v1_TCEC_Emergency_Damage_Assessment_Services_RFP_2024-011.pdf

TRI COUNTY ELECTRIC COOPERATIVE, INC.

2862 West US 90

Madison, Florida 32340

REQUEST FOR PROPOSALS NO. 24‐011

POST‐STORM DAMAGE ASSESSMENT SERVICES

RFP NO. 24‐011

ISSUED: Jan 7, 2024

PROPOSALS DUE: January 17, 2025

Request for Proposals: Emergency Post‐Storm Damage Assessment Services

Tri‐County Electric Cooperative (“TCEC”) is a private nonprofit, member‐owned electric cooperative that provides electric service to Madison, Jefferson, Taylor, and portions of Dixie

Counties in the Big Bend area of Florida.

TCEC is issuing this Request for Proposal (“RFP”) to engage one or more qualified and experienced contractors to provide Post Damage Assessment Services in the aftermath of significant weather events (the “Services”), as needed. The Services are described in detail in Exhibit A to this RFP.

Any agreement resulting from this RFP (“Agreement”) will be based on the requirements in the RFP and the general terms and conditions set forth in the Agreement and Task Order(s). TCEC expects that the costs to provide the Services under the Agreement will be reimbursed with FEMA funding. As such, it is imperative that all work be completed in compliance with FEMA’s rules and guidance, as well as Federal laws, regulations, executive orders, and the federal cost principles at 2 C.F.R. Part 200.

All proposals must be emailed, with the subject line as Emergency Post‐Storm Damage Assessment Services RFP, to TCEC Vice President of Engineering Jeff Brewer at jbrewer@tcec.com by 5:00 PM on January 17, 2025. Further instructions for proposal submission are contained in this RFP.

Table of Contents

Request for Proposals: Emergency Post‐Storm Damage Assessment Services 2

Table of Contents 3

General Information 5

I. Instructions to Respondents 5

Proposal Submission 5

Timeliness 5

Registration 5

II. Changes; Questions; Interpretations 5

III. Property of TCEC 6

IV. RFP Timetable 6

V. Standards of Conduct / Conflicts of Interest 6

VI. Disclosure and Disclaimer 6

VII. Contract Agreement / Compensation 7

VIII. Insurance Requirements; Safety Precautions; and Limitation of Liability 8

IX. Record Retention Requirements 9

X. Subcontracting 9

XI. Bonding 10

XII. Evaluation and Award 10

Evaluation Criteria and Scoring 11

XIII. Proposal Format 11

Table of Contents 12

Letter of Transmittal (not to exceed 2 pages) 12

Addenda (unlimited pages) 12

Proof of Licenses (unlimited pages) 12

Price Proposal (unlimited pages) 13

Technical Approach (8‐page limit) 13

Successful Experience and Qualification of Staff (8‐page limit plus resumes) 13

Industry Experience (unlimited pages) 13

Similar Projects and References (unlimited pages) 14

Default, Termination, Litigation, Debarment, etc. (unlimited pages) 14

Appendix – Other Relevant and Supporting Documentation (optional) 14

Required Forms (Provided for Reference; No Section “L” Required in Proposal Submission) 14

XIV. Representations by Submittal of Proposals 15

XV. Protests 15

XVI. Exhibits 15

Exhibit A: Scope of Services 17

Exhibit B: Registration Form 22

Exhibit C: Conflict/Non‐Conflict of Interest Statement 23

Exhibit D: Authorized Signatories/Negotiators 24

Exhibit E: Price Proposal 25

Exhibit F: References 27

Exhibit G: Certification Regarding Debarment, Suspension, and Other Responsibility Matters 29

Exhibit H: Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative

Agreements 32

General Information

I. Instructions to Respondents

Respondents are expected to submit proposals that conform 5:00 to the requirements of this RFP.

Proposal Submission

Respondents must submit one electronic copy of its signed proposal in PDF format via email by

5:00 PM on January 17, 2024 to Jeff Brewer at jbrewer@tcec.com, with the subject line referencing the RFP name and number. Proposals received by any other means shall not be accepted.

Signatures are required where indicated; failure to do so may be cause for rejection of a proposal.

Electronic signatures are permitted. Indefinite, ambiguous, incomplete, and conditional proposals, and proposals that otherwise fail to meet the requirements of this RFP, shall be grounds for rejection.

Timeliness

Respondents may submit their Proposals to the above‐referenced e‐mail address any time prior to the stated deadline. If more than one e‐mail containing a Proposal is provided by the same

Respondent, the latest received proposal prior to the deadline will be considered the

Respondent’s final response. It is the sole responsibility of the Respondent to ensure that its proposal is received by the deadline. Late proposals shall not be considered. TCEC’s refusal to consider a late proposal shall not be the basis for a protest.

Any proposal may be withdrawn until the deadline for the submission of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 180 days or until one or more of the contracts have been awarded.

Registration

Respondents are requested to register with TCEC in order to receive any addenda to this RFP.

