Engineering Water and Electrical Services

I. INTRODUCTION

Gulf Coast Electric Cooperative, Inc. (“GCEC”) is a member-owned electric cooperative that provides electric service to areas of the Florida panhandle that historically have been underserved or unserved by other utilities. GCEC and Defense Logistics Agency Energy (the “Government” or the “DLA”) entered into Contract SP0600-10-C-8253 dated September 28, 2010, as amended (the “Prime Contract”), a Fixed Price Contract with Economic Price Adjustment for GCEC to assume ownership of the Government utility systems at Tyndall Air Force Base, Florida (“Tyndall AFB” or the “Installation”) as set forth in the Prime Contract, and to provide related utility services, repairs, and restoration. GCEC is seeking an engineering firm to assist in the design and construction of electrical and/or water services.

The Services covered under this RFP will be funded, in whole or in part, by federal funding. Respondents must therefore be familiar with the respective rules and requirements applicable thereto. The Awardee Subcontractor will be required to comply with all laws, ordinances, codes, and regulations, whether federal, state, or local, applicable to any Services provided, including the maintenance of any necessary license or registration for the performance of its Services. This includes, but is not limited to, compliance with Davis Bacon Act requirements.

Due to the sensitive nature of the job site and the Services to be performed, which necessarily requires access to confidential information, all Respondents must execute the form Non-Disclosure Agreement (the “NDA”), attached as Exhibit C, prior to receiving all the documents. This will be necessary in developing a response to the RFP and in accordance with the proposal schedule set forth in Section III. The Respondents, Prospective Subcontractor(s), and Awardee Subcontractor(s) will maintain all Controlled Unclassified Information (“CUI”) in strict confidence and report any disclosures pursuant to DLA guidance.

Services will be performed according to the requirements set forth herein, as well as the terms and conditions of the final Contract/Subcontract and GCEC’s Prime Contract, as may be amended from time to time.

II. SCOPE OF WORK

A detailed scope of work is provided in Exhibit A.1 and Exhibit A.2.

There is a possibility that the scope of work covered under this RFP could be funded, in whole or in part, by federal grant funding including but not necessarily limited to grants provided by the Federal Emergency Management Agency (“FEMA”) under Catalog of Federal Domestic Assistance Numbers 97.036, Disaster Grants – Public Assistance (Presidentially Declared Disasters), 97.039, Hazard Mitigation Grant, or both. Respondents must therefore be familiar with the grant programs established by FEMA and the respective rules and requirements applicable thereto. The Contractor will be required to comply with all applicable Federal laws, regulations, executive orders, and FEMA requirements. Funding for the project under any available federal grants is contingent on strict conformance to the guidelines set forth by applicable state and federal guidelines, including regulations found in 2 C.F.R. Part 200.

III. PROPOSAL DEADLINE/DELIVERY

All proposals in response to this RFP must be received by GCEC, in accordance with the submission instructions provided herein, on the due date indicated below. Proposals will be opened immediately following the deadline. It is the sole responsibility of the Respondent to ensure that the Proposal and other required documents are received on time.

Solicitation release date	June 10, 2026
Exhibit B: Notification of Intent to Respond	June 18, 2026 at 4:00 pm CST
All inquiries must be submitted by:	June 25, 2026 at 4:00 pm CST
Responses to inquiries, if any, issued by:	June 29, 2026 at 4::00 pm CST
All proposals due on:	July 14, 2026 at 4:00 pm CST
Anticipated date of award:	July 17, 2026 at 4:00 pm CST

NOTE: This schedule is subject to change in the sole discretion of GCEC. All times indicated are in the Central time zone.

IV. GENERAL INSTRUCTIONS

Submittal Instructions

Respondents shall submit one electronic PDF proposal to Tress Dameron at tdameron@gcec.com. The first page of the PDF proposal shall indicate the RFP number indicated on the cover page of this RFP along with your company name. The subject line of the e-mail transmitting the PDF should also indicate the RFP number along with your company name. Any requirements in the RFP that cannot be met must be so indicated in the proposal. Respondents must respond to the entire RFP. If a price proposal form is provided in Microsoft Excel format, Respondent shall return its completed price proposal form in Microsoft Excel format, in addition to the remaining portions of its response to this RFP in PDF format.

