Project Information

Bid Title

2025 DISTRIBUTION AND TRANSMISSION STORM RELIEF DAMAGE ASSESMENT

Issuing Agency

Peace River Electric Cooperative

Location

Florida

Published Date

Apr 14, 2025

Closing Date

Apr 15, 2025

Government Level

State & Local

Status

Closed

Ref. #

2025-04

Original Source

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Bid Documents

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Project Description

Main

Agency
Peace River Electric Cooperative

Status
Active

Fiscal Year
2025

Primary Contact
Clay Stanphill

Title
2025 DISTRIBUTION AND TRANSMISSION STORM RELIEF DAMAGE ASSESMENT

Secondary Contact
Tim Gibson

Number
2025-04

Tertiary Contact

Type
Request for Proposal

Department
Purchasing

Online Submissions
Yes

Project Estimate

Piggyback Solicitation
No

Insurance Required
No

Bid Bond Required
No

Bid Bond Amount

Performance Bond Required
No

Performance Bond Amount

Construction Bond Required
No

Construction Bond Amount

Scope of Services
PRECO is seeking quotes and proposals for a Damage Assessment Service provider for the following:

1.        Damage Assessment teams will consist of Damage Assessor, Damage Assessor Assistant, and vehicle. An Area Field Manager will be assigned to a deployment request of ten (10) or more teams.

a)        Damage Assessor – person experienced in utility damage assessment with a tablet or laptop in the field. Assessor will have his/her own vehicle for assessment, computer (tablet/laptop), and camera for photographs. PRECO requires a minimum of ten (10) years distribution utility experience (line construction/maintenance/staking) for this role.

b)        Area Field Manager – to be deployed per ten (10) Damage Assessment teams or as conditions warrant. Area Field Manager will have his/her own vehicle for assessment. PRECO requires a minimum of ten (10) years distribution utility experience (line construction/maintenance/staking) for this role.

c)                Damage Assessor Assistant/Driver – person who performs driving operations for Damage Assessor and assists in note taking as well as other miscellaneous activities. Person may serve as an administrative assistant ensuring proper documentation of labor and expenses based on client’s invoicing requirements.

2.        Initial line assessment/evaluation of damaged above-ground facilities (substations, feeders, sub- laterals, broken poles, transformers, services, etc. as directed by PRECO).

3.        Second assessment/evaluation of damaged above-ground facilities (if needed - substations, feeders, sublaterals, broken poles, transformers, services, etc. as directed by PRECO).

4.        Site information will need to include an assessment of debris removal needs per damage location.

5.        Provide PRECO with restoration progress and projection reports as requested.

6.        Provide photographs with GPS coordinates of all damaged facilities.

7.        Damage assessment process (paper maps, assessment software, procedures) must be reviewed by PRECO for approval.

8.        Any special tools or equipment (as directed by PRECO) will be reimbursed.

9.        Mobilization/Demobilization – PRECO will reimburse fees based on the rates for labor and number of hours per day actually spent by the particular individual and equipment in transit, plus fuel, lodging, and material needed to complete the mob/demob. All rates, times, and extras (fuel, lodging, materials, etc.) must be coordinated with PRECO approval.

10.        Contractor will mobilize the Damage Assessment team within 24 hours of approval.

Dates(All times are listed as EST )

Broadcast Date
2/14/2025 12:00 PM EST

Question End Date
4/11/2025 5:00 PM EST

Due Date
4/15/2025 2:00 PM EST

Bid Opening Date

Pre-Bid Conferences

Total: 0 (All times are listed as EST )

Date

Time

Mandatory

Location

Documents

Total: 2

Type	Name	Description	File Type
Contract	PRECO Master Services Agreement-FEMA Compliant-2025.pdf	MASTER PROFESSIONAL SERVICES AGREEMENT	PDF
Request for Proposal	Distribution and Transmission Storm Damage Assesment RFP-2025.pdf	2025 DISTRIBUTION AND TRANSMISSION STORM RELIEF DAMAGE ASSESMENT	PDF