Please complete the Registration Form attached as Exhibit B and submit this form via email by

5:00 PM on January 10, 2024 to Jeff Brewer at jbrewer@tcec.com. TCEC will make efforts to distribute addenda to all registered Respondents, but it is the responsibility of each Respondent to ensure that it receives all addenda.

II. Changes; Questions; Interpretations

TCEC reserves the right to change this RFP at any time. Any changes will be made by Addendum and distributed to registered Respondents.

Questions or concerns regarding this RFP must be submitted via e‐mail to jbrewer@tcec.com, referencing the RFP name and number in the subject line, by the deadline described in the RFP

Timetable. Contact with any other TCEC representative during the solicitation period without

TCEC’s express permission will be grounds for disqualification. TCEC will endeavor to respond to

Proposers’ questions or concerns by addenda. No oral interpretation of this RFP shall be considered binding.

Respondents shall not direct any queries or statements concerning this RFP to TCEC staff during the selection process, from the time of submission of a proposal until the execution of a contract.

Respondents failing to adhere to this requirement may be disqualified.

III. Property of TCEC

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State or Federal Law, this RFP and any communications with respect to it, including but not limited to submitted proposals, may be considered within the public domain by virtue of the TCEC’s intent to submit the resulting costs to various grant programs for

Federal and/or State reimbursement. Respondents should specifically identify any information contained in their proposal which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing the applicable exempting law.

IV. RFP Timetable

The anticipated schedule for this RFP and contract approval is as follows:

Questions from Potential Respondents Due January 15, 2025 Issue Addendum (if necessary) January 13, 20251 Proposal Due Date and Time 5:00 PM January 17, 2025 Proposal Evaluation (estimated) January 24, 2025 Contract Negotiations/Approval (estimated) January 24, 2025

TCEC reserves the right to amend the anticipated schedule as it deems necessary.

All times Eastern unless noted otherwise.

If TCEC determines a Pre‐proposal Conference is warranted, it will notify Respondents by issuing an addendum to this RFP indicating the time, date, location, and telephone conference information.

V. Standards of Conduct / Conflicts of Interest

This RFP is subject to TCEC’s policy governing conflicts of interest in procurement and contract administration. Respondents should review this policy, a copy of which will be provided upon request. All Respondents shall submit a signed statement regarding conflicts of interest with their proposal on the form provided herein (Exhibit C).

VI. Disclosure and Disclaimer

This RFP is provided without any warranty or representation, express or implied, as to its content, accuracy, or completeness and no Respondent or other party shall have recourse against TCEC if any information herein shall be inaccurate or incomplete. Respondents shall carefully examine all

RFP documents and familiarize themselves with all requirements prior to submitting a Proposal.

1 TCEC will endeavor to issue any addenda on or before this date but reserves the right to issue the addenda at any time prior to the due date and time of the proposals.

Failure to ascertain the conditions of the work under this RFP shall not relieve the Respondent from the obligation to comply with all provisions and requirements of the RFP.

TCEC may accept or reject proposals and may accept proposals which deviate from the non‐ material provisions of this RFP. TCEC may request clarification of information or may request additional information of any Respondent. Following submission of a proposal, each Respondent agrees to promptly deliver any additional details, information, and assurances requested by TCEC.

TCEC may cancel this RFP at any time before contract execution. TCEC will endeavor, but is not required, to send a notice of cancellation to Respondents that submitted a Registration Form. The notice shall identify the solicitation, and, where appropriate, explain that an opportunity will be given to compete on any re‐solicitation or any future procurement of similar items.

Any action taken by TCEC in response to proposals submitted to this RFP, including making an award, declining to make any award, withdrawing, or cancelling this RFP, either before or after issuance of the notice of intent to make an award, shall be without any liability or obligation on the part of TCEC or its advisors. Any proposal submitted in response to this RFP is at the sole risk and responsibility of the party submitting such proposal.

TCEC is not responsible for Respondents’ costs to respond to this RFP, including any costs incurred to attend the Pre‐Proposal Conference or costs associated with any administrative or judicial proceedings resulting from this solicitation process, if any.

Respondents to this RFP fully acknowledge all the provisions of this Disclosure and agree to be bound by the terms hereof.

VII. Contract Agreement / Compensation

Upon selection, the Respondent and TCEC will immediately enter into contract negotiations. If

TCEC and the successful Respondent cannot agree on the terms and conditions of the resulting contract, TCEC reserves the right to terminate negotiations and move to the next ranked

Respondent to commence negotiations. The successful Respondent must immediately deliver all required insurance policies and certificates to the satisfaction of TCEC. The submittal of acceptable insurance documentation will precede the performance of the Services.

The term of the Agreement will be at TCEC’s sole discretion, but TCEC anticipates that the

Agreement term will exist for three years as to cover future storm work if needed. Prices may be adjusted annually based on the consumer price index. The 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/sites/default/files/documents/fema_contract‐provisions‐ guide_6‐14‐2021.pdf. Other terms and conditions of the resulting non‐exclusive contract will be negotiated with successful Respondent(s).

TCEC reserves the right to award to more than one Respondent if it is in its best interests.

