SPECIFICATIONS_FOR_INSPECTION_OF_ELECTRIC_DISTRIBUTION_POLES.pdf

CALL FOR BIDS

Florida Keys Electric Cooperative Association, Inc. (FKEC), hereby gives notice to prospective bidders that proposals will be received by FKEC, at the Procurement Department, procurement@fkec.com until 2:00 p.m. on July 30, 2026 for:

FKEC BID #26-12

SPECIFICATIONS FOR INSPECTION OF ELECTRIC DISTRIBUTION POLES

In order to ensure an open and fully competitive bidding process and maintain compliance with FEMA’s Procurement Guidance for Recipients and Subrecipients Under 2 C.F.R. Part 200 (Uniform Rules), FKEC has instituted VendorLink and DemandStar systems to provide current information to potential bidders.

These systems will allow you to receive bid information quickly and at your convenience 24 hours a day, seven days a week. Specifications may be obtained from their websites at www.myVendorlink.com or www.DemandStar.com. Registered vendors will be notified automatically of all Requests for Proposals.

Anticipated Solicitation Schedule

July 9, 2026 Call for Bid

July 23, 2026 Questions Due

July 30, 2026 Bids Due

August 17, 2026 Intent to Award

December 31, 2033 Completion Date

NOTE: The above anticipated solicitation schedule is subject to change. FKEC will entertain questions for clarification until July 23, 2026 at 2:00 pm. All questions must be submitted in writing by email to procurement@fkec.com, or via the VendorLink website. No questions will be answered after that date.

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

/s/ Adam Pierce

Adam Pierce

Purchasing, Procurement, and Warehouse Manager mailto:procurement@fkec.com http://www.demandstar.com/taf/agencycp.taf?_function=list&A=335

FKEC General Information

Florida Keys Electric Cooperative (FKEC) is the private, not-for-profit power utility for the Upper and Middle Florida Keys. Headquartered in Tavernier, Florida, FKEC provides electricity from the Seven-Mile Bridge to Ocean Reef and the Monroe County Line, and services more than 34,000 meters. FKEC presently has an authorized workforce headcount of 125, with an actual headcount of 121. FKEC recognizes the Union as the exclusive collective bargaining agent for all employees of FKEC working in the Union classified positions. Employees are divided between two work locations: Tavernier and Marathon, and among nine departments: Executive, Finance, Human Resources, Safety, Engineering, Information Technology, Transmission, Distribution, and Member Services.

The Cooperative was formed as a corporation in the state of Florida in 1940, and in 1944 was recognized by the Internal Revenue Service as being federal income exempt tax under section 101(10) of the Revenue Act of 1939 (now section 501 (c) (12) of the Internal Revenue Code). FKEC currently imports all of its power supply and uses local generation for emergency back-up only. The utility relies on power from the mainland because it is far less expensive than local generation.

Today, FKEC maintains a highly respected position within its local community, and within the National Rural Electric Cooperative Association, for its dedication to reliable electric service and forward thinking initiatives.

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

Statement of Work

1. Purpose This Statement of Work (SOW) establishes the scope, inspection methodology, and seven-year work plan for the inspection of distribution poles in the Florida Keys Electric Cooperative (FKEC) system. The intent of this program is to inspect the system in substantially equal annual increments over a seven-year period while satisfying applicable Florida Public Service Commission requirements, National Electrical Safety Code (NESC) standards, and the additional inspection criteria specified by FKEC. Florida PSC Rule 25-18.020 requires pole inspections at least every eight years and visual checks for compliance with NESC strength and clearance standards.

2. Project Overview The objectives of this SOW are to: (a) inspect FKEC distribution poles in equal annual increments over seven years; (b) identify poles and related facilities that do not meet applicable safety, strength, clearance, or condition requirements*; (c) document observed defects and assign priorities in accordance with the FKEC Priority Matrix (Exhibit B); (d) provide inspection records and supporting imagery to assist FKEC in maintenance, repair, replacement, and asset management planning; (e) provide treatment to wood poles as deemed required by the inspection process; and (f) install and/or verify pole tag numbers to each FKEC pole.

*Cost estimate should include a line item to identify the owner of all third party attachments.

Schedule should include the additional time required to accomplish.

