SPECIFICATIONS_FOR_BASE_CAMP_SERVICES_2025.pdf

REQUEST FOR PROPOSAL

Peace River Electric Cooperative, Inc. (PRECO), hereby gives notice to prospective bidders that proposals will be received by PRECO, through the VendorLink portal until 2:00 p.m. on 4/15/2025 for:

PRECO RFP # 2025-06

SPECIFICATIONS FOR BASE

CAMP SERVICES

All Bidders are required to:

Send Bid Proposals electronically through the VendorLink portal where the opportunity was broadcast.

PRECO RFP #2025-06 SPECIFICATIONS FOR BASE CAMP

SERVICES

Peace River Electric Cooperative

PRECO RFP # 2025-06

Purchasing Department

210 Metheny Rd Wauchula, Fl. 33873

PRECO wants to engage in three-year agreements for these services. The three-year agreement will allow for price adjustments at the provider's request effective on January 1 of the following calendar year of the agreement's effective date and each subsequent January 1 thereafter. The price escalation shall be the lesser of a fixed percentage submitted with this RFP by the provider or the Consumer Price Index (CPI) for the preceding 12 months prior to the effective date of the price change.

It is the sole responsibility of each Bidder to deliver its Proposal to PRECO at the place designated for receiving Proposals and prior to the time for opening Proposals last announced to Bidders. Any Proposal received after the time last announced for opening Proposals may be retained by PRECO or returned to the Bidder, but such Proposal shall be rejected as not responsive.

NOTE: PRECO will entertain questions for clarification until 4/11/2025. All questions must be submitted within the

VendorLink portal for this bid opportunity. Question period will close after this date.

Each proposal should constitute an offer to PRECO, as outlined therein, and should be irrevocable after the time announced for the opening thereof.

PRECO reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which PRECO deems to be in the best interest of PRECO.

Tim Gibson

Purchasing Agent

GENERAL

Peace River Electric Cooperative (PRECO) is an electric distribution cooperative serving more than 60,000 homes and businesses in central Florida. Headquartered in Wauchula, Florida, PRECO provides electricity to portions of 10 Florida

Counties which include Brevard, Desoto, Hardee, Highlands, Hillsborough, Indian River, Manatee, Osceola, Polk and Sarasota.

Our service area extends from near Vero Beach on the eastern shores of Florida to Ruskin on the Gulf of Mexico.

Employees are divided between three work locations: Indian Lake Estates, Wauchula and Manatee, and among eight departments: Executive, Finance, Human Resources, Engineering, Transmission, Distribution, Operations Support and

Member Services.

PRECO and its representatives have exercised due care in preparing this Request for Proposal (RFP). All information contained herein is believed to be substantially correct. However, bidders should verify information independently if desired. PRECO and its representatives do not warrant the accuracy of information contained herein.

SCOPE OF SERVICES

PRECO requests Proposals for Base Camp Services provider for the following:

Turn-key base camp facilities for a minimum of 200 persons. PRECO will need to know the maximum capacity amount that each bidder will be able to accommodate. One (1) Base Camp may be needed at each or just one of three (3) locations, Indian Lake Estates (Polk County), Lakewood Ranch/Parrish (Manatee County), and Wauchula (Hardee

County). The provider selected will be required to provide record-keeping services for meals, lodging, and fueling provided with the name and company of the individual receiving service.

The deployment is to be for a minimum of seven (7) consecutive days, with options to extend by single-day intervals.

Base Camp Requirements:

• Kitchen and Catering

• Refrigeration for food

• Dining facilities with or without A/C

• Sleep trailers / tents (30+ beds each) with A/C

• Showers and toilets

• Laundry services

• Ice

• Water, generators, and waste removal (fuel provided by PRECO)

Base Camp Optional Services

• On-site medical aid

• Site Security

• Traffic Control

• Truck and equipment fueling services (fuel to be provided by PRECO)

Submittal Requirements

Proposals must be submitted in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements stated below. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal.

Required Information

1. Title Page. Show the name of Contractor’s firm, address, telephone number, name of contact person, date and the subject: Request for Proposals for Base Camp Services for Peace River Electric Cooperative.