VIII. Insurance Requirements; Safety Precautions; and Limitation of Liability

Prior to execution of the Agreement, the selected Respondent shall submit one original certificate of insurance, signed by an authorized representative of the insurance company, demonstrating compliance with the following specifications. Notwithstanding any other provision of this RFP or the Agreement, TCEC shall have no obligation to execute a contract or make any payment to the selected Respondent until all insurance requirements are met. The Certificate of Insurance shall be provided to:

TRI COUNTY ELECTRIC COOPERATIVE, INC.

2862 West US 90

MADISON, FLORIDA 32340

Contractor’s insurance shall be written for the following types and limits and shall be maintained, at its expense, for the life of the Agreement.

A. Workers’ Compensation & Employer’s Liability

1. Coverage A – Statutory

2. Coverage B – Employer’s Liability

Bodily Injury by Accident: $1,000,000 Each Accident

Bodily Injury by Disease: $1,000,000 Policy Limit

Bodily Injury by Disease: $1,000,000 Each Employee

3. Waiver of Subrogation in favor of Tri County Electric Cooperative where permitted by law.

B. Commercial General Liability

1. Combined Single Limit: $1,000,000 Each Occurrence; $2,000,000 Aggregate

2. Coverage Required: Premises‐Operations; Explosion; Collapse Underground;

Products/Completed Operations; Independent Contractors; Blanket Contractual Liability; Broad Form Property Damage; Personal Injury Liability

3. Coverage shall include per project aggregate endorsement.

4. Primary Additional Insurance: The following wording must appear on the certificate.

We will not accept an endorsement attached to the certificate.

TCEC and the United States of America are additional insureds under Contractor’s general liability policy. Coverage under such policy shall be primary with TCEC and any TCEC insurance policies, or loss coverage, being in excess over the Contractor’s coverage.

C. Commercial Automobile Liability

1. Combined Single Limit $1,000,000 Each Occurrence

2. Coverage Required: All owned automobiles, non‐owned automobiles, and hired automobiles.

If Contractor does not own any vehicles, the certificate must show Hired and Non‐

Owned Automobile Liability and must attach a letter stating that Contractor does not own any vehicles.

D. Umbrella Liability $1,000,000

E. Professional Liability (if required) $1,000,000

F. The foregoing policies shall contain a provision that coverages afforded under the policies will not be cancelled or not renewed until at least thirty (30) days written notice has been given to TCEC.

G. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting TCEC’s interest shall not be effective (1) for such period as the laws of the State of Florida prescribe, or (2) until thirty

(30) days after the insurer or the Contractor gives written notice to TCEC, whichever period is longer.

The Contractor shall comply with all applicable provisions of federal, state, and local safety laws, insurance requirements, standard industry practices, the requirements of the operations, and the awarded contract.

IX. Record Retention Requirements

The Contractor shall maintain adequate records to justify all charges, expenses, and costs incurred in performing the Services for at least ten years after completion of the Agreement resulting from this RFP. TCEC may reject any invoice that is not adequately substantiated.

TCEC shall have access to all records, documents, and information collected and/or maintained during performance of the Services. This information shall be made accessible to TCEC at the

Contractor’s local place of business for purposes of inspection, reproduction, and audit, without restriction. If records are unavailable locally, it shall be the Contractor’s responsibility to ensure that all required records are provided to TCEC at the Contractor’s expense.

The Contractor will be required to allow FEMA, or any other associated State or Federal agency, to audit and/or review all documents related to the work awarded under this RFP.

X. Subcontracting

If the Contractor intends to subcontract any portion of the work under the awarded contract in excess of $10,000, it must take all necessary affirmative steps to assure that small and minority businesses, women’s business enterprises, and labor surplus area firms2 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 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.

(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.

Additionally, regardless of the amount of the subcontract, Contractor must not subcontract with any party that is debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs and activities. SAM exclusions can be accessed at www.sam.gov.

TCEC reserves the right to request and review information in conjunction with its determination regarding a subcontract request. All subcontractors are subject to the same requirements of this solicitation as the awarded contractor.

XI. Bonding

If the work proposed includes construction, rehabilitation, alteration, conversion, extension, demolition or repair of buildings, highways, or other changes or improvements to real property, including facilities providing utility services, or the supervision, inspection, and other onsite functions incidental to the actual construction, Respondents must provide a bid guarantee, in the form of a bid bond, certified check, or other negotiable instrument, equivalent to five percent of the total proposal cost as indicated in the Price Proposal Form.

TCEC also reserves the right to require a performance bond and a payment bond, each of which must be in the amount of one hundred percent (100%) of the not‐to‐exceed amount indicated in the Task Release or, if none, the estimated total cost of the Services to be performed under the

Task Release.

XII. Evaluation and Award

TCEC’s Evaluation Committee of three or more members will evaluate and rank the most advantageous proposals in accordance with the criteria in this RFP. The Evaluation Committee may choose to conduct formal presentations/interviews with any or all Respondents prior to making an Award.