Timeliness

Respondent(s) may submit their Proposal to the above e-mail address any time prior to the stated deadline. If more than one e-mail containing a PDF proposal is provided by the same Respondent, the latest received proposal prior to the deadline will be considered the Respondent’s final response. Respondent(s) remain responsible for ensuring that their Proposal is received at the time and e-mail address specified. GCEC assumes no responsibility for any Proposal not received, regardless of the reason for the delay. GCEC will endeavor to respond to each e-mail submission with confirmation of receipt as a courtesy, but Respondents are encouraged to call GCEC’s office to confirm receipt if a courtesy confirmation is not received via e-mail. Late proposals or proposals submitted in any other form than identified above will be rejected.

Requests/Questions

Any firms interested in this RFP should send the completed Exhibit B: Notification of Intent to Respond via email to GCEC Tress Dameron at tdameron@gcec.com. All inquiries and requests for additional information should also be submitted electronically to Mrs. Dameron using this email address and must be submitted no later than inquiry deadline listed above. For all communications regarding this RFP, the message must include the RFP number in the subject line. Responses to inquiries received, if any, will be distributed to all bidders who express interest in this RFP pursuant to these instructions and in accordance with the deadlines stated above.

Respondent(s) who have expressed interest in this RFP shall be notified of any changes in the specifications contained within this RFP. GCEC is not responsible for responding to any inquiry, substantive or otherwise, received after the inquiry submittal deadline listed above.

No oral interpretations will be made by GCEC to any bidder as to the requirements of this RFP. Any clarification or interpretation that is not in writing shall not legally bind GCEC. Only information supplied by GCEC in writing or in this RFP should be considered in preparing Proposals. It is the responsibility of the Respondent(s) prior to submission of any proposal to ensure all RFP documentation has been received.

Warranty

Each Respondent shall carefully examine all RFP documents and familiarize themselves with all requirements prior to submitting a Proposal to ensure that the Proposal meets the intent of this RFP. Before submitting a Proposal, each Respondent shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and affecting the requirements of this RFP.

The contract documents contain the provisions required for the project. Information obtained from an officer, agent, or employee of GCEC, or any other person shall not affect the risks or obligations assumed by the Respondent/Contractor or relieve the Respondent/Contractor from fulfilling any of the conditions of the contract. All goods and services furnished by Respondent, relating to and pursuant to this RFP, will be warranted to meet or exceed the specifications contained herein. In the event of breach, the Respondent will take all necessary action, at Respondent’s expense, to correct such breach in the most expeditious manner possible.

Submission of a Proposal indicates acceptance by the Respondent of the conditions contained in this RFP. Failure to conduct such investigations and examinations shall not relieve the Respondent from obligation to comply, in every detail, with all provisions and requirements of the RFP.

Basis of Contract Award

The award decision will be based on an evaluation of a Respondent’s ability to meet the needs of GCEC. GCEC reserves the right to make one award or multiple awards. Award(s), if made, will be made to the responsible and responsive Respondent(s) whose Proposal(s) represents, in GCEC’s sole discretion, the most advantageous Proposal to GCEC and best overall value to GCEC, price and other factors being considered. GCEC reserves the right to reject all offers or to award the contract to someone other than the lowest priced offeror.

Point of Contact

Tress Dameron, GCEC’s Grants & Public Assistance Specialist, will be the primary point of contact for this RFP. Under no circumstances may a Respondent contact any other GCEC employee or agent concerning this RFP until after award unless written consent or instruction is provided to do so. Any such contact may result in disqualification.

Cancellation/Rejection

GCEC may cancel this RFP, or reject it in whole or in part, when it is in the best interests of GCEC, in GCEC’s sole discretion. Notice of cancellation shall be sent to each Respondent that has expressed interest in this RFP pursuant to the instructions provided herein. The notice shall identify the solicitation, and, where appropriate, explain that an opportunity will be given to compete on any re-solicitation or any future procurement of comparable items.

