Services for Power Line Right-of-Way Clearing

GCEC Right-of-Way Clearing Services RFP

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 is seeking proposals from bidders for the overhead line right-of-way clearing services as described in Exhibit A. The contractor will work under the direction of GCEC. Services will be based on the requirements below and the general terms and conditions set forth in a Services Agreement (“Agreement”).

GCEC owns and operates approximately 2,252 miles of overhead and 529 miles of underground electrical distribution lines. GCEC strives to clear all of the right-of-way (ROW) on a five-year cycle. Presently, GCEC is on a definitive five-year program. GCEC’s line construction specifications are to clear thirty (30) foot width, “from ground to sky”. GCEC utilizes Contractor ROW crews for clear-cut, mowing & spraying ROW maintenance programs.

GCEC requires the services described in Exhibit A, which include both regular maintenance and emergency disaster-related services.

II. Scope of Work

A detailed scope of work is provided in Exhibit A.

The scope of work covered under this RFP may 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”). The Contractor will be required to comply with all applicable Federal laws, regulations, executive orders, and FEMA requirements. Funding for the project is contingent on compliance with state and federal guidelines, including 2 C.F.R. Part 200.

III. Proposal Deadline/Delivery

• Solicitation Release Date: November 20, 2025
• Inquiry Deadline: December 1, 2025 at 4:00 PM CT
• Responses to Inquiries Issued By: December 3, 2025 at 4:00 PM CT
• Proposal Deadline: December 10, 2025 at 12:00 PM CT
• Anticipated Award Date: December 16, 2025

The selected respondent will report to GCEC’s Headquarters at 722 West Highway 22, Wewahitchka, FL 32465 (temporarily 637 Highway 22) no later than January 2, 2026, at 8:00 AM CT.

IV. General Instructions

Submittal Instructions: Email one PDF proposal to Tress Dameron at tdameron@gcec.com. Use the RFP number on the first page and in the email subject.

Timeliness: Late submissions may be rejected. Call to confirm receipt if no email confirmation is received.

Requests/Questions: Submit all inquiries to tdameron@gcec.com by the deadline. Do not contact other GCEC staff.

Warranty: Goods/services must meet or exceed RFP specifications. The respondent is responsible for understanding all requirements.

Basis of Contract Award: GCEC reserves the right to reject all proposals or make multiple awards based on best value.

Licenses: Proper licensing is required and must be submitted with the proposal.

Insurance: See Exhibit G.

Confidentiality: Respondents must mark confidential/proprietary information clearly. GCEC is subject to Florida public records laws.

Affirmative Steps: Respondents must take actions to include small, minority, and women-owned businesses per 2 C.F.R. § 200.321.

Protests: Award decisions are final and not subject to protest.

Withdrawal: A proposal may be withdrawn by written request prior to the deadline.

V. Proposal Format and Evaluation Criteria

Submit proposals in the format below:

• Tab I: Cover Letter / Executive Summary (Pass/Fail)
• Tab II: Respondent’s Qualifications (20 points)
• Tab III: Specialized Expertise of Team Members (15 points)
• Tab IV: Technical Approach (20 points)
• Tab V: Cost of Services to GCEC (30 points)
• Tab VI: References (15 points)
• Tab VII: Acceptance of Conditions (Pass/Fail)
• Tab VIII: Required Forms (Pass/Fail)

VI. Selection

Proposals will be reviewed for completeness and forwarded to an Evaluation Committee of at least three members. Ranking will be based on total points. GCEC may request interviews prior to awarding.

VII. Agreement

Successful bidder(s) must be ready to begin contract negotiations immediately and submit insurance documents. Contracts will not exceed one year. Pricing must remain firm. The contract will comply with FEMA and 2 CFR § 200.327.

Reference: FEMA FY24 Contract Provisions Guide