A kickoff meeting will be held with the awarded bidder prior to commencement of work. The meeting will include project coordination, scheduling expectations, and review of safety requirements. A safety briefing will also be conducted with FKEC personnel and contractor staff.

Corresponding contact information for project management and emergency notifications will be exchanged at this meeting.

FKEC’s normal business hours are from Monday – Thursday, 8:00am – 5:00pm. Any time FKEC personnel are needed, it must occur during normal business hours.

For planning purposes, the current pole inventory as of the date of this SOW is as follows:

Pole Type Number in Use

Wood 10,801

Concrete 2,735

Fiberglass 6

Hybrid 3

Ductile Iron 1,442

Steel 335

Total 15,322

FKEC shall provide available GIS mapping data, including pole shapefiles and associated asset information, upon request for inspection planning and data collection purposes. Contractor shall not modify or distribute FKEC GIS data without written authorization.

3. Scope of Work Distribution pole inspections in substantially equal annual increments over seven years: 2027- 2033. The following sections describe the details of the inspections and required schedules.

3.1. Scope of services

The Contractor shall furnish all labor, supervision, equipment, vehicles, tools, traffic control, data collection systems, unmanned aircraft systems where applicable, and incident reporting necessary to perform pole inspections under this SOW**. All work shall be performed in accordance with applicable federal, state, and local laws, OSHA requirements, applicable FAA requirements for UAS operations, the NESC as incorporated by Florida PSC rules, and applicable Florida PSC pole safety and inspection requirements. Florida PSC Rule 25-18.020 requires inspections at least every eight years, visual checks for compliance with NESC strength and clearance standards, and repair or replacement of poles not in compliance.

• No pole owner data shall be changed.

• The Contractor shall identify poles as either having or not having communication services on the pole but shall not trace or assign communications ownership to a specific service provider.

• The Contractor shall capture inspection records, imagery, GPS coordinates where required by this SOW, and condition information necessary to support prioritization and remediation planning.

** Data will be collected by the Contractor awarded the bid on FKEC-owned iPads to capture live data.

3.2. Schedule

The awarded bidder shall provide a detailed project schedule in the chart below. The desired completion schedule is very important to FKEC. Each year, deliverables to be submitted to FKEC prior to August 1 of the year’s inspection, unless otherwise approved in writing by FKEC. The contractor should include any weather or other contingencies in their proposal and identify schedule risk mitigation plans. Please itemize the estimated cost of this requirement in your proposal, if any.

Project Task Schedule

ITEM TASK DESCRIPTION DURATION START DATE END DATE

3.3. Inspection Methodology

3.3.1. Pre-Inspection Activities

• Review utility GIS, asset records.

• Verify site access, traffic control needs, and safety requirements.

• Confirm equipment identification numbers and GPS coordinates.

3.3.2. Visual Inspection Criteria

• All poles less than ten (10) years of age shall receive a visual inspection only.

• Any third-party poles not owned by FKEC that are within the approved inspection scope shall receive a visual inspection only.

• Poles identified in the database as transmission poles shall receive a visual-only inspection by ground-line crews.

• FKEC-owned poles found in the field but not in the database shall be inspected and billed according to pole age.

• Meter poles discovered in the field shall be added to the map and shall receive visual-only inspection. The Contractor shall capture GPS coordinates and input the closest address when a meter pole is discovered; these assets shall not have a map point.

• Poles in the FKEC-provided dataset that only have third-party attachments, and no electric facilities shall receive a visual-only inspection when encountered. If such poles are not in the dataset, they shall not be added or inspected.

3.3.3. Visual Inspection – Ground

A visual inspection of all poles shall be made from the ground to the top of the pole with the naked eye. The inspector shall approach the pole and inspect it from all sides. If an obstruction prevents a top-to-bottom 360-degree view of the pole, the obstruction shall be documented as part of the pole record. The Contractor shall collect two full-pole photographs from opposite sides of the pole when possible.

