Project Information

Bid Title

Damage Assessment Services

Issuing Agency

Polk County Public Schools Facilities and Operations

Location

Florida

Published Date

Mar 13, 2026

Closing Date

Apr 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-002

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Main

Agency
Florida Electric Cooperatives Association

Status
Active

Fiscal Year
2026

Primary Contact
Procurement Staff

Title
Damage Assessment Services

Secondary Contact

Number
2026-002

Tertiary Contact

Type
Request for Proposal

Department

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
I.        General
The scope of services under this RFP may include post-disaster damage and safety assessments, resource inventory, and support services for major storm restoration activities (the Services). The Contractor shall provide qualified personnel with vehicles mobilized to Issuing Members’ locations to carry out the Services.
Issuing Members will activate the MSA through a Notice to Proceed, Task Order, or Task Release (Authorization) with the specific details of the work, including exact locations within its territory requiring assessments. The Services described below are non-exhaustive examples of services that may be requested; however, Issuing Member may request less than all the services described, or additional services not specifically listed below but within the general scope of the RFP.
II.        Services
•        Post-storm assessments of impacted or affected above-ground facilities (substations, transmission lines and poles, distribution feeders, sub-laterals, broken poles, transformers, etc.);

•        Ground patrols to identify and record locations of damaged facility components, missed oil spills, hazardous limbs and trees, dangerous timber, temporary repairs requiring permanent work, and materials left behind;

•        Aerial inspections using drones or unmanned aircrafts of distribution and transmission lines and infrastructure and other electrical components, especially in remote areas, inaccessible areas, and areas impacted significantly by an event;

•        Identification and recording of private property damage;

•        Post-recovery facility inspections/surveys;

•        Participation in meetings with key stakeholders;

•        Documenting inspection results with photographs and GPS coordinates of all damaged facilities using compatible software; including before and after photographs of damaged facilities to support disaster damage;

•        Post-storm forensic data gathering;

•        Contractor should ensure Issuing Member approves of damage assessment process and documentation procedures.

•        Contractor shall have the ability to mobilize within 24-48 hours of Authorization and provide all services 24-hours a day, seven (7) days a week, including holidays (if requested) for the term of the Contract.

•        Contractor shall perform all requested activities in accordance with local, State, and Federal law, including those imposed by FEMA, FDEM, the Federal Aviation Administration, and any other State or Federal agencies.
Equipment
•        iPad (or similarly compatible equipment) – Each damage assessor MUST have an iPad (or similarly compatible equipment) with cellular service capable of downloading the most up to date iOS (or equivalent) operating system. Equipment MUST have camera to take photographs. **Android devices may not be compatible with damage assessment software. Contractor should check with Participating Member to confirm that Android devices can be used to complete scope of work**

•        Field Data Collection Software – Assessors must have access to field data collection software that is compatible with Issuing Member’s system, including Field Maps Application or similar that can utilize GPS locations.

•        Vehicle – Each damage assessment crew must have a pickup with 4 wheel drive.

•        All trucks and equipment designated for use must comply with all applicable federal, state, and local rules and regulations and shall not be used for any other work during working hours.

•        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 certification with them at all times. Placards must remain on both sides of equipment and should satisfy applicable FEMA requirements.
Personnel
•        Area Field Manager – One per ten (10) Damage Assessment teams or as conditions warrant. Area Field Manager must have sufficient experience and his/her own vehicle for assessment. Experience with mobile mapping software (NISC or equivalent) is preferred.

•        Damage Assessor – Responsible for in-field inspections. Assessor will have iPad and his/her own vehicle for assessment and iPad. Experience with mobile mapping software (NISC or equivalent) is preferred.

•        Damage Assessor Assistant/Driver – Responsible for driving Damage Assessor and assisting 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.

•        Contractor shall assign a representative to serve as the principal liaison between it and Issuing Member. The representative must be knowledgeable of Contractor’s operations, have authority in writing to commit Contractor, and shall be readily available. This position will not require constant presence; rather the representative must be physically capable of responding within 30 minutes of notification.
Contract Terms
In addition to compliance with applicable Federal, State, and local rules and regulations, Contractor must also comply with the MSA and the terms and conditions in the Authorization, which will dictate the anticipated effort needed to complete the Services and include applicable terms and conditions for the Services.
Fee Structure
Given the uncertain nature of the quantity of work required and the percentage of service territory that will be impacted by the disaster, Contractor will have a time and materials fee structure at the rates proposed in response to this RFP. All hourly 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.
Documentation Management & Support
Contractor shall provide data management and support as a part of the Services, including use of a compatible system for clearly tracking and documenting all elements identified above. Contractor must also substantiate its costs. Contractor must maintain all records pertaining to work performed consistent with the requirements set forth in the MSA and Authorization. Contractor shall submit a report by close of business each day with, 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 and location for each;

•        Other operational and complaint tracking information, as requested.

Failure to provide audit quality information by 5:00 p.m. of the following day of operation may result in financial penalty to the Contractor.

Dates(All times are listed as EST )

Broadcast Date
3/13/2026 4:00 PM EST

Question End Date
3/30/2026 5:00 PM EST

Sample Due Date

Due Date
4/13/2026 5:00 PM EST

Bid Opening Date

Question End Date Reminder Notification
0 Day(s)

Sample Due Date Reminder Notification
0 Day(s)

Due Date Reminder Notification
0 Day(s)

Pre-Bid Meetings

Total: 0 (All times are listed as EST )

Date

Time

Mandatory

Location

Shortlist Meeting

Total: 0 (All times are listed as EST )

Date

Time

Location

Documents

Total: 2

Type	Name	Description	File Type
Request for Proposal	FECA - RFP No. 2026-002 - Damage Assessment Services.pdf	RFP No. 2026-002 - Damage Assessment Services	PDF
Excel Fill In Sheet	FECA - RFP No. 2026-002 - Damage Assessment Services Cost Proposal Form.xlsx	RFP No. 2026-002 - Damage Assessment Cost Proposal Form	Excel

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

Commodity Codes

Total: 14

Code	Description
[907-75]	Site Assessment and Site Field Observation
[917-31]	Contracted Services, System Assessment
[926-83]	Site Assessment, Environmental
[914-38]	Electrical
[925-31]	Electrical Engineering (Incl. Cogeneration Design Services)
[936-25]	Electrical Equipment (Except Cable and Wires, and Lighting Fixtures) Maintenance and Repair
[992-39]	Electrical Systems Testing Services
[910-82]	Wiring and Other Electrical Maintenance and Repair Services
[936-77]	Substation/High Voltage (Electrical) Maintenance and Repair
[968-48]	Inspection Services, Electrical Instrumentation and Control
[992-40]	Electronic and Electrical Cable Testing Services
[961-45]	Inspection and Certification Services
[968-47]	Inspection Services, Construction Type
[968-48]	Inspection Services, Electrical Instrumentation and Control

Publications

Total: 0

Publication

Date

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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