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

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:

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.

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.

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

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 (see Attachment H)

Sworn Statement on Public Entity Crimes and Scrutinized Companies Under Florida Statutes, Section 287.133 (3) (a) and 287.135 (see Attachment H)

Dispute Disclosure (see Attachment H)

Addenda (see Attachment H)

Compliance Under Section 255.05, Florida Statutes on Payment and Performance Bond (see Attachment H – failure to include an acceptable version of this document within the proposal will result in immediate disqualification)

W-9 Form (see Attachment H)

Business License (Firms can use the Annual Report as provided by the Florida’s Division of Corporations to substantiate this requirement: https://dos.fl.gov/sunbiz/search/)

Provided at time of award

Acceptable Insurance Certificate (see GC 8.0 of Attachment E)

Payment and Performance Bonds (see Section 3.18)

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

5 ATTACHMENTS

Attachment A: Detailed Scope of Work & Requirements

Attachment B: Price Schedule

Attachment C: Invitation to Pre-Response Conference

Attachment D: Drawings

Attachment E: General Conditions

Attachment F: Waiver of Liability, Assumption of Risk, and Indemnity Agreement

Attachment G: Section 18 Control of Hazardous Energy (Lockout/Tagout)

Attachment H: Compliance Forms

Downtown West Central Energy Plant

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

DETAILED SCOPE OF WORK & REQUIREMENTS

Based upon the results of the evaluation process, OUC reserves the right to award a Contract, in whole or in part, to more than one firm. Participating firms agree and acknowledge that OUC has no obligation to purchase any particular quantities of goods and/or services from one specific firm since the resulting Contract (or Contracts) that are based upon the below referenced Scopes of Work could be awarded in whole or in part, to more than one firm.

Furthermore, OUC may choose to request the awarded firm (or firms) to provide the particular goods and/or services that are the subject of the resulting Contract (“Scope of Work”). If and when OUC and the awarded firm (or firms) agree to each particular Scope of Work, OUC and the awarded firm (or firms) shall proceed under the resulting Contract (or Contracts).

All repairs shall be performed in accordance with the manufacturer’s recommendations in conjunction with any local, state and federal codes, rules, regulations in order to meet the appropriate performance requirements as requested by OUC.

I. Introduction

1. OUC District Cooling (OUC) is seeking a qualified Contractor to furnish and replace or refurbish the cooling tower film fill material, drift eliminators, louvers, and various other components within the Marley Crossflow Cooling Towers installed at Downtown West- Central Energy Plant (CEP). Below is the make and model for each cooling tower cell. Serial numbers for each Cooling Tower cell can be obtained by Contractors during the site-visit.

Towers Model # Marley Cooling Tower CT-1A NC8412QKN5BGF

NC8412QKN5BGF

NC8412QKN5BGF

NC8412QKN5BGF

NC8412QKN5BGF

Marley Cooling Tower CT-1B

Marley Cooling Tower CT-1C

Marley Cooling Tower CT-2A

Marley Cooling Tower CT-2B

Downtown West Central Energy Plant

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

Figure 1 – Aerial view of the Towers at Downtown West CEP

II. General Scope of Work

1. OUC requires the replacement of cooling tower fill, drift eliminator, and louver material and other components in the Marley cooling towers at Downtown West CEP. This plant consists of two (2) towers. The first tower (CT-1) has three (3) cells per tower while the second tower (CT-2) has two (2) cells. The design of the OEM film fill material is crossflow film fill. The following will be the scope of work (SOW) for the project and the Bid form will be attached at the end of the document.

2. The awarded Contractor will have access to one (1) cooling tower cell at a time to perform the refurbishing and/or repairs. In the event additional towers/cells are needed, OUC will discuss with the Contractor on an action plan. No extra cost can be added or requested to the project cost for the reasons above. The base scope of work includes the replacement (including installation and disposal) of film fill/media, drift eliminator, louver material, and other components based on the specifications and information that will be discussed as part of this document.

3. The total costs shall include the charge of cleaning and preparation, and repairs of cooling tower internals and externally, as described herein. Some of the exterior panels are rusted and may require replacement or repair. The Contractor is solely responsible for confirming the part numbers with the manufacturer, if deemed necessary, for the appropriate selection of materials and pricing.

4. Please price the fill, louvers, parts and drift eliminator as OEM material but also provide an aftermarket alternative to all the parts and materials involved. All aftermarket material shall provide equal or better performance than the OEM. The aftermarket system shall also have an equal or greater longevity in comparison with the OEM system. If the vendor decides to provide an aftermarket (alternate) material or manufacturer, please provide the specifications for this material and the technical data that supports and compares with the OEM so OUC can better evaluate any alternative during the decision process. OUC is not obliged to select an alternative even if it provides the least expensive option.

III. Option No. 1 – Cooling Towers No. 1 & No. 2 – OEM Parts and Materials

1. Always confirm and follow OUC Lockout Tagout (LOTO) procedure in all the units (see Section G of this solicitation).

2. All condenser suction lines shall be blocked by the vendor so no debris can get inside the system at any time.

3. Removal of the sound attenuator enclosure and re-installing back upon replacing film fill, drift eliminators, and louver material.

