Electric System Inventory

The City of Bartow (“City”) is actively seeking proposals from qualified and experienced companies capable of providing a comprehensive system-wide audit of the City’s electric distribution infrastructure to update its Geographic Information System (GIS) database and OpenGov Enterprise Management system (Cartegraph).

Background

The City of Bartow, a municipal electric utility serving over 13,600 retail electric accounts across a 115-square-mile area in Bartow and portions of Polk County, Florida, is seeking a qualified company to collect detailed phasing, attribute, and high-accuracy GPS location data for all electric system assets. This includes poles, pad-mounted equipment, meters, and other distribution facilities such as stub poles, streetlight and yard light poles (with size, type, style, and billing status), overhead and underground transformers, risers, capacitors, regulators, reclosers, trip savers, fuses, arrestors, and termination cabinets. Phase information will be recorded system-wide, with key locations specifically labeled. High-accuracy GPS coordinates must be captured for each structure and service point, and attribute data requirements are detailed in Attachment A. The City expects the company to propose efficient, cost-effective methods to minimize project duration, expenses, and database downtime during data extraction.

Project Details

• Reference ID: RFP 26-14
• Department: Purchasing
• Department Head: Danielle Rose (Purchasing Manager)

Important Dates

• Questions Due: 2026-05-12T20:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• Executive Summary & Organization Resources (20 pts) —

  Executive Summary

  • The purpose of the Executive Summary is to provide an overview of the Proposer’s qualifications to perform the scope of services.
  • Introduction letter describing your company, experience, number of years in business, licenses and/or applicable certifications, contact name, company address, phone number and email address of contact person who can sign on behalf of your entity and will be assigned as the main contact for the resulting agreement. (One page, single or double sided)
  • Provide documentation showing proper incorporation by the Secretary of State.
  • All forms listed under Section 8: Forms

   

  Organization Resources

  • As part of the evaluation process, the City has the responsibility of taking into account the size and complexity of the project/tasks and be assured that the firm/team has the organizational and financial resources required to successfully deliver this project/task. Please describe your operational stability as reflected in a certified financial statement or other certified statement, corporate financial resources, and insurance limits.
  • Describe the firms’ current and future projected workload. Describe specifically the firms’ daily ability to handle each aspect of the scope of services described herein. (Limit response to two (2) pages maximum)
  • Provide a list of all public agencies that have chosen to cancel or not renew EVSE contracts with your firm during the last five (5) years.
• Experience and Expertise (25 pts) —
  • Describe the company experience with providing similar size and scope of work as outlined in this RFP. Proposers should be detailed on their level of experience in similar work and the knowledge it has provided them. (One page, single or double sided).
  • The responding company shall provide a list of all municipalities or utilities where it has performed similar electric distribution audits or GIS data verification projects within the last five (5) years.
  • Identify a minimum of three (3) and a maximum of five (5) comparable or similar projects from within the past five (5) years that demonstrate your firm’s experience with the scope of services outlined.  For each project identified, provide the following:
  • • Description of project
    • Final cost of effort
    • Completion dates (if applicable)
    • Name of client
    • Experience with implementation, coordination and funding plans.
    • Reference information, per project (one current contact name and title with telephone number and e-mail address)
  • • Identify the key members of the team and provide resumes, (limited to one page per employee), of the individuals who will perform required tasks under the Proposal. All discipline and area leads shall be licensed in the State of Florida.  Resumes shall include professional credentials and experience of the firm’s key members who would complete required tasks. Identify the proposed Project Manager who will have primary contact with the City for all work associated with a continuing contract. For each member, provide his or her:
      • Title
      • Area of Specialty
      • Office Location assigned for previous two years. If recently reassigned, provide explanation and timing.
      • Total years of experience
      • Years with company
      • Specific involvement/role in projects used as references or experience summary.
      • Include an organizational chart.
• Approach to Project (35 pts) —
  • Describe the company approach to conducting a system-wide electric distribution audit, including: field data collection, GPS verification, asset documentation, and integration into GIS and Cartegraph. Include systems used for planning, scheduling, progress tracking, estimating, and resource management. Emphasize how your company experience positions it to deliver the project efficiently.
  • Outline a pragmatic approach to achieving the City’s goals and objectives while minimizing disruption of City activities and to the residents.
  • Provide a timeline for achieving the City’s goals and objective for this project.
  • Briefly describe the firm’s experience with quality control, dispute resolution, and stakeholder engagement.
• Women/ Minority Owned Business Enterprise (W/MBE), Disabled Veteran & Veteran Owned Business Utilization (5 pts) —
  • Any firm certified as a W/MBE and/or Veteran Owned Business will be allotted the maximum amount of points for this Tab. A copy of your company’s certification must be included in your response.
  • If the firm submitting is not a certified W/MBE and/ or Veteran Owned Business, you may provide certifications and descriptions of services being rendered for any subconsultant(s)/ subcontractor(s) being utilized on this project. One (1) point will be given for each W/MBE and/ or Veteran business utilized up to the maximum points allotted for this Tab.
• Local Firm or Intent/capacity to affect the local economy through the use of local labor, vendors, sub-contractors and resources (5 pts) —
  • Identify the location of the firm’s principal office and the home office location of key staff on this project. Any firm’s offices can be considered as the firm’s principal office for the purposes of this RFP so long as the designated location is the home office of key team members and is where actual work for the City will be performed. If proven to be local, your firm will be allotted the maximum points for this Tab.
  • If the company submitting is not located in the Bartow Utility Services Area (BUSA), you may provide documentation and descriptions of services being rendered for any subconsultant(s)/ subcontractor(s) being utilized on this project. One (1) point will be given for each local business located within the BUSA utilized up to the maximum points allotted for this Tab.
• Performance Surveys (10 pts) —
  • Surveys shall be sent to all clients for whom has identified under Tab 3 – Experience and Expertise.  Surveys should correlate to all projects identified under Tab 3. Please refer to Exhibit I for detailed Instructions on how to prepare and send performance surveys.
  • Completed surveys. Purchasing will take the average of all surveys, and score as follows
    • Average Score between 9-10 10 Points
    • Average Score between 7-8    8 Points
    • Average Score between 5-6    6 Points
    • Average Score between 3-4    4 Points
    • Average Score between 1-2    2 Points
    • Average Score of 0                    0 Points
• Cost (10 pts) —
  • Proposers shall submit a comprehensive cost proposal based on the requirements outlined in Attachment A, which is provided as a separate document. The cost proposal shall itemize all costs necessary to complete the inventory of electric distribution structures and facilities for this project, including but not limited to poles, service points, underground equipment, phasing, and optional pole photographs.