Proposals failing to comply with the submission requirements, or those unresponsive to any part of this RFP, may be disqualified. The selected Respondent will be notified in writing with an intent to award letter. TCEC reserves its right to award the contract to other than the lowest priced offeror.

As part of the evaluation process, TCEC may investigate references, including but not limited to, a record check of consumer affairs complaints. Submission of a proposal in response to this RFP constitutes acknowledgment of the investigation process and consent to TCEC’s investigation.

While TCEC allows Respondents to specify any desired variances to the RFP terms, conditions, and specifications, TCEC will consider the number and extent of variances specified in determining the

Respondent whose proposal is most advantageous to TCEC.

Evaluation Criteria and Scoring

The evaluation of the proposals will be conducted in accordance with the following provisions.

Scoring is based on a 100‐point scale. The following guidelines will be used for the evaluations (with associated weighting). To be considered “Qualified,” a Respondent must receive a minimum 70 points.

EVALUATION CRITERIA

Maximum Points

Cost Effectiveness

1. Price proposal

2. Approach to ensuring reimbursement of FEMA‐eligible costs

Technical Approach

1. Narrative description outlining the method of operation

2. Contingencies / requirements of TCEC

3. Capacity for multiple contractual obligations

Experience and Qualification

1. Experience with similar entities

2. Experience with FEMA requirements

3. Staff qualifications and subject knowledge

4. Evidence of experience and skill

Similar Projects and References

1. Prior experience with three similar projects

2. References from at least three entities for similar projects or work

Total 100

TCEC will not consider any proposals submitted by parties that are debarred, suspended, or otherwise excluded from participation in Federal assistance programs and activities.

XIII. Proposal Format

Each Respondent shall submit one electronic copy in .pdf format via email to the email address shown previously that prints in a clear, concise format, on 8½” x 11” paper, in English. Proposals should address all requirements contained in this RFP. Any other information thought to be relevant, but not applicable to the enumerated sections, should be provided as an appendix to the proposal.

Proposals must be properly signed by the owner/principal having the authority to bind the

Respondent in a resulting contract. Signatures are required where indicated; failure to do so may be cause for rejection of proposal. Electronic signatures are permitted.

Table of Contents

Letter of Transmittal (not to exceed 2 pages)

This letter will summarize in a brief and concise manner the following:

General summary of Respondent’s business operation; how long in business; general approach to tasks and projects; and, why the Respondent should be selected.

Respondent’s understanding of the scope of services, evidenced by previous experience, references, and other relevant information.

The letter must name all persons or entities interested in the proposal as principals.

Identify all of the persons authorized to make representations for the Respondent, including the titles, addresses, and telephone numbers of such persons.

An authorized agent of the Respondent must sign the Letter of Transmittal and must indicate the agent’s title or authority (see Exhibit D).

The individual or firm identified on the Letter of Transmittal will be considered the primary firm.

If more than one firm is named on the Letter of Transmittal, a legal document showing the partnership, joint venture, corporation, etc., shall be submitted showing the legality of such. Submittal for Joint Venture to include executed Joint Venture agreement and if State law requires that the Joint Venture be registered, filed, funded, or licensed prior to submission of the proposal, then same shall be completed prior to submittal. Respondents shall make their own independent evaluation of the requirements of the State law. TCEC will not consider submittals that identify a joint partnership to be formed.

Addenda (unlimited pages)

This section shall include a statement acknowledging receipt of each addendum issued by TCEC.

Each Respondent is responsible for obtaining addenda.

Proof of Licenses (unlimited pages)

Respondent shall be properly licensed to perform the Services. All Respondents are requested to submit any required license(s) with their proposal. License(s) must be effective as of the opening date and must be maintained throughout the duration of the Agreement. Failure to be properly licensed as stated above may result in the rejection of the Proposal as nonresponsive.

Price Proposal (unlimited pages)

Respondents are to provide a price proposal as identified in Exhibit E of the RFP. If a price proposal form is provided in Microsoft Excel, Respondent shall return its completed price proposal form in

Microsoft Excel format, in addition to the remaining portions of its response to this RFP in PDF format. Do not change the formulas or the general format of the spreadsheet. If additional information is to be considered, insert the data in a blank space clearly marked as containing additional information.

Respondents are also instructed to include a brief narrative of its approach to ensuring its costs are adequately supported for reimbursement through FEMA’s Public Assistance Program. Please include examples where appropriate.

Technical Approach (8‐page limit)

Provide a narrative description with an organizational chart outlining the methods of operation, operational structure, and services to be provided. This description should fully and completely demonstrate the Respondent’s intended methods in performing the contract and specifically identify any obligations of TCEC (e.g., services and operational requirements) upon which the approach is contingent. In addition, the Respondent shall describe its ability to handle its various contractual obligations.

This section shall also describe the Respondent’s resources, including personnel, equipment (if applicable), and any other relevant resources. Respondent shall also identify the proportion of personnel that are employees versus independent contractors or subcontractors and, likewise, the proportion of equipment that is owned versus leased, rented, or subcontracted.