When it deems doing so is in its best interest, GCEC reserves the right to reject any or all Proposals, select and award any portion of any or all Proposal items, and waive minor informalities and irregularities in any Proposal.

A Proposal may be rejected if it is non-responsive or does not conform to the requirements and instructions in this RFP. A Proposal may be non-responsive by reasons, including, but not limited to, failure to utilize or complete prescribed forms, conditional Proposals, incomplete Proposals, indefinite or ambiguous Proposals, failure to meet deadlines and improper and/or undated signatures. Other conditions which may cause rejection of Proposals include evidence of collusion, obvious lack of experience or expertise to perform the required work, submission of more than one Proposal for the same work from an individual, Respondent, or corporation under the same or a different name, failure to perform or meet financial obligations on previous contracts.

Transfer of Information Upon Termination

Upon expiration or termination of the Contract for any reason, Contractor shall promptly deliver to GCEC all information, property, data, materials, reports, documentation, and other work product produced or acquired in the performance of the contract. All materials shall be delivered within sixty (60) days of termination in a mutually agreed electronic format that is usable by the Government. At GCEC request, Contractor shall provide reasonable assistance to explain the content and organization of the delivered materials.

Licenses

Respondent(s) shall be properly licensed for the appropriate work specified in this RFP. All Respondents are requested to submit any required license(s) with their qualifications. License(s) must be effective as of the opening date and must be maintained throughout the Contract Period. Failure to be properly licensed as stated above may result in the rejection of the Proposal as non-responsive.

Insurance Requirements

Applicable insurance requirements are provided in Exhibit I, Insurance Requirements.

Confidentiality

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as many be provided by other applicable State or Federal Law, all Respondents should be aware that this RFP and any communications with respect to it, including but not limited to submitted Proposals, may be considered within the public domain by virtue of GCEC’s intent to submit the resulting costs to various grant programs for Federal and/or State reimbursement. Respondents should therefore identify specifically any information contained in their Proposal which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing, specifically the applicable exempting law.

Small Business and Minority Business Enterprise (MBE)

The Respondent will be the primary service provider and shall be responsible for all work performed and Contract deliverables. If any portion of the Contract is to be let to subcontractors, proposed use of subcontracts should be included in the Respondent’s Proposal. Requests for use of subcontractors received subsequent to the solicitation process are subject to review and approval by GCEC. As the scope of work under this contract will be funded in whole or in part using FEMA grant funding, pursuant to 2 C.F.R. § 200.321, if subcontracts are let, the Respondent/Contractor must take the following affirmative steps to solicit disadvantaged firms:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;
2. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises; and
5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

GCEC reserves the right to request and review information in conjunction with its determination regarding a subcontract request. All subcontractors are subject to the same requirements of this solicitation as the awarded contractor.

Protests

Any award by GCEC of the Contract as contemplated by this RFP to a Respondent shall be final and not subject to further challenge or protest.

Withdrawal of Proposal

Any Respondent may withdraw its Proposal, either personally or by written request, at any time prior to the scheduled time for opening Proposals. No Respondent may withdraw its Proposal for a period of 180 days after the date for opening and all Proposals shall be subject to acceptance by GCEC during this period.

V. PROPOSAL FORMAT AND EVALUATION CRITERIA

To receive consideration, Proposals shall be made on the forms provided, properly executed and with all items filled out. Do not change the wording of the Price Proposal Form. No conditions, limitations, or provisions will be attached or added to the Price Proposal Form by the Respondent. Alterations by erasure or interlineations must be explained or noted in the Proposal over the signature of the Respondent. Proposals shall be submitted on 8 ½-x-11-inch paper. There is no page limit for this proposal, although there is a page limit for specific sections of the proposal. Minimum font size shall be 11 points. Each submission must include the following documents divided by individual tabs, as explained in more detail below:

1. Tab I: Cover Letter (Pass/Fail)
   1. Provide a cover letter, signed by an authorized representative of the Respondent, indicating the underlying philosophy of the firm in providing the services stated herein and indicating the Respondent’s commitment to provide the services proposed. Provide general company information, including the name of your company (including the name of any parent company), business address, e-mail address, Federal Tax ID number, telephone number, fax number, and the name(s), telephone number(s), and e-mail address(es) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Respondent’s certification that the Respondent will accept any awards as a result of this RFP.
2. Tab II: Executive Summary (5 points / 2 Page Limit)
   1. The Executive Summary should include a brief overview of the proposed plan of action, including, but not limited to, strategy for implementation, and understanding of the RFP technical requirements. Identify the key personnel that will be committed to the project.
3. Tab III: Respondents Qualifications (20 points / 8 Page Limit)
   1. Provide an overview of the Respondent’s history, capability, and business ability relative to GCEC’s requirements. Include information on organizational structure.
   2. Describe your firm’s qualifications in providing disaster recovery and specifically FEMA reimbursed services and any prior work performed for electric cooperative or municipal power entities. Include any special expertise which your firm has in working with FEMA or the Florida Division of Emergency Management (FDEM).
4. Tab IV: Specialized Expertise of Team Members (15 points / 8 Page Limit)
   1. Provide a list of individuals who will be assigned (on site) to the service engagement with GCEC and their specific roles. Include summary resumes of the individuals to reflect their experience and education, particularly as they relate to the firm’s engagements in the last ten years.
   2. Identify the primary contact who will be actively engaged in serving the account and identify the current client workload of this individual, including the locations of other clients. If lead project staff members are to be changed, requests must be made in writing and pre-approved by GCEC.
5. Tab V: Technical Approach (20 points / 8 Page Limit)
   1. Provide a description of the firm’s general approach to the proposed scope of services to include team organization, staff assignments, schedules, quality assurance, and accountability.
   2. Provide relevant availability guidelines and/or the average time between request for services/tasks and actual performance for current clients. Discuss the availability of the primary contact relative to current and future client workload. Include for each individual the estimated number of hours that will be contributed to this project and in what capacity they would serve on this project. Include information on supervisory personnel.
   3. Describe the benefits and challenges of your company and team. No points will be provided if the Proposer believes there are no challenges in past jobs.
6. Tab VI: Cost of Services to GCEC/Price Proposal (30 points/5 Page Limit)
   1. Instructions for providing a cost or price proposal are provided in Exhibit D, Price Proposal Form. Final pricing and total amount of quote should be stated clearly. Cost-plus-a-percentage-of-cost contracts are not permitted under Federal regulations (e.g., cost + 20%) and thus will not be accepted by GCEC.
7. Tab VII: References (10 points)
   1. In order for the Respondent to be awarded any points for this tab, Respondent must submit three (3) references from clients whose projects are of a similar nature to those requested in this RFP. Information provided for each client shall include the following:
      1. Client name, address, e-mail address, and telephone number.
      2. Client contact reference name, e-mail address, and current telephone number.
      3. Description of services provided.
      4. Time period of the project or contract; briefly describe if project met or exceeded the schedule outlined. If it did not meet the schedule outlined, explain why.
      5. Dollar value of project; briefly describe if the completed project met or came under budget.
8. Tab VIII: Acceptance of Conditions (Pass/Fail)
   1. Indicate any exceptions to the terms and conditions of the RFP, to insurance requirements, or any other requirements listed in this RFP. If no exceptions are indicated in this tabbed section, it will be understood that no exceptions to these documents will be considered after the award, or if applicable, during negotiations. Exceptions taken by a Respondent may result in evaluation point deduction(s) and/or exclusion of proposal for Selection Committee consideration, depending on the extent of the exception(s). Such determination shall be at the sole discretion of GCEC.
9. Tab IX: Required Forms (Pass/Fail)
   1. Exhibit B: Notification of Intent to Respond
   2. Exhibit C: Non-Disclosure Agreement
   3. Exhibit D: Price Proposal
   4. Exhibit E: Qualification Questionnaire
   5. Exhibit F: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions
   6. Exhibit G: Certification Regarding Lobbying
   7. Exhibit H: Drugfree Workplace
   8. Exhibit I: Insurance Requirements