4. Remove and dispose of all existing heat transfer fill media, drift eliminators, and air inlets/louvers (reuse the existing stainless-steel frame) in a safe and proper way.

5. Remove and dispose of all associated supports that need to be replaced.

6. Remove and replace all the nozzles with new OEM nozzles.

7. Remove and set aside distribution branches to complete access to the inside of the tower. Replace all the existing gaskets before installing them back.

8. Material Transportation and crane usage as needed.

9. After all material has been removed, power wash the entire tower from the top (fan blades grilles to the bottom (basin) inside and outside to remove all accumulated dirt, scale, and debris after demolition.

10. Clean and repair/replace all seams in the cold-water sump walls (basin) & sheet metal seams with a marine grade polyurethane sealant around the entire cell.

11. Patch metal where necessary using G-235 galvanized material. Seal all seams around the patch. Sandwich style repair is mandatory.

12. Apply a urethane sealant to all sheet metal seams on tower #1 & #2.

13. Prepare and coat the interior and exterior metal structure of the cooling towers. Clean and grind, as needed, with a wire wheel or abrasive disc to prepare the sheet metal for new protective coating for the interior of the towers.

14. Vacuum to remove all particulate matter loosened by the grinding process on towers.

15. Wipe down surface with a degreasing solvent to prepare the surface for new galvanized coating per manufacturer specification on towers.

16. Apply one coat by brush and/or roller of cold galvanizing compound, ZRC brand, to all existing prepared surfaces on towers.

17. Clean/power wash the entire tower before putting it back on service.

18. Supply and install recommended aftermarket PVC fill system per serial number for each cell, inlet louver, and drift eliminators with their proper hardware and installation kits per manufacturer instructions.

19. Supply and install New Fill supports per manufacturer’s recommendations.

20. New Coating will include a standard one (1) year warranty on parts, material, and workmanship.

21. Job Site Cleaning on a daily basis and upon completion of project work with all debris removed from site within reasonable timeframe.

22. Supply roll-off dumpsters for the disposal of the old fill material and any other debris for the duration of the job.

23. All work performed in this project will include a calendar at a minimum a one (1) year warranty on parts, materials, and workmanship. The calendar date for this warranty will start on the day of the last startup of the assets.

IV. Option No. 2 - Cooling Towers No. 1 & No. 2 – Aftermarket Parts and Materials

1. Always Confirm and Follow OUC Lockout Tagout (LOTO) procedure in all the units (see Section G of this solicitation).

2. All condenser suction shall be blocked by the vendor so no debris can get inside the system at any time.

3. Removal of the sound attenuator enclosure and re-installing back upon replacing film fill, drift eliminators, and louver material.

4. Remove and dispose of all existing heat transfer fill media, drift eliminators, and air inlets/louvers (reuse the existing stainless-steel frame) in a safe and proper way.

5. Remove and dispose of all associated supports that need to be replaced.

6. Remove and replace all the nozzles with new Aftermarket nozzles.

7. Remove and set aside distribution branches to complete access to the inside of the tower. Replace all the existing gaskets before installing them back.

8. Material Transportation and crane usage as needed.

9. After all material has been removed, power wash the entire tower from the top (fan blades grilles to the bottom (basin) inside and outside to remove all accumulated dirt, scale, and debris after demolition.

10. Clean and repair/replace all seams in the cold-water sump walls (basin) and sheet metal seams with a marine grade polyurethane sealant around the entire cell.

11. Patch metal where necessary using G-235 galvanized material. Seal all seams around the patch. Sandwich style repair is mandatory.

12. Apply a urethane sealant to all sheet metal seams on tower #1 & #2.

13. Prepare and coat the interior and exterior metal structure of the cooling towers. Clean and grind, as needed, with a wire wheel or abrasive disc to prepare the sheet metal for new protective coating for the interior of the towers.

14. Vacuum to remove all particulate matter loosened by the grinding process on towers.

15. Wipe down surface with a degreasing solvent to prepare the surface for new galvanized coating per manufacturer specification on towers.

16. Apply one coat by brush and/or roller of cold galvanizing compound, ZRC brand, to all existing prepared surfaces on towers.

17. Clean/power wash the entire tower before putting it back on service.

18. Supply and install recommended aftermarket PVC fill system as designed per serial number for each cell, inlet louver, and drift eliminators with their proper hardware and installation kits per manufacturer instructions.

19. Supply and install New Fill supports per manufacturer’s recommendations.

20. New Coating will include standard one (1) year warranty on parts, materials, and workmanship.

21. Job Site Cleaning on daily basis and upon completion of project work with all debris removed from site within reasonable timeframe.

22. Supply roll off dumpsters for the disposal of the old fill material and any other debris for the duration of the job.