3.3.4. Visual Inspection - Aerial (CP+)

The drone-based Circuit Patrol (CP+) is a safety and compliance inspection of overhead electrical lines and facilities using a combination of visual inspections from the ground and from the air with UAS-carried sensors. Contractor crews shall patrol the entire circuit to inspect each electrical facility included in the approved scope. For each facility, the Contractor shall capture images from various angles above the asset, ensuring that critical equipment and connection points are in focus. If an immediate safety concern or imminent reliability issue is identified during data acquisition, the Contractor shall follow agreed notification procedures to notify the appropriate points of contact. All adverse conditions identified by the Contractor shall be assigned a priority ranking based on the FKEC Priority Matrix as mutually agreed by FKEC and the Contractor.

3.3.5. Additional Ownership and Special Case Criteria

• ATT-owned poles with FKEC electric that meet any of the following criteria shall receive an NDI inspection in addition to a visual inspection: three-phase primary; any equipment such as transformer, recloser, cutout, or similar equipment; a dead-end pole; or an overhead-to-underground riser, regardless of owner.

• ATT-owned poles found in the field but not in the database shall not be inspected.

• FKEC-owned poles older than ten (10) years that meet the criteria above and are categorized as visual reject poles shall still receive an NDI inspection.

3.3.6. Sounding Inspection

All poles identified on the inspection schedule as ten (10) years of age or older shall be sounded with a hammer around their entire circumference from the ground line to as high as the inspector can reach above the ground line to identify exterior decay or internal voids. Hammer marks may be visible to indicate that the pole has been sounded.

3.3.7. NDI Resistance Testing

All wood poles identified on the inspection schedule as ten (10) years of age or older shall be drilled in three (3) to five (5) areas at an approximately 30-degree downward angle from the ground line to either the centerline of the pole or until the drill exits the opposite side of the pole below the ground line. The determination as to whether to drill to the centerline or completely through the pole shall be based on an assessment of pole drops attached to the utility pole and surrounding underground infrastructure.

The NDI resistance method shall be used to detect internal and external decay below ground line and to measure shell thickness. Poles identified to have external decay below ground line shall be excavated and shall receive external treatment as specified in this SOW. Poles identified to have internal decay shall receive additional drillings to determine the size and extent of the decay pocket and shall receive fumigant treatment or internal treatment based on the size of the decay pocket. Plugging might not be required due to a very small size of the drill hole, less than one-tenth (1/10) of an inch.

Note: Other methods of testing for structural integrity may be proposed, the proposed method will be evaluated for an acceptable alternative.

3.3.8. Full Excavation

When a wood pole is identified during the inspection as having external decay, it shall be excavated to determine the full extent of decay and whether the pole can remain in service. All serviceable poles identified for excavation shall have light brush removed from around the pole to allow for proper excavation, unless permission for removal is denied by the property owner. Any denial of permission for brush removal or excavation shall be documented in the remarks column of the pole inspection report. If excavation permission is denied, the results of the sounding and NDI test shall be reviewed to confirm whether the pole is serviceable; if the pole is determined to be serviceable, it shall receive fumigant treatment. Poles located in pavement or concrete, poles with underground power risers, and poles that are otherwise inaccessible shall not be excavated but shall receive fumigant treatment. Poles required to be excavated shall have their entire circumference excavated from the ground line to a depth of at least eighteen (18) inches below grade and to a sufficient width, approximately ten (10) inches from the pole at ground level and approximately four (4) inches from the pole at the 18-inch depth, to accommodate below-ground inspection. Poles installed on slopes shall be excavated to a depth of 18 inches on the downslope side and 18 inches on the high side.

If a pole cannot be excavated to the proper depth around the entire circumference due to large rocks, roots, or other obstructions, the obstruction and extent of the excavation shall be noted in the pole report. Where excavation occurs in lawns, sod areas, or flower beds, care shall be taken to keep the surrounding area as clean as possible. Tarps or ground cloths shall be used to minimize the possibility of property damage and to aid in tracking excavated material, except where slopes are too steep or the ground surface is too uneven to permit their effective use.

3.3.9. Below Ground-Line Inspection

The surface of the pole shall be scraped, or wire brushed free of soil and examined for decay. Suspicious areas shall be probed for soft wood. External decay shall be chipped from the surface of the pole from 18" below ground-line to 6" above ground-line. Care shall be taken to minimize stripping sound wood. Removed wood shall be removed from the hole and surrounding ground and disposed of properly. After removal of decayed wood, the inspector shall determine the remaining ground-line circumference. This value becomes the measured effective ground-line circumference. Poles with previous ground-line treatment shall have the wrap removed. The pole shall be inspected, treated and new wrap installed. All excavated poles shall be externally treated with an approved treatment.