Submission Requirements

• Technical Proposal Submittal (required)
• Price Submittal (required)
• W-9 (required)
• REQUIRED FOR HARD COPY ONLY: Addenda Acknowledgement —

  Please download the below documents, complete, and upload.

• Bidder Incorporation Information (required) —

  Please download the below documents, complete, and upload.

• Proposer's Certification Form (required) —

  Please download the below documents, complete, and upload.

• Performance Survey (required) —

  Please download the below documents, complete, and upload.

  The company is responsible for sending out a performance survey to the clients that have been identified under Tab 3. The survey from has been attached below. 

• Drug Free Workplace Form (required) —

  Please download the below documents, complete, and upload.

  1. The company is responsible for sending out a performance survey to the clients that have been identified under Tab 3. The survey can be found on the next page.
  2. The company should enter past clients’ contact information, and project information on each survey form for each reference. The company should also enter the name of the Consultant being surveyed.
  3. The company is responsible for ensuring all references/surveys are included in their submittal under Tab 7 – Performance Surveys.
  4. City of Bartow (COB) may contact the reference for additional information or to clarify survey data. If the reference cannot be contacted, there will be no credit given for that reference.
• Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters (required) —

  Please download the below documents, complete, and upload.

• Certification Regarding Lobbying (required) —

  Please download the below documents, complete, and upload.

• Affidavit Certification Immigration Laws (required) —

  Please download the below documents, complete, and upload.

• E-Verify Certification (required) —

  Please download the below documents, complete, and upload.

• Sworn Statement on Public Entity Crimes (required) —

  Please download the below documents, complete, and upload.

• Non Collusive Affidavit (required) —

  Please download the below documents, complete, and upload.

• Vendor Certification Regarding Scrutinized Companies List (required) —

  Please download the below documents, complete, and upload.

• Affidavit Regarding the Use of Coercion for Labor or Services (required) —

  Please download the below documents, complete, and upload.

• Using Surety2000 for Bid Bond? (required)
• Surety2000 Bid Bond —

  Please enter your Bid Bond information from Surety2000 below.

• Upload of Bond (required)
• Additional Information
• Itemized cost sheet been uploaded with your proposal? (required) —

  Please download the itemized cost sheet, complete, and upload.

• Submission Process (required)
• Will there be interviews? (required)
• Are permits needed? (required)
• Bond Requirements? (required)
• Federally Funded? (required)
• Pricing Table (required)