Summary of Evaluation Criteria

Criteria	Points
Cover Letter / Executive Summary	Pass/Fail
Respondent’s Qualifications	20
Specialized Expertise of Team Members	15
Technical Approach	20
Cost of Services to GCEC	30
References	15
Acceptance of Conditions	Pass/Fail
Required Forms	Pass/Fail

VI. SELECTION

Upon receipt, Tress Dameron will complete a limited review of the Proposals for obvious completeness. Those Proposals deemed complete and responsive will be forwarded to the Evaluation Committee.

Evaluation Committee

The Evaluation Committee may consist of three (3) or more members. GCEC or designee shall determine the Evaluation Committee that will best serve the needs of GCEC.

Evaluation

Only Proposals received by GCEC that are compliant with requirements and deadlines provided shall be evaluated. The ranking of proposals shall be based upon the points awarded in the scoring process utilizing the evaluation criteria in this RFP.

The best-qualified Respondents shall be based upon the Evaluation Committee’s ability to differentiate qualifications applicable to the scope and nature of the services to be performed as indicated by the ratings on the scoring sheet.

Presentation/Interviews

The Evaluation Committee may choose to conduct formal presentations/interviews with any or all Respondents prior to making an Award.

VII. CLARIFICATIONS AND NEGOTIATIONS

GCEC reserves the right to award a contract based on initial responses received, therefore, each response shall contain the Respondent’s best terms and conditions from a technical and cost standpoint. GCEC reserves the right to conduct clarifications or negotiations with one or more Respondent(s). All communications, clarifications, and negotiations shall be conducted in writing and in a manner that supports fairness in response improvement.

1. Clarifications
   1. GCEC may identify areas of a response that may require further clarification or areas in which it is apparent that there may have been miscommunications or misunderstandings as to GCEC’s specifications or requirements. GCEC may seek to clarify those issues identified during one or multiple clarification rounds, which will be communicated to all potential respondents. Each clarification sought by GCEC may be unique to an individual Respondent, provided that the process is conducted in a manner that supports fairness in response improvement.
2. Negotiations
   1. GCEC may elect to negotiate with one or more Respondent(s) by requesting revised responses, negotiating costs, or finalizing contract terms and conditions. GCEC reserves the right to conduct multiple negotiation rounds or no negotiations at all.
3. Cost Negotiations
   1. All respondents selected for negotiation by GCEC will be given equivalent information with respect to cost negotiations. All cost negotiations will be documented. Additionally, GCEC may conduct target pricing and other goods or services level negotiations. During price negotiations, Respondents are not obligated to reduce their pricing to target process, but no Respondent is allowed to increase price.
   2. If GCEC determines that it is unable to successfully negotiate terms and conditions of the Subcontract with the apparent best evaluated Respondent, GCEC reserves the right to bypass the apparent best evaluated Respondent and enter contract negotiations with the next apparent best evaluated Respondent.

VIII. AGREEMENT

The successful bidder(s) shall be prepared to immediately enter into contract negotiations with GCEC and must at that time deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by GCEC before the successful Respondent may proceed with the work.

GCEC’s intent is to negotiate an agreement with the successful bidder for a term of one year with two or three option periods. The length of the Contract Period may be shorter and is in the sole discretion of GCEC. Prices shall remain firm for the entire Contract Period. Additional items/services related to those described in Exhibit A.1, Exhibit A.2 and/or Exhibit D may be added to the resultant Contract, in compliance with applicable State and federal regulations.

The contract will contain provision required by 2 CFR. § 200.327 and FEMA Public Assistance Program and Policy Guide Version 5.0. FEMA guidance for contract provisions is available for review at FY24 Contract Provisions Guide.

Website Information:
https://www.fema.gov/sites/default/files/documents/fema_contract-provsions-guide_fy24.pdf