3.4. POLE TREATMENT

3.4.1. External Ground-line Treatment

All serviceable poles identified to have external decay that have been fully excavated shall be ground-line treated with Genics CuB 2-20 preservative paste OR approved equivalent which shall be applied to the pole (per the manufacturer's instructions) from 18" below ground-line to 3" above ground-line. Any exposed pockets or checks shall be treated using a brush or trowel. Where obstructions occur (such as fences, curbs, and walls) the preservative shall be applied up to obstruction to ensure complete coverage.

Kraft Poly Roll Moisture barrier or approved equivalent shall be applied over the wood preservative and shall cover the preservative to a depth of 18" as well as extend 1" above the top of treatment zone, for a total of 22". It shall be of sufficient length to go around the pole with an overlap of approximately 4" and shall be stapled to the pole at the top and side seams of the barrier. Pasture wrap shall be used in areas of livestock; it will be stapled around the top edge of the moisture barrier to act as an additional protective barrier.

Note: All serviceable poles identified to have been previously externally ground-line treated shall be retreated.

3.4.2. Fumigant Treatment

• All serviceable poles will receive fumigant treatment, in accordance with the manufacturer's instructions, based on the following criteria:

• All poles identified as needing to be excavated, but which cannot be excavated (i.e.

permission for excavation denied by property owner, poles in concrete/pavement, poles with risers, poles with underground cables, etc.)

• All poles which cannot be 75% excavated due to obstructions (i.e. curbs, pole keys, large roots, fences, etc.). This shall be flagged in the notes section of the inspection for FKEC review

• All poles where internal decay is present or suspected and/or poles where voids of less than ½” are present.

• All serviceable poles identified to have been previously fumigated shall be retreated.

3.4.3. Internal Treatment

Poles containing decay pockets of 1/2" or larger shall be treated by drilling a 1/2" diameter hole at a 45 degree angle to the void, then drilling additional holes above an below the void every 6" until solid wood is found. Two Cobra Rods are installed into the void as well as two Cobra Rods into each hole drilled. After the Cobra Rods have been installed, the manufacturer recommended Tim-Bor solution is pumped into the cavity as a liquid at a minimum pressure of 40 PSI, or as a foam at a reduced pressure. Beginning with the lowest hole, the preservative will be pumped into the cavity until the material flows out of the next highest hole. This hole will then be plugged and additional preservative pumped into the cavity until the cavity is filled or a maximum of one gallon is used. All holes containing Cobra Rods will be filled with the approved solution and plugged with tight-fitting treated wood dowels or plastic plugs. Poles measuring 26" or less require only one Cobra Rod.

Note: equivalent treatment products may be used if approved prior by FKEC

3.4.4. Restoration of Work Site

After excavation and/or treatment has been completed, all poles will be solidly back-filled. The excess earth shall be banked up to a maximum of 3" above normal ground level to allow for settlement. In grass areas, the sod shall be carefully placed around the pole. Care will be taken not to tear the moisture barrier while back-filling. No debris, loose dirt, etc. shall be left in the pole area. Private property turf, including between the curb and the sidewalk, bushes, plants, and shrubbery shall be replaced with care. If any preservative is released on the ground, it shall be immediately cleaned-up, and all spent containers shall be disposed of in accordance with the product label.

3.5. Defect Identification and Recording

3.5.1. Wood Poles

Defects visible from either ground visual inspection or aerial visual inspection that shall be noted for wood poles include woodpecker holes, split tops, decayed tops, broken insulators, rotten or broken cross-arms, broken ground wires, slack or broken guy wires (utility and third-party owned), foreign objects attached to the pole such as mailboxes or birdhouses, and any vegetation growing from the pole. If a wood pole is obviously not suited for continued service due to readily identifiable serious defects, it shall be sounded and NDI tested to determine whether it is a priority pole and shall be reported on the inspection form as a sound and NDI test reject.