Successful Experience and Qualification of Staff (8‐page limit plus resumes)

Respondents shall provide a summary regarding their ability to deliver the requested services in a specific timeframe, including a proposed project timeline. Information regarding dedicated staff and current workload should be provided. Resumes of key personnel, including the intended point of contact, should be included. Resumes should not exceed two‐pages per person. Resumes should include a description of:

Training, education, and degrees.

Related experience, including client name and whether the project was Federally‐funded.

Professional certifications, licenses, and affiliations.

Industry Experience (unlimited pages)

Respondents shall provide a summary of work performed for non‐profit cooperatives, particularly those located in Florida, if any, and other experience that demonstrates their understanding of electric cooperative operations and facilities. Respondents shall identify previous or current clients that operate similar facilities and describe the work performed for each, including if the work was Federally‐funded.

Similar Projects and References (unlimited pages)

Respondents shall provide a minimum of three references on the forms provided (see Exhibit F) demonstrating their experience and/or skill with similar projects. Include whether the project was completed on time and within budget. Prior experience and skill with similar entities is desirable.

Respondents are responsible for verifying correct phone numbers and contact information provided. Failure to provide accurate information may result in the reference not being obtained or considered.

Default, Termination, Litigation, Debarment, etc. (unlimited pages)

Respondents should provide a summary of any default, termination, litigation, or debarment against, or which named the Respondent in the past five years which is related to the goods and/or services sought in this RFP or that Respondent otherwise provides in the regular course of business. The summary shall state the nature of the default, termination, litigation, or debarment and a brief description of the outcome or projected outcome, and the monetary amount involved.

If none, state as such.

Respondents must also sign and return the Certification Regarding Debarment, Suspension and Other Responsibility Matters and the Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements attached hereto as Exhibits G and H, respectively.

Appendix – Other Relevant and Supporting Documentation (optional)

Respondent must submit all other exhibits not identified above in this section.

Required Forms (Provided for Reference; No Section “L” Required in Proposal Submission)

Respondents must submit the following forms with their proposals. Failure to provide the following forms will negatively impact a proposal’s scoring.

Conflict/Non‐Conflict of Interest Statement (attached hereto as Exhibit C)

Authorized Signatories/Negotiators (attached hereto as Exhibit D)

Price Proposal Form (attached hereto as Exhibit E)

References (attached hereto as Exhibit F)

Certification Regarding Debarment, Suspension and Other Responsibility Matters (attached hereto as Exhibit G)

Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements (attached hereto as Exhibit H)

XIV. Representations by Submittal of Proposals

By submitting a proposal, the Respondent warrants, represents and declares that:

(1) The person(s) designated as principal(s) of the Respondent is (are) named and that no other person(s) other than the person(s) mentioned has (have) any interest in the proposal or in the resulting contract.

(2) The proposal is made without connection, coordination, or cooperation with any other persons, company, firm, or party submitting another proposal, and that the proposal submitted is, in all respects, fair and in good faith without collusion or fraud.

(3) The Respondent understands and agrees to all elements of the proposal unless otherwise indicated or negotiated, and that the proposal may become part of any contract entered into between TCEC and the Respondent.

(4) By signing and submitting a proposal, Respondent certifies that Respondent and any parent corporations, affiliates, subsidiaries, members, shareholders, partners, officers, directors, or executives thereof are not presently debarred, proposed for debarment, or declared ineligible to bid or participate in any federal, state, or local government agency projects.

(5) Respondent recognizes and agrees that TCEC will not be responsible or liable in any way for any losses that the Respondent may suffer from the disclosure or submittal of proposal information to third parties.

(6) The Respondent has not participated in developing or drafting this RFP.

XV. Protests

All decisions of TCEC with respect to this RFP and resulting contract award will be final and not subject to challenge or protest.

XVI. Exhibits

This RFP consists of the following exhibits (which are incorporated herein by reference):

Exhibit A Scope of Services

Exhibit B Registration Form

Exhibit C Conflict/Non‐Conflict of Interest Statement

Exhibit D Authorized Signatories/Negotiators

Exhibit E Price Proposal Form

Exhibit F References Form

Exhibit G Certification Regarding Debarment, Suspension and Other Responsibility Matters

Exhibit H Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements

END OF RFP – RFP EXHIBITS FOLLOW

Exhibit A: Scope of Services

TCEC is requesting proposals from qualified Bidders capable of performing a post storm damage assessment of its electrical distribution system, including both overhead and underground facilities. Successful project completion will include full damage assessment of TCEC’s post‐storm electrical distribution system, suitable to support a federal loan/grant from FEMA for correction.

Staking sheets of each location that needs repair must be completed.

Prior to commencement of the field inventory, the successful bidder shall have a joint meeting with TCEC to discuss how they intend to collect the data and successfully integrate data into TCEC’s software and a timeline for project completion.

The scope of services to be provided pursuant to this RFP includes post‐disaster damage and safety assessments, resource inventory, and support services for major storm restoration activities. The

Contractor shall provide qualified crews of foremen and experienced crew persons with vehicles mobilized to TCEC’s locations to assist with carrying out the Services.