2. Table of Contents. Include a clear identification of the material by selection and by page number.

3. Cover Letter and Executive Summary. This letter must be signed by an individual who is authorized to negotiate terms, render binding decisions, and commit the Contractor’s resources (e.g., the president or executive director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship). The letter must indicate the legal status of the Contractor (sole proprietorship, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists.

4. Firm Overview. Provide a brief history and description of your firm’s business organization and experience as it relates to the requirements discussed previously. Include the location of offices and the specific expertise and services that distinguish your firm.

5. Relevant Expertise and Experience. Provide a narrative statement regarding your experience as it relates to the

Scope of Services of the RFP. Additionally, include a statement regarding your understanding of the requirements as outlined in the RFP.

6. References. The Contractor shall provide at least three references, within the past five years of clients for whom these requested services have been performed that are comparable in quality and scope to that specified in this

RFP. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided.

7. Description of Approach. Provide a comprehensive description of the Contractor’s proposed approach. This section should convey the Contractor’s understanding of the project.

8. Deliverables. Fully describe all major equipment (kitchen, dining tent(s), sleep trailers, laundry trailers, showers, toilets, etc.). Include sample menus based on given bid price. (Attachment D).

Cost Proposal. The following cost proposals are required and are to be based on the expectations that Base Camp resources will be deployed to central Florida within 24 hours after a storm, and Base Camp resources will be capable of being operational within 48 hours after the storm.

A. Provide a fully detailed cost proposal, including staff costs and any expenses necessary to accomplish the tasks described in the Scope of Services above, including the cost to extend deployment(s) by single-day intervals.

DO NOT include Delivery and Pick-up charges. (Attachment A)

B. Provide a “Not to Exceed” Delivery and Pick-up charge. Also, provide pricing variables that will be reflected in the actual billing (mileage costs, labor costs, meals, lodging, etc). (Attachment B)

C. Provide a complete 2025 pricing sheet. Additional costs or savings associated with the changes in base camp size or amenities will be determined by the Contractor’s 2025 price sheet. (Attachment C).

D. Provide a typical 200-person base camp setup using the pricing sheet provided. Please label components of camp as essential or optional (an example of optional would be a gaming/lounge area). (Attachment E)

9. Personnel. Provide the names, proposed roles, background and experience, and availability of the personnel that would perform requested services, and specifically identify the primary person(s) who will be responsible for managing the relationship with PRECO.

Addenda and Supplemental Information Any and all addenda to the RFP will be provided to all Proposers who received the initial RFP and provided contact information to PRECO, should it become necessary for PRECO to make revisions, request additional information, or respond to written inquiries relating to the RFP. It is the responsibility of potential proposers to timely submit contact information to facilitate receipt of addenda and supplemental information requests, if issued.

Evaluation and Award Criteria

A Selection Committee appointed by PRECO will evaluate and rank each Proposal.

Review of Proposal - PRECO’s designated selection committee will review responses to the RFP. Selections will be based on completeness of proposals and on which Proposals demonstrate the best combination of expertise, experience, project understanding, and approach.

Evaluation Criteria – The Selection Committee will evaluate and score proposals on the basis of the responsiveness to the requirements of this RFP. Proposals will be evaluated on the basis of the following criteria:

Selection Criteria

The following weighted criteria will be utilized to select the Contractor to be awarded this contract:

Qualifications of the Contractor 20

Qualifications of Staff 20

Relevant Past Performance 20

Technical Approach 20

Cost Proposal 20

TOTAL 100

Anticipated Schedule (subject to change)

February 14, 2025 Post Bid

April 11, 2025 Questions Due

April 15, 2025 Bid Due

Notice of Intent to Award

PEACE RIVER ELECTRIC COOPERATIVE

PROFESSIONAL SERVICE AGREEMENT

TERMS & CONDITIONS

Scope of Service:

Awarded Contractor Firm will perform Base Camp services as requested and authorized by Peace River Electric

Cooperative.

Payment:

For services furnished, PRECO shall pay the awarded Contractor upon submission of invoices the services using a fixed

“not to exceed” amount for specified project.