3.5.2. Concrete Poles/Fiberglass/Hybrid

Concrete poles shall receive a visual inspection only from the ground to the top of the pole. Defects visible from the ground with the naked eye that shall be noted include cracks, rust stains around attachment bolts, spalling, exposed metal such as spiral wire or rebar, broken or burned ground wires, broken insulators, rotten or broken cross-arms, slack or broken guy wires (utility and third-party owned), and vegetation growing from the pole, if present.

3.5.3. Ductile Iron Poles/Steel

Ductile iron poles shall receive a visual inspection only from the ground to the top of the pole and/or structure. Defects visible from the ground with the naked eye that shall be noted include cracks, physical damage, rust that is completely through or nearly completely through the metal, loose or missing bolts, bent or missing members, cracks in concrete foundations, broken insulators, broken ground wires, slack or broken guy wires (utility and third-party owned), and vegetation growing from the pole, if present.

3.5.4. Pole Evaluation

The following information describes the criteria used for determining whether a pole is a pass/reject as well as whether it is a candidate for reinforcement. NESC Rules 250C, and shall be used in determining reduced circumference acceptability

3.6. Pass/Fail Criteria

NDI method tests the resistance of wood structures or bodies to gauge healthy wood vs.

decayed wood, factoring in shell thickness and decay pockets to deliver remaining strength vs.

level of decay of each structure. This method also allows in some cases for the calculation of remaining strength on poles that are not excavated. In addition to remaining strength calculations, the Effective Ground-line Circumference will be reported if pole is excavated.

3.6.1. Serviceable Pole

A pole with a remaining strength equal to greater than 67% is considered a serviceable pole.

3.6.2. Non-Priority Reject Pole

Any pole:

• With a remaining strength between 34%-66.9%.

• With a reduced effective circumference of 3/4 of original groundline circumference as identified in Circumference Table below.

• That has been shattered or split by lightning or other storm damage

• Containing pole top decay that has resulted in hardware entering the surface of the pole compromising the reliability of the hardware attachment.

• That has been cracked or broken by the impact of an automobile, etc.

3.6.3. Priority Reject Pole

Any pole:

• With a remaining strength below 34%.

• With a reduced effective circumference of less than 50% of its original circumference.

• Minimum average shell thickness equal to or less than 1”.

• That the inspector believes is in imminent danger of failing.

• All Priority Reject Poles will be reported to the designated FKEC representative as soon as possible.

3.7. POLE MARKING/TAGGING

3.7.1. Inspection Tags

All poles inspected shall be marked with a weatherproof tag containing inspection company name and the year of inspection. The tagging scheme used will be shown to FKEC and approved before it is used. Tags shall be supplied by awarded bidder and placed 5’ to 6’ above ground-line on the roadside of the pole, below the utility pole identification marker. If inspecting or treating a pole that has previously been inspected or treated, the tag will be attached directly below the existing tag(s). Tagging Classification for an inspected pole shall be as follows per our discussion during the pre-deployment call:

• Sound & NDI Inspected - Oval tag with name and the year the work was performed.

• Full Excavation w/ Treatment - Round tag with the year the work was performed.

• Internal Treatment - Rectangular tag with the word/s "IT" or "Internal Treatment" on the tag.

• Fumigant Treatment - Cone shaped tag with the words "Cobra Rod" on the tag.

• Non-Priority Reject (Reinforceable) – One yellow tag and one nonpriority tag.

• Non-Priority Reject (Non-Reinforceable) - One white tag and one nonpriority tag.

• Priority Reject (Reinforceable) – One yellow tag and a priority tag.

• Priority Reject (Non-Reinforceable) - One white tag and a priority tag.

3.7.2. FKEC Tag

• Each Pole will be tagged with a unique number tag provided by FKEC.

• If an FKEC pole is encountered in the field that is not in mapping, FKEC will provide an additional pole tag with the correct number.

4. Deliverables

• Inspection records for each pole inspected, including ownership status, pole type, age category where available, inspection type performed, observed conditions, and disposition.

• Specified data and pictures will need to be documented and captured on FKEC provided iPads

• Photographs collected in accordance with this SOW, including two full-pole ground photos when possible and CP+ aerial imagery where applicable.