TCEC and the selected Respondent will execute an Agreement that will be activated by a Notice to

Proceed (NTP) or Task Release with the specific details of the work, including exact locations within its territory requiring assessments. The scope of work described below provides an anticipated scope of services that may be requested; however, TCEC may request less than all of the services described, or additional services not specifically listed below but within the general scope of this

RFP. TCEC reserves the right to perform some or all of the work in‐house.

SCOPE OF WORK ACTIVITIES

Duties may include but are not limited to the following:

Post‐storm assessments of impacted or affected circuits;

Patrolling TCEC’s service territory to identify and record locations of damaged facility components, missed oil spills, hazardous limbs and trees, dangerous timber, temporary repairs requiring permanent work;

Identification and recording of private property damage;

Conducting post‐recovery facility inspections/surveys;

Assisting in post‐storm forensic data gathering;

Responding to low hanging power lines or fiber optic lines and taking measurements of low fiber lines; and

The Contractor shall provide all personnel, equipment, materials, resources, and accommodations required to provide post‐storm assessment services as set out herein and for any additional or extra work that may be required.

Contractor shall have the ability to provide all services 16‐hours a day, seven (7) days a week, including holidays (if requested) for the term of the Contract.

TCEC will provide staking software, electronic devices, maps, etc. The Bidder will provide personnel, transportation, meals, and lodging.

Detailed Scope of Work

The successful bidder will inspect TCEC’s electrical distribution system to determine where damage has and has not occurred and at the damaged locations collect the following using TCEC’s

Software:

1. All construction assembly units which were replaced due to storm damage which include but are not limited to:

o Pole o Pole class o Outdoor light o Transformer(s) o Transformer size(s) o Recloser(s) o Cutout(s) o Capacitor(s) o Voltage regulator(s) o Switch(es) o Open points o Pull box(es) o Pedestal(s) o Service location o Meter number o Conductor – Primary and Secondary

2. Photograph(s) must be taken with the GPS location.

o Pole or cabinet – A photograph must be obtained for any pole, crossarm or cabinet that was changed out along with the old material located near the pole.

o Line Clearance – Any line that does not meet NESC clearance must be recorded with a photograph and GPS location labelled “Clearance” with a measurement of the smallest clearance point within the span.

System Data

TCEC’s electrical distribution system consists of approximately: 58,085 distribution poles, 516 transmission poles, 15, 389 overhead transformer locations; 7,281 outdoor lights, 452 recloser locations, 4,073 fuses, 18 sectionalizing devices, 1,149 switches, 21 regulators, 37 capacitors, 22,268 meters, 280 tap enclosures, 252 secondary cabinets, 1,395 pad‐mount transformers, 48.41 transmission miles, 2,407 overhead primary miles, 396 secondary miles, 193 underground primary miles, 137 underground secondary miles, 3 OCB stations and 16 substation.

NOTE: TCEC is requiring an entire system inspection to be completed. TCEC also anticipates that there will be 1,500 to 2,000 locations that will require a digital entry and associated picture of the discrepancy. A staking sheet for each out of spec locations will need to be created within the

Partner Software platform. The staking engineers must know RUS specifications and be able to record any discrepancies that are out of specification for the assembly at each pole location. Each conductor span that does not meet NESC clearances must also be recorded using a measuring stick with a supporting picture indicating existing height of conductor.

Bid Units:

Verify no pole damage occurred (pole) ‐ (approximately 50,000 locations)

Verify damage occurred (pole), stake data and install pole tag if missing (approximately 1,500 locations: picture, GPS location and creation of Partner staking sheet required)

Verify no damage occurred (pad mount equipment)( approximately 1,000 locations)

Verify damage occurred (pad mount equipment and enclosures) and stake data (approximately 100 locations: picture, GPS location and creation of Partner staking sheet required)

Maintenance or repair work required (Pole out of plumb, missing guy, Insulator, sag clearance issue, pole of out spec)(approximately 2,500 locations: picture and GPS location required)

Bid unit pricing must be completed and submitted on the included Microsoft Excel file titled RFP 24‐ 011 Bid Sheet.

Communication with TCEC

Contractor shall assign a representative to serve as the principal liaison between TCEC and Contractor. The assigned representative must be knowledgeable of all facets of Contractor’s operations, have authority in writing to commit Contractor, and shall be readily available to TCEC, as needed. Contractor will participate in meetings, functioning as a source to provide essential elements of information. This position will not require constant presence; rather the representative will be required to be physically capable of responding to TCEC within 60 minutes of notification.

Contract Terms

In addition to compliance with applicable Federal, State, and local rules and regulations, Contractor must also comply with all of the terms negotiated in the Agreement as well as the terms and conditions included in the NTP or Task Release, which will dictate the anticipated Contractor effort needed to complete the services. The Agreement and NTP and/or Task Release will contain all of the applicable terms and conditions for the services provided pursuant to this RFP. The term of this Agreement will begin as of the Effective Date and shall continue thereafter for a period of three (3) years with an option for annual price escalation based on the consumer price index (CPI).