Quote/Bid

Zones
Total: 0

Zone

Groups
Total: 0

Group

Quote/Bid Items

Total: 0

#

Required

Group

Make

Model

Description

Quantity

Unit of Measure

Price/ Percent

Type

Additional Quote/Bid Items Fields

Display Options Spreadsheet Section	No	Display Image and Specifications Hyperlink Fields	No
Display Build Sheet File Upload Field	No	Display Options File Upload Field	No
Require Build Sheet File to be Uploaded	No	Require Options File to be Uploaded	No
Display Lead Time Field	No	Display Standard Packaging Field	No

Delivery Date
None

Required Files to be Uploaded by the Vendor
None

Shipping
None

Terms and Conditions
None

Include Shipping in Price of Items
No

Display Bid Tabulation to Vendors
No

Display Vendor Submissions to Vendors
No

View Vendor Submissions while Bid Solicitation is Active
No

Allow Options File to be Updated after Due Date
No

Allow Post Due Date Submission
No

Questions & Answers

Total: 10

Question	Date Asked	Answer	Date Answered
How many contracts does PRECO anticipate awarding?	3/3/2025 9:48:41 AM	A primary and secondary contract will be awarded. The primary will be the first to be contacted, and the secondary will be contacted for additional help. This pertains to the storm assessment crews.	3/3/2025 10:51:11 AM
Please provide clarification on Scope of Services criteria #7. Does this require the vendor to supply an approach for storm assessment services, or would PRECO supply a detailed plan for these services?	3/3/2025 9:48:46 AM	No, PRECO uses an app called Field Maps. All data points will be collected through this app. Upon arrival, a PRECO Rep will explain how to download and use the app. There will be no need for the contractor to provide an approach.	3/3/2025 10:55:38 AM
How many damage assessment teams does PRECO anticipate needing?	3/3/2025 5:13:44 PM	PRECO usually looks for 10 two-person teams. However, it all depends on how bad the storm was and the damage that will be sustained	3/4/2025 9:22:10 AM
With respect to the Field Maps App, has this been utilized by PRECO during storm damage assessment in the field? And if so, has connectivity been an issue?	3/3/2025 5:14:23 PM	Yes, we have used this app in several storms. Connectivity has not been an issue.	3/4/2025 9:26:55 AM
If connectivity is an issue during damage assessment activities, will PRECO provide printed maps of the system?	3/3/2025 5:14:50 PM	We have not had issues with this app.	3/4/2025 9:30:12 AM
What specific damage assessments are anticipated for substation equipment and will the assessments be performed inside or outside of the substation fence? If performed inside the substation fence, does PRECO have specific requirements for this?	3/3/2025 5:15:31 PM	PRECO assesses all of our substations, and our crews will repair them.	3/4/2025 9:35:03 AM
Will Streetlight assessments be separate night shift assessments, only visible damage to light fixture/bracket/secondary network to be assessed during Distribution Damage assessments, or not included in this RFP?	3/3/2025 5:16:16 PM	Streetlights will be visible only; there will be no nighttime assessments.	3/4/2025 9:39:19 AM
Please expand on the services being requested in Scope of services number 5. Does this include Bird Dog services?	3/3/2025 5:16:42 PM	Using the Field Maps app, we get real-time progress tracked inside our command center. PRECO will provide a bird dog for each construction crew; the assessors will be put on a section of line ahead of the construction crews. This process has worked very well for us in past storms.	3/4/2025 9:45:07 AM
Are per diem rates for meals and lodging acceptable?	3/8/2025 1:47:16 PM	Yes they are, for travel here. Once here lodging and meals will be provided.	3/10/2025 10:49:07 AM
Are vehicle rates including fuel acceptable?	3/8/2025 1:47:44 PM	Yes they are acceptable.	3/10/2025 10:49:52 AM

Commodity Codes

Total: 3

Code	Description
[918-42]	Engineering Consulting
[918-97]	Utilities: Gas, Water, Electric Consulting
[925-56]	Inspecting, Structural/Engineering

Publications

Total: 0

Publication

Date

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 237130Power and Communication Line and Related Structures Construction

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