• GPS coordinates and nearest address for discovered meter poles as required by this SOW.

• A prioritized list of adverse conditions and defects assigned in accordance with the FKEC Revised

Priority Matrix.

• Periodic progress reporting showing poles completed against the annual plan and documenting any exceptions, access issues, or out-of-scope conditions encountered.

5. Assumptions and Exclusions

• This SOW establishes the inspection scope only and does not include pole replacement, structural reinforcement, transfer coordination, or construction services unless added by amendment.

• Annual quantities are planning targets and may be adjusted modestly by FKEC to account for routing efficiency, storm restoration priorities, access restrictions, and operational constraints, provided the overall seven-year program remains substantially equal.

• Any treatment, excavation, fumigant application, or remediation required as a result of inspection findings shall be documented and performed only if included in the Contractor's pricing or authorized by FKEC.

• This SOW does not authorize changes to pole ownership records.

6. Pricing

Using ATTACHMENT A, the Contractor shall provide all labor, equipment, tools, materials, transportation, and reporting necessary to complete the inspections described in this SOW.

Complete table below with bid submittal. All pricing must remain valid for the duration of the contract term.

Note: The Total Bid Price is a Total Not To Exceed Price.

7. Contractor Qualifications

7.1. General Requirements

The Contractor must possess the technical expertise, safety certifications, and regulatory knowledge necessary to perform inspections cited in this scope of work in accordance with Florida Public Service Commission (FPSC) requirements. The Contractor shall demonstrate the ability to perform all work safely, efficiently, and in compliance with applicable federal, state, and industry standards. The Contractor shall have at least one English-speaking employee on each crew.

7.2. Licensing and Certifications

The Contractor shall maintain, at minimum:

• A valid Florida business license and all required local operating permits

• Electrical contractor licensing appropriate for underground distribution work (if required by jurisdiction)

• OSHA 29 CFR 1910.269 training certification for all field personnel

• NFPA 70E arc-flash safety training

• Confined space entry certification (if applicable to underground vault inspections)

• First Aid/CPR certification for all field crews

• Valid driver’s licenses for all equipment operators

7.3. Technical Competency

The Contractor must demonstrate:

• Familiarity with FPSC Rules, and related reliability and inspection standards

• Proficiency in pole inspections, equipment defects, corrosion, insulation degradation, grounding issues, and safety hazards

• Capability to integrate inspection data into GIS, asset management systems, or utility-specified platforms

7.4. Personnel Qualifications

All personnel assigned to the project must meet the following minimum qualifications:

7.4.1. Field Technicians

• Minimum 2 years of experience in pole inspection or maintenance

• Training in energized and de-energized equipment safety

• Ability to identify defects in poles and attached equipment

7.4.2. Journeyman Linemen

• Minimum 4 years of experience working on Overhead distribution systems

• Demonstrated knowledge of overhead equipment construction and operation

• Inspection findings and provide engineering recommendations

7.5. Safety Program Requirements

The Contractor must maintain a documented safety program that includes:

• Written safety policies compliant with OSHA, NESC, and NFPA 70E

• Job hazard analysis (JHA) procedures for inspections

• Tailboard and pre-job briefing protocols

• Incident reporting and root-cause analysis procedures

• Drug-free workplace policy

7.6. Equipment and Tools

The Contractor must supply all tools and equipment necessary to perform the inspections, including

Submittal Requirements

Respondents should submit Proposals meeting all of the requirements within this solicitation electronically to: procurement@fkec.com, or via DemandStar e-Bidding. Proposals not submitted electronically, and Proposals received after the specified time and date will not be considered. It is the Respondent’s sole responsibility to ensure that FKEC has received its Proposal before the deadline to submit Proposals.

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. Proposals failing to comply with these submission requirements, or those unresponsive to any part of this solicitation, may be disqualified.

Any proposal may be withdrawn until the date and time set above for the submission of the proposals.

Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to provide to FKEC the services set forth in this solicitation, or until one or more of the proposals have been awarded.

Required Information in Submittal

1. Title Page. Show the name of Respondent’s firm, address, telephone number, name of contact person, date and the subject: Request for Proposals for INSPECTION OF ELECTRIC DISTRIBUTION

POLES.