Professional Services

1. The Contractor Firm shall be an independent contractor and shall not be an employee of PRECO. The Contractor

Firm shall not be an agent or representative of PRECO except that The Contractor Firm may act as PRECO’s agent in providing services to the degree specifically authorized by PRECO.

2. The Contractor Firm represents that the services furnished under this Agreement will in accordance with generally accepted professional practices. Any estimate of cost of operation furnished by The Contractor Firm shall be The Contractor Firm’s opinion based upon its professional judgment and experience. The Contractor Firm makes no other representation or warranty, express or implied.

Change in Scope and Delay

If the provisions for payment in the Agreement provide for a fixed fee or a maximum payment for services, such fee or maximum is for the Scope of Services described in the Agreement. If the Scope of Services is modified so that more or less work or time is required, and such modification is accepted by PRECO and The Contractor Firm, the fee or maximum and the time shall be equitably adjusted.

Relating to Payment

The Contractor Firm’s “Salary Costs” allow for basic salary and personnel benefits, including: Life, accident, disability and medical insurance; sick leave, holiday and vacation pay; social security, workers’ compensation, unemployment and compensation and pension retirement contributions; and similar employment – related cost shall be included in the proposed “not to exceed” price.

Insurance

The Contractor Firm shall maintain in effect, professional liability, commercial general liability (bodily injury and property damage) and commercial automobile liability (bodily injury and property damage) insurance with respect to employees and vehicles of The Contractor Firm assigned to the prosecution of work under this Agreement, with each policy having maximum limits of not less than $2,000,000, and statutory workers’ compensation protection. These policies shall include the Additional Insured for Comprehensive General Liability Insurance Certificate and the Waiver of Transfer of Rights of Recovery Against Others, known as the Waiver of Subrogation for the General Liability and Workers Compensation policies.

The Contractor Firm shall supply to PRECO a description of each such insurance policy currently in effect, specifying the amount thereof and, upon any changes thereto; The Contractor Firm shall promptly notify PRECO. The Contractor

Firm will obtain and thereafter maintain in effect, if reasonably available, such additional insurance as may be requested by PRECO, the cost of which shall be reimbursed by PRECO.

Liability

In partial but specific consideration of the execution of this Agreement, PRECO and Contractor Firm agree as follows:

1. The Contractor Firm shall indemnify and hold all harmless PRECO and its governing board, officers, and employees from all claims, expenses and liability, following operation of applicable rights of contribution, arising out of negligent acts, errors or omissions of The Contractor Firm and its employees, including claims made by employees of The

Contractor Firm.

2. PRECO shall indemnify and hold harmless The Contractor Firm, its partners, officers, employees and subcontractors from all claims, expenses and liability, following operation of applicable rights of contribution, arising out of neglect acts, errors or omissions of PRECO and its employees, including claims made by employees of PRECO.

3. In any and all claims an employee of The Contractor Firm or PRECO, the indemnification obligation under this paragraph entitled “Liability” shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable under workers’ or workmen’s compensation acts, disability benefit acts or other employee benefit acts.

4. PRECO and The Contractor Firm acknowledge and agree that none of the services provided by The Contractor Firm under this Agreement are intended to pertain to conditions with respect to the safety of the Utility, technical adequacy of any design not provided by The Contractor Firm, or conformance by PRECO with agreements, codes, permits, rules, or regulations relating to the ownership, operation and maintenance of the properties comprising the Utility (except for any obligations specifically assumed or contracted for by The Contractor Firm pursuant to special provisions of a

Professional Services Agreement and except as may be prescribed by the rules of practice for a professional Firm by the Florida Institute of Consulting Firms for services provided under the Agreement).

Suspension or Termination of Services

PRECO or The Contractor Firm may suspend or terminate any or all services covered in this Agreement at any time upon written notice in which event PRECO shall pay The Contractor Firm upon submission of invoices for all services rendered and expenses incurred to the effective date of such suspension or termination. This agreement may be terminated without cause by either party within sixty (60) days written notice.

Equal Opportunity

The Contractor Firm will not knowingly discriminate against any employee or applicant for employment because of age, race, color, religion, sex, national origin, marital or veteran status or physical handicap. The Contractor Firm will take affirmative action to the end that applicants are employed, and that employees are treated during employment, without such discrimination.