23. All work or task performed in this project will include a calendar one (1) year warranty on parts, materials, and workmanship. The calendar date for this warranty will start on the day of the last startup of the assets.

V. OUC Chilled Water Department’s Responsibilities

1. Drain the tower(s).

2. Lockout/Tagout the units. The vendor is required to add their LOTO and sign the OUC LOTO Documents during any tag-outs for equipment.

3. Contractors and their team members will be able to use the CEP restroom facilities during the duration of the project. This is a privilege to the contractor and OUC will remove this privilege if the Contractor does not keep the restrooms clean.

4. The awarded Contractor and any supporting parties are not allowed to use the CEP office/ control room area at any time unless an OUC representative authorizes.

5. Access to the building via intercom in the main door at the CEP.

VI. Specifications & General Notes

1. The Supplier is solely responsible for the correct selection of the replacement material, disposal of removed material and labor for installation and removal.

2. Installation to be performed inside the cooling tower. Safety barrier to be installed by Supplier, as necessary, preventing inadvertent hazard to personnel during installation and removal activities.

3. All vendors and their sub-contractors will wear PPE and follow all OSHA and OUC safety regulations and guidelines while working within OUC premises. PPE is always mandatory.

4. The supplier is responsible for preparing the towers after removal of the fill.

Preparing includes pressure washing, wire wheeling, performing any repairs, sealants and painting inside of the towers with approved coating.

5. All PVC materials shall be cut off to meet the OEM Cooling Tower manufacturer’s minimum requirements. This includes all the dimensions, thickness, styles, and others. The original equipment efficiency cannot be affected with this project.

6. The Supplier is responsible for replacement of all material damaged during shipment prior to acceptance by OUC.

7. The film fill, louvers, and drift eliminators will be shipped with specific installation and start up instructions.

8. All film fill, drift eliminators, and inlet louver material will utilize manufacturer recommended and specified material thickness designed per serial number of each cell.

9. The cooling tower condenser water intakes must be blocked off during project work to avoid clogging at all times.

10. The vendor must replace corroded fan screen hardware for all towers if is needed.

11. In case of patching or replacement a section (galvanized or stainless steel) or a panel we required the minimum of:

a. Cut out rusted section of the panel or remove old panel to clean lines.

b. Fabricated new panels or sections to completely cover the existing hole.

Sheet metal material needs to be compatible to the existing panel material. If it’s a patching, a new piece of sheet metal needs to be installed in both side of the wall to create a sandwich. A minimum of 6” all around the new sections are required.

c. Seal with tape and sealant the panel before and after installation.

d. Use ZRC as the coating product to prevent from rusting. If you have a better solution, please provide the information to OUC for evaluation and approval.

12. A site walkthrough will be required to determine all staging areas and requirements before the material arrives at the jobsite.

13. Daily walkthrough inspections will be performed with the OUC representative throughout the entire project.

14. Daily reports are mandatory for this project. The report should have as minimum the following information: CEP information, date, prepared by, general information of the work performed, six photos (minimum), weather information, general observations, performed tasks, safety information (reports, safety talks, etc.), other relevant information & signature of the person who wrote the report. Each daily report needs to be submitted the following workday.

15. Protection of the roof is always mandatory. The contractor will be responsible for any roof damage.

16. Fall Protection equipment (railings) is mandatory. Daily Safety inspection of the equipment is required. Safety tag needs to be installed in each equipment at all time.

17. Effective communication with OUC Representatives is essential for this project. The awarded contractor needs to be proactive in the communication side so OUC Representative can have all the information to plan accordingly with the Operations team and the contractor.

18. Scheduling, organization, and cleaning are essential during the entire duration of this project. Contractors need to be proactive at all time

19. Remove old parts in the towers that are not in use (if applicable). Please confirm with the OUC Representative before the removal.

20. We request that the contractor provide a list of additional recommendations and the associated costs (if applicable) with their proposal. Please provide any add alternates deemed necessary for this project and not mentioned in this RFP document.

21. OUC can/will request (mandatory) a 30-minute presentation as part of the requirement for this bid process before the adjudication of this project. This short presentation needs to include general information of the material selected by the vendor, means and method, safety, schedule, communication and others relevant information. After the presentation, OUC will have up to 15 minutes of questions and answers before each of the members graded. This previous process will be part of the final grade process of the vendor. This will apply to all the vendors.

22. All tasks requested in this RFP are going to be part of the project. If the contractor doesn’t want to perform or doesn’t recommend any of the detailed tasks, it is vendor responsibility to exclude them in the final Bid Form to be submitted.

23. All invoices for payment need to be submitted direct to OUC Account Payable Department via email accountspayable@ouc.com. A copy of the Breakdown for payment for that period needs to be attached to the invoice and submitted together. Breakdown for payment template is attached at the end of this document.

24. Awarded Contractor will need to submit a detailed milestone delivery schedule of the project within their proposal. The following information should be included:

a. Payment Schedule by percentage of work completed and projected dates of completion

b. Date of when material will be ordered

c. Lead time and expected delivery date of the material