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

3. Cover Letter/Executive Summary/Firm Overview. This letter must be signed by an individual who is authorized to negotiate terms, render binding decisions and commit the firm’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. 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 number and types of contractors or other relevant professional staff in each office. Include a discussion of the specific expertise and services that distinguish your firm.

4. References. The Contractor shall provide at least three references for whom the Contractor has provided services similar to those requested under this Call for Bids within the past five years.

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.

5. Proposed Work Plan. Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this solicitation. This section of the proposal shall contain sufficient detail to convey to members of the evaluation team the Contractor’s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of FKEC staff. The Contractor may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation. The description should include the staffing required and an estimated number of hours required to complete the scope of work.

6. Project Schedule. Include a project schedule indicating when the elements of the work will be completed and when deliverables will be provided. The schedule shall include an opportunity for review of draft documents, if necessary. The schedule should identify expectations of FKEC staff necessary to meet this deadline. FKEC will not be financially responsible for delays prior to the submitted schedule nor delays past the provided schedule completion date.

7. Deliverables. Fully describe deliverables to be submitted under the proposed contract.

8. Cost Proposal. The cost proposal shall identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. Submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract, using Attachment A. Include a copy of the firms Travel Policy. The evaluation process is designed to award this contract not necessarily to the Contractor of least cost, but rather to the Contractor whose proposal best meets the requirements of this solicitation.

9. Personnel. Provide the names, proposed roles, background and experience, current professional licenses, office location and availability of the personnel that would perform contracting services and specifically identify the primary person(s) who will be responsible for managing the relationship with FKEC.

10. Safety Record. The Contractor shall provide safety performance metrics for the years 2023, 2024, and 2025, including the OSHA recordable incident rate, lost-time incident rate, and EMR (Experience Modification Rate).

Required Forms with Submittal

1. Certification Regarding Debarment, Suspension and Other Responsibility Matters. The Respondent should execute the form found in Attachment B to this solicitation.

2. Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements.

The Respondent should execute the form found in Attachment C to this solicitation.

3. Bidder’s Statement, included as Attachment D to this solicitation.

4. Drug-Free Workplace Statement, included as Attachment E to this solicitation.

5. Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes, on Public Entity Crimes – Attachment F.

Addenda and Supplemental Information

Any and all addenda to the solicitation will be provided to all Proposers who received the initial solicitation and provided contact information to FKEC, should it become necessary for FKEC to make revisions, request additional information, or respond to written inquiries relating to the solicitation. It is the responsibility of potential proposers to timely submit contact information to facilitate receipt of addenda and supplemental information requests, if issued. Respondents are urged to visit the site/sites where the work will be performed before submitting a proposal to conduct due diligence. If a site visit is not contemplated in the anticipated solicitation schedule, the Respondent may request to schedule site visits via email to procurement@fkec.com.

Any respondent submitting a proposal in response to this solicitation will be deemed to have performed its due diligence on the work requested, including that respondent has received, read, and understood any addenda to the solicitation.

Review of Proposal

FKEC’s designated selection committee will review responses to the solicitation. Selections will be based on completeness of proposals and on which proposals best meet the requirements of this solicitation. FKEC 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 FKEC deems to be in the best interest of FKEC. FKEC reserves its right to award the contract to other than the lowest priced offeror.

Evaluation Criteria

A Selection Committee appointed by FKEC will evaluate and rank each Proposal per the evaluation criteria listed below. Proposals will be evaluated on the basis of the following criteria:

Qualifications of the Firm and Staff 40

Relevant Past Performance 20

Cost Proposal 40

TOTAL 100

Resulting Contract

If a contract is awarded, the selected bidder will be notified of by issuance of a form substantially similar to Attachment G. Bidders will comply with all applicable Federal laws, regulations, executive orders, and FEMA requirements. Bidders should be advised that the selected bidder must execute a Firm Fixed Price agreement with FKEC. The resulting contract must include the contract provisions required by 2 C.F.R. § 200.327 and FEMA guidance. For more information on these provisions visit https://www.fema.gov/media-library-data/1569959119092-

92358d63e00d17639d5db4de015184c9/PDAT_ContractProvisionsTemplate_9-30-19.pdf.