Severability and Heading

1. If any part of this Agreement, including, but not limited to, any provision, paragraph, clause, phrase or words, is found to be in conflict with applicable laws, such part shall be inoperative, null and void insofar as it is in conflict with said laws, but the remainder shall be given full force and effect.

2. The descriptive headings used in this Agreement have been inserted for convenience of reference only and shall in no way modify or restrict any of the terms and provisions of this Agreement.

Notice

All notices relating to this Agreement shall be in written form delivered in person or by Express Mail, Registered or

Certified United States Mail, postage prepaid, to The Contractor Firm or to PRECO to the attention of its chief executive officer at the last business address of the Florida office of the addressee known to the sender.

Applicable Law

This Agreement shall be interpreted in accordance with the law of the State of Florida.

Attachment A

COST PROPOSAL FORM

Provide a fully detailed cost proposal, including staff costs and any expenses necessary to accomplish the tasks described in the Scope of Services above, including the cost to extend deployment(s) by single-day intervals. DO

NOT include Delivery and Pick-up charges.

Attachment B

DELIVERY AND PICK-UP CHARGES

Provide a “Not to Exceed” Delivery and Pick-up charge. Also provide pricing variables that will be reflected in the actual billing (mileage costs, labor costs, meals, lodging, etc.).

Attachment C

2025 PRICING SHEET

Provide a complete 2025 pricing sheet. Additional costs or savings associated with the changes from base camp size or amenities will be determined by the Contractor’s 2025 price sheet.

Attachment D

EQUIPMENT & SAMPLE MENUS

Fully describe all major equipment (kitchen, dining tent(s), sleep trailers, laundry trailers, showers, toilets, etc.).

Include sample menus based on the given bid price.

Attachment E

Example of Standard 200-Person Base Camp

Please provide an example of a 200-person base camp with essential and optional components using the provided price list.

BIDDER’S STATEMENT

In consideration of this contract, if awarded, the Vendor agrees without reservation to PRECO’s Terms & Conditions, Indemnification Clause, and insurance clause herein. Which will become a part of the contract, the signing of this statement confirms the Vendor’s acceptance.

DATE:

FIRM NAME: EMAIL:

SUBMITTED BY:

Print Name & Title

SIGNATURE:

WITNESS:

NOTICE: THIS SIGNATURE PERTAINS TO THE ACKNOWLEDGEMENT AND

ACCEPTANCE OF THE ENTIRE TERMS & CONDITIONS. ANY EXCEPTIONS TO

THIS AGREEMENT SHOULD BE NOTED SEPARATELY.

FAILURE TO COMPLETE ABOVE NOTED DOCUMENT WILL RESULT

IN NON-COMPLIANCE WITH THESE SPECIFICATIONS.

DRUG-FREE WORKPLACE STATEMENT

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

The undersigned vendor in accordance with Florida Statues Section 287.087 hereby certifies that does:

(Name of Business)

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in Subsection 1.

4. In the statement specified in Subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of Chapter 1893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Print Name

Vendor's Signature

Date:

SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL

AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to (print name of public entity) by (print individual’s name and title) for

(print name of entity submitting sworn statement) whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is _

If the entity has no FEIN, include the Social Security Number of the individual signing sworn statement:

2. I understand that a “public entity crime” as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contender.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

a. A predecessor or successor of a person convicted of a public entity crime; or

b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employee, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person’ as defined in Paragraph 287.133(1)(e), Florida Statutes, means:

a. any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity.

b. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

6. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies):

Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with the convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of public entity crime subsequent to July

1, 1989.

The entity submitting this sworn statement, or one or more of its officers, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer, determined that is was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order).

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTOR OFFICER FOR THE

PUBLIC ENTITY IN PARAGRAPH ONE (1) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO

UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A

CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDE IN SECTION 287.017, FLORIDA

STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(Signature) (Date)

STATE OF

COUNTY OF

PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature in the space provided above on this day of of 20 .

NOTARY PUBLIC

My Commission Expires:

FOR-094 Revised: 04/20/2018