Damage Assessment Services
| Location: | Florida |
|---|---|
| Posted: | Mar 13, 2026 |
| Due: | Apr 13, 2026 |
| Agency: | Polk County Public Schools Facilities and Operations |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-002 |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Florida Electric Cooperatives Association
Florida Electric Cooperatives Association
Status
Active
Active
Fiscal Year
2026
2026
Number
2026-002
2026-002
Tertiary Contact
Type
Request for Proposal
Request for Proposal
Department
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
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.
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
3/13/2026 4:00 PM EST
Question End Date
3/30/2026 5:00 PM EST
3/30/2026 5:00 PM EST
Sample Due Date
Due Date
4/13/2026 5:00 PM EST
4/13/2026 5:00 PM EST
Bid Opening Date
Question End Date Reminder Notification
0 Day(s)
0 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
0 Day(s)
Due Date Reminder Notification
0 Day(s)
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
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
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 |
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