While FKEC anticipates awarding one contract, FKEC reserves the right to award contracts to more than one respondent if it is in the best interests of FKEC. Nonetheless, the issuance of this solicitation does not obligate FKEC to award a contract. FKEC reserves the right, and has absolute and sole discretion, to cancel this solicitation at any time prior to execution of a contract.

Subcontracting

If Contractor intends to subcontract any portion of the work under the awarded contract, Contractor must take all necessary affirmative steps to assure that small and minority businesses, women’s business enterprises, and labor surplus area firms1 are solicited and used when possible. Affirmative steps must include:

(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; and

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

Miscellaneous

Any costs incurred by Respondents in responding to this solicitation are the sole responsibility of the Respondent. FKEC assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that FKEC bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

1 A list of labor surplus areas is available on the U.S. Department of Labor’s website at https://www.doleta.gov/programs/lsa.cfm.

https://www.fema.gov/media-library-data/1569959119092-92358d63e00d17639d5db4de015184c9/PDAT_ContractProvisionsTemplate_9-30-19.pdf https://www.fema.gov/media-library-data/1569959119092-92358d63e00d17639d5db4de015184c9/PDAT_ContractProvisionsTemplate_9-30-19.pdf

All materials submitted in response to this solicitation become the property of FKEC. FKEC has the right to use any or all ideas presented in any response to this solicitation, whether amended or not, and selection or rejection of a proposal does not affect this right. No variances to this provision shall be accepted.

ATTACHMENT A BID FORM

FLORIDA KEYS ELECTRIC COOPERATIVE ASSOCIATION, INC.

FKEC BID #26-12

SPECIFICATIONS FOR INSPECTION OF ELECTRIC DISTRIBUTION POLES

The undersigned proposes to provide labor, tools, supervision, equipment, and services required for the proper completion of: FKEC BID # 26-12 INSPECTION OF ELECTRIC DISTRIBUTION POLES cost proposed contract price of:

Unit-Rate Pricing (Recommended for FPSC Compliance Programs)

Inspection Item Unit Description Estimated Quantity

Unit Price Extended Price

Visual only $____ $____

Wood Pole Testing > 10 years $____ $____

Excavation $____ $____

Treatment $____ $____

Aerial/Drone $____ $____

Labeling $____ $____

Adder identification of Third part attachment owner

Travel and Mob/De-mob costs

Bid Price

Total Not to Exceed Cost $

ATTEST Company Name and Address:

ATTACHMENT A BID FORM

FLORIDA KEYS ELECTRIC COOPERATIVE ASSOCIATION, INC.

FKEC BID #26-12

SPECIFICATIONS FOR INSPECTION OF ELECTRIC DISTRIBUTION POLES

(PAGE 2)

By_________________________________ By_______________________________

President (signature) Secretary (signature)

President (print name) Secretary (print name)

Dated_____________________________ Dated_____________________________

The Proposal must be signed with the full name of the Bidder. If the Bidder is a partnership, the Proposal must be signed in the partnership name by a partner. If the Bidder is a corporation, the Proposal must be signed in the corporate name by a duly authorized officer and the corporate seal affixed and attested by the Secretary of the Corporation.

ATTACHMENT B

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS

INSTRUCTIONS FOR CERTIFICATION

1. By signing and submitting this proposal, the CONTRACTOR (referred to herein as the “prospective lower tier participant”) is providing the certification set out below.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances.

4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non-Procurement Programs.

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION—LOWER

TIER COVERED TRANSACTIONS

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

CONTRACTOR Company Name RFP Number

Name

Title

Signature Date

ATTACHMENT C

CERTIFICATION REGARDING LOBBYING FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS

INSTRUCTIONS FOR CERTIFICATION

The undersigned certifies, to the best of his or her knowledge and belief, that:

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

CONTRACTOR certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, CONTRACTOR understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.

CONTRACTOR Name

Signature of Contractor’s Authorized Official

Name and Title of Contractor’s Authorized Official Date

ATTACHMENT D

BIDDER’S STATEMENT

In consideration of this contract, if awarded, the Vendor agrees without reservation to FKEC’s Terms & Conditions

(Exhibit A), 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.

ATTACHMENT E

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 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…