Joint Use Pole Audit

LE is interested in a Joint Use Attachment Audit. As of early 2025 there are approximately 94,430 poles within Lakeland Electric’s service territory, 92,615 of which are owned by the COL, 1249 owned by the FDOT, 1 owned by TECO, and 565 owned by Verizon. All COL owned poles excluding decorative and aluminum light poles and poles located at the power plant, which is approximating 80,789 will need to be audited.

Background

Lakeland Electric (LE) is a department of the City of Lakeland (COL).  The last pole audit was completed around 2007.

Project Details

• Reference ID: 2026-RFP-054
• Department: LE - Engineering
• Department Head: Phuong Tran (Energy Delivery Engineering Manager)

Important Dates

• Questions Due: 2026-06-18T21:00:00.000Z
• Pre-Proposal Meeting: 2026-06-10T14:00:00.000Z — Purchasing bid room 2nd floor 1140 E Parker St, Lakeland, FL 33801

Evaluation Criteria

• Cost (40 pts) —
  • Provide a flat rate fee per pole.
  • Ensure flat rate fee per pole is between $0.00 - $9.00.
• Technical Expertise & Field Knowledge (20 pts) —
  • The ability to distinguish between electric equipment and telecommunications equipment and their associated companies.
  • Previous projects of similar scope 
  • Minimum of 3 references (with contact information, name, e-mail, phone number)
  • Previous experience with the City of Lakeland, if applicable.
• Overall Process (10 pts) —
  • Approach & Execution Plan
  • Ability to meet deadlines, communicate progress, and adapt to scope changes.
• Data Accuracy & Documentation Quality (10 pts) —
  • Ensure consistency, completeness, and clarity of collected data, including GPS coordinates and structured reporting
• Safety Compliance & Training (10 pts) —
  • Demonstrated adherence to applicable safety codes, standards, regulations, and protocols including proper training, certifications, and incident history.
• Technology & Tools Utilization (10 pts) —
  • Use of compatible applications with Lakeland Electric systems such as ArcGIS.
  • High-resolution digital photographs (These will be needed for the first 250 poles during the test run only).

   

Submission Requirements

• Attest (required) —

  “I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

• Pricing Proposal (required)
• Certificate of Insurance (required) —

  A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met.

• Hold Harmless Indemnification Agreement (required)
• Previous projects of similar scope and references (required)
• Additional RFP Submittal Information upload here (required)
• Human Trafficking Affidavit (required)
• Drug-free Workplace Certification (required)
• Suspension and Debarment Certification (required)
• Public Entity Crimes Certification (required)
• Conflict of Interest/Statement of Non-Collusion (required)
• E-Verify Certification (required)
• Vendor/Contractor Certification Regarding Scrutinized Companies (required)
• Bidder certifies that no exceptions to the terms and conditions of the solicitation are being taken. (required)
• If exceptions are taken, specify in space below.
• Proposal Sheet (required) —

  THIS RFP SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

  The following RFP is in strict accordance with the City of Lakeland Request for Proposal No. 2026-RFP-054, dated Wednesday, May 27, 2026 and all attachments as referenced therein.

  “I hereby certify that I understand and am aware that the City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this RFP, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Respondents. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

  If claiming Local Vendor Preference, I certify that the company satisfies each of the following criteria at the time of their submission of a response to the solicitation necessary to qualify as a “Local Business”: a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.”

• Local Vendor Preference —

  If claiming Local Vendor Preference, a valid Local Business Tax Receipt must be provided at the time the response is submitted in order to qualify for such consideration.

• References —

  Respondents must provide at least 3 references with all details as requested.

  These responses will be used to determine scores under Section 4: Selection Criteria.

  Disclaimer: The City will make reasonable efforts to contact the references provided. However, the City assumes no responsibility for references that cannot be reached, do not respond, or are otherwise unavailable. It is the Proposer’s responsibility to ensure the contact information provided is current and accurate.

• Reference 1 (required) —

  Provide all information requested below.  

  Reference Name & Address: 

  Contact Person (who has knowledge of your firm's performance)

  Phone: 

  E-Mail: 

  Services Provided:

• Reference 2 (required) —

  Provide all information requested below.  

  Reference Name & Address: 

  Contact Person (who has knowledge of your firm's performance)

  Phone: 

  E-Mail: 

  Services Provided:

• Reference 3 (required) —

  Provide all information requested below.  

  Reference Name & Address: 

  Contact Person (who has knowledge of your firm's performance)

  Phone: 

  E-Mail: 

  Services Provided:

• Additional Reference(s) (Not Required) —

  **You are only required to provide three references. If you would like to provide additional reference(s) you may choose to do so below. This is optional (not required).

  Provide all information requested below.  

  Reference Name & Address: 

  Contact Person (who has knowledge of your firm's performance)

  Phone: 

  E-Mail: 

  Services Provided:

• Pricing (required)
• Insurance Requirements:
• Commercial General Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Business Automobile Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Excess Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Aircraft Insurance —

  limits of not less than $_____ per occurrence.

  Enter $amount

• Contractors Pollution Liability —

  The liability limits shall not be less than: $ ____

  Enter the $ amount.

• Crane or Riggers Liability —

  The liability limits shall not be less than: $______

  Enter the $ amount.

   

• Cyber & Privacy Protection Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Environmental Impairment Liability —

  The liability limits shall not be less than: $_______

  Enter $ amount.

   

• Fidelity/Dishonesty/Liability Coverage —

  The liability limits shall not be less than : $ ______
  Enter $ amount.

• Fire Legal Liability —

  The liability limits shall not be less than : $ ______

  Enter $ amount.

   

• Garage Keepers Coverage —

  The liability limits shall not be less than: $_______

  Enter $ amount

• Garage Liability Insurance —

  The liability limits shall not be less than: $ ______

  Enter $ amount.

   

• Installation Floater Coverage —

  The liability limits shall not be less than: $ _______

  Enter $ amount.

• Liquor Liability Coverage —

  The liability limits shall not be less than : $ _______

  Enter $ amount.

• Premises Liability —

  The liability limits shall not be less than $_____ single limit each occurrence.

  Enter $ amount.

• Professional Liability/Malpractice/Errors or Omissions Insurance —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Railroad Protective Liability —

  The liability limits shall not be less than: $ ______

  Enter $ amount.

• Transportation Insurance —

  The liability limits shall not be less than: $ ______

  Enter $ amount.

   

• Watercraft Liability Coverage —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

   

• Indemnification Agreement
• Safety Supplemental Requirements