Fee Structure

Given the uncertain nature of the quantity of work required and the percentage of TCEC’s service territory that will be impacted by the disaster, the Agreement between Contractor and TCEC will contain a per unit fee structure at the rates proposed in response to this RFP. All rates are to include the cost of protective clothing (to include hardhats and steel‐toed boots), fringe benefits, hand tools, supervision, transportation, and all other applicable costs not separately provided for in the Price Proposal form.

Contractor’s Performance under the Agreement

In addition to the rights conveyed to TCEC under the Agreement, TCEC shall have the right to correct for Contractor’s default or non‐compliance with the terms included in the Agreement and/or Task Release.

Contractor shall be responsible for correcting any notices of violations issued as a result of its or any of its subcontractor’s actions or operations during the performance of the services contemplated in the Agreement. Corrections for any such violations shall be at no additional cost to TCEC.

Contractor shall provide TCEC with contact information for all key personnel, including name, mobile phone number, and email address. Contractor and its agents shall respond in a timely manner to all TCEC inquiries at all times.

DOCUMENTATION MANAGEMENT & SUPPORT

Contractor shall provide data management and support as a part of the Services, including use of a system for clearly tracking and documenting all elements identified above. Contractor must also substantiate its costs associated with work conducted pursuant to this RFP and resulting

Agreement.

Contractor must maintain all records pertaining to work performed consistent with the requirements set forth in the Agreement.

Contractor shall submit to TCEC a report by close of business each week containing, at a minimum, the following information:

Contractor’s Name;

Contract Number;

Daily and cumulative hours for personnel, by position, if appropriate;

Identification of damages and hazards identified above and location for each;

Other operational and complaint tracking information as requested by TCEC.

EQUIPMENT

All trucks and equipment must be in compliance with all applicable federal, state, and local rules and regulations. Contractor trucks or equipment designated for use shall not be used for any other work during working hours. Contractor shall not solicit work from private citizens or others to be performed in the designated collection service area during the period of the contract.

Prior to commencing operations, Contractor shall affix to each piece of equipment, signs or markings indicating the Owner Operator’s name and a unique equipment identification number.

Each operator shall keep TCEC certification with them at all times. Placards must remain on both sides of equipment and should satisfy applicable FEMA requirements.

Exhibit B: Registration Form

Respondents should complete and return this form to Jeff Brewer at jbrewer@tcec.com by 5:00 PM on June 28, 2024 in order for TCEC to provide any addendum issued for this RFP. However, it is the responsibility of each Respondent to ensure its receipt of all addenda regardless of registration.

Name of Respondent:

Contact Person: __________________________________ Title:

Street:

City: ________________________________________________ State: _______ Zip:

Telephone (______) _____________________

E‐Mail Address:

All addenda will be distributed by e‐mail.

Forms should be submitted to:

Exhibit C: Conflict/Non‐Conflict of Interest Statement

CHECK ONE

[ ] To the best of our knowledge, the undersigned firm has no potential conflict of interest due to any other clients, contracts, or property interest for this project.

OR

[ ] The undersigned firm, by attachment to this form, submits information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project.

Litigation Statement

CHECK ONE

[ ] The undersigned firm has had no litigation and/or judgments entered against it by any local, state, or federal entity and has had no litigation and/or judgments entered against such entities during the past ten (10) years.

[ ] The undersigned firm, by attachment to this form, submits a summary and disposition of individual cases of litigation and/or judgments entered by or against any local, state or federal entity, by any state or federal court, during the past ten (10) years.

Failure to check the appropriate boxes above may result in disqualification of your proposal.

Likewise, failure to provide documentation of a possible conflict of interest, or a summary of past litigation and/or judgments, may result in disqualification of your proposal.

Signed, as to both statements:

Company Name Authorized Signature

Name (Print or Type) Title

Exhibit D: Authorized Signatories/Negotiators

The Respondent represents that the following persons are authorized to sign and/or negotiate contracts and related documents to which the Respondent will be duly bound:

Name Title Telephone Number

Company Name Authorized Signature

Name (Print or Type) Title

The Respondent shall complete and submit the following information with the proposal:

Type of Organization

____ Sole Proprietorship ____ Partnership

____ Joint Venture ____ Corporation

____ Other:

State of Incorporation:

Federal I.D. Number:

E‐mail Address:

Exhibit E: Price Proposal

Unless otherwise indicated in this Scope of Services, all services performed under the awarded contract shall be paid in accordance with this Price Proposal. An authorized representative of the

Respondent must submit a price proposal using the form herein.

Prices proposed herein shall not be subject to withdrawal or escalation by Respondent. TCEC reserves the right to hold proposals for a period not to exceed 180 days after the deadline for submission stated in this RFP before awarding the contract. Any estimate of quantities of work to be done and materials to be furnished under the specifications as shown on the Price Proposal

(or elsewhere in this RFP) is approximate only and not guaranteed.

Federal procurement regulations prohibit cost‐plus‐percentage‐of‐cost contracting.

Proposer: _____________________________________________________________________

By: ___________________________________________________________________________

Date: _________________________________________________________________________

MOBILIZATION AND DEMOBILIZATION

TCEC will pay the following for mobilization and demobilization:

Hourly Equipment Rates as indicated in the Hourly Rate Schedule for equipment in operation while in transit, portal to portal. E.g., road vehicles.

Hourly Labor Rates as indicated in the Hourly Rate Schedule for personnel in transit, portal to portal.

All other costs for mobilization and demobilization will be billed at cost, as expenses are incurred, subject to audit by TCEC. These expenses include but are not limited to:

o Cost to transport equipment to each site. This is applicable to equipment not in operation during transit.

o Travel costs for personnel portal to portal (e.g., lodging, meals, incidentals). TCEC will reimburse Contractor for meals during mobilization and demobilization at cost, with adequate supporting documentation, not to exceed the rates set by the General Services Administration for the area in which the work is performed

(or the closest geographical listing by GSA). GSA per diem rates can be found here: https://www.gsa.gov/travel/plan‐book/per‐diem‐ rates?gclid=CjwKCAiAg9urBhB_EiwAgw88mUkrpL1uGuAJqN3n3KsEjUIz7XRUuzB

9vSFrLPA93drHFDB8D3tNnBoCJS8QAvD_BwE

TCEC and Contractor will discuss anticipated mobilization and demobilization costs upon issuance of the NTP or Task Release.

No other expenses will be paid unless TCEC approves of expense, in writing, before the cost is incurred.

There will be no markups, overhead, or profit charges added to costs invoiced for lodging, meals, or other expenses.

OTHER COSTS

Upon Contractor’s arrival to TCEC’s service area, ITCEC will not provide meals or lodging for

Contractor’s personnel, meals or lodging for double occupancy rooms in the local area will be reimbursed at cost.

No other expenses will be paid unless TCEC approves in writing before the cost is incurred.

There will be no markups, overhead, or profit charges added to costs invoiced for lodging, meals, or other expenses.

Exhibit F: References

List three references for whom you have provided similar projects successfully completed in the past five years. Attached additional sheets if necessary.

Completed Project #1 Agency/company:

Current contact person at agency/company:

Telephone: _______________________________ E‐mail:

Address of agency/company:

Name of project:

Description:

Project value: ___________ Start date: _____________ Completion date:

(month/year) (month/year)

Name(s) of assigned personnel:

Project manager:

Others:

Completed Project #2

Current contact person at agency/company:

Telephone: _______________________________ E‐mail:

Address of agency/company:

Completed Project #2 (cont’d)

Name(s) of assigned personnel:

Completed Project #3

Current contact person at agency/company:

Telephone: _______________________________ E‐mail:

Address of agency/company:

Name(s) of assigned personnel:

Exhibit G: Certification Regarding Debarment, Suspension, and Other Responsibility Matters

“Non‐federal entities and contractors are subject to the non‐procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR 180. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.” (2 CFR 200.212)

This certification is required by regulations implementing Executive Order 12549, Debarment and Suspension, for all lower‐tier transactions meeting the threshold and tier requirements. (2 CFR 180.300)

Terms Defined

Nonprocurement Transaction: A transaction under federal non‐procurement programs, which can be either a primary covered transaction or a lower‐tier covered transaction. (2 CFR 180.970)

Lower‐Tier Covered Transaction: (1) Any transaction between a participant and a person other than a procurement contract for goods or services, regardless of type, under a primary covered transaction; (2) any procurement contract for goods or services between a participant and a person, regardless of type, expected to equal or exceed $25,000; (3) any procurement contract for goods or services between a participant and a person under a covered transaction, regardless of amount

Participant: Any person who submits a proposal for or who enters into a covered transaction, including an agent or representative of a participant. (2 CFR 180.980)

Principal: An officer, director, owner, partner, principal investigator, or other person within a participant with management or supervisory responsibilities related to a covered transaction;

or a consultant or other person, whether or not employed by the participant or paid with federal funds, who (1) is in a position to handle federal funds; (2) is in a position to influence or control the use of those funds; or (3) occupies a technical or professional position capable of substantially influencing the development or outcome of an activity required to perform the covered transaction. (2 CFR 180.995)

System for Award Management (SAM) Exclusions: The list maintained and disseminated by the General Services Administration (GSA) containing names and other information about persons who are ineligible. (2 CFR 180.945).

Debarment: Action taken by a debarring official to exclude a person from participating in covered transactions and transactions covered under the Federal Acquisition Regulation (48 CFR chapter 1). A person so excluded is debarred. (2 CFR 180.925)

Suspension: Action taken by a suspending official that immediately prohibits a person from participating in covered transactions and transactions covered under the Federal Acquisition Regulation (48 CFR chapter 1) for a temporary period, pending completion of an agency investigation and any judicial or administrative proceedings that may ensue. A person so excluded is suspended. (2 CFR 180.1015)

Ineligible or Ineligibility: A person or commodity is prohibited from covered transactions because of an exclusion or disqualification. (2 CFR 180.960)

Person: Any individual, corporation, partnership, association, unit of government, or legal entity, however organized. (2 CFR 180.985)

Proposal: A solicited or…