HomeMy WebLinkAboutResolution - 2021-R0469 - Contract 16091 with Complete Power Pole Inspections - 12/7/2021Resolution No. 2021-RO469
Item No. 7.8
December 7, 2021
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute
for and on behalf of the City of Lubbock, Service Contract No. 16091 for power pole
maintenance as per ITB 21-16091-MA, by and between the City of Lubbock and Complete
Power Pole Inspections, of Littlefield, Texas, and related documents. Said Contract is
attached hereto and incorporated in this resolution as if fully set forth herein and shall be
included in the minutes of the City Council.
Passed by the City Council on December 7, 2021
DANIEL M. PO r1—'MAYOR
ATTEST:
Reb ca xarza, City Secretary
APPROVED AS TO CONTENT:
—Co—��
Jesica McEachern, Assistant City Manager
APPROVED AS TO FORM:
Amy Si s,' 'orney
RES.Contract 16091 - Power Pole Maintenance
November 15, 2021
Resolution No. 2021-R0469
CITY OF LUBBOCK, TX
CONTRACT FOR SERVICES
Power Pole Maintenance
ITB 21-16091-MA
Contract 16091
THIS CONTRACT, made and entered into thiJth day ofDecember , 2021 , pursuant to a resolution
heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and
Complete Power Pole Inspection, ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Power Pole Maintenance and bids
were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City of Lubbock has
heretofore adopted a resolution authorizing the acceptance of such bid, and the execution, in the name of
the City of Lubbock a contract with said Contractor covering the purchase and delivery of the said Power
Pole Maintenance -Annual Contract.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which specifications and
bid are attached hereto and made part hereof, Contractor will deliver to the City, Power Pole
Maintenance -Annual Contract specifically referred to in the Bid Form as Items 1-26 and more
particularly described in the bid submitted by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the
work provided for in this Contract and to complete and finish the same according to the attached
specifications, offer, and terms and conditions contained herein The Contractor shall perform the
work according to the procedure outlined in the specifications and Bid Form attached hereto and
incorporated herein.
3. The contract shall be for a term of one (1) year, said date of term beginning upon formal approval.
The contract may be renewed for additional four (4) year terms under the same term and conditions
upon written agreement from both parties. All stated annual quantities are approximations of usage
during the time period to be covered by pricing established by this bid. Actual usage may be more
or less. Order quantities will be determined by actual need. The City of Lubbock does not guarantee
any specific amount of compensation, volume, minimum, or maximum amount of services under
this bid and resulting contract. The Contractor must maintain the insurance coverage required
during the term of this contract including any extensions. It is the responsibility of the Contractor
to ensure that valid insurance is on file with the Purchasing and Contract Management Department
as required by contract or contract may
4. This contract shall remain in effect until the first of the following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 30 day written
notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest
and best bidder as it deems to be in the best interest of the city.
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5. This contract shall remain in effect until the expiration date, performance of services ordered, or
termination of by either party with a thirty (30) day written notice. Such written notice must state
the reason for cancellation. The City of Lubbock reserves the right to award the canceled contract
to the next lowest and best bidder as it deems to be in the best interest of the city.
6. Contractor shall at all times be an independent contractor and not an agent or representative of City
with regard to performance of the Services. Contractor shall not represent that it is, or hold itself
out as, an agent or representative of City. In no event shall Contractor be authorized to enter into
any agreement or undertaking for or on behalf of City.
7. Insurance Requirements
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DELIVERED TO THE CITY.
TYPE OF INSURANCE
General Liability
Commercial General Liability
Per Occurrence
AUTOMOTIVE LIABILITY
Any Auto
COMBINED SINGLE LIMIT
General Aggregate $1,000,000
Products-Comp/Op AGG$1,000,000
Contractual Liability $1,000,000
Med Exp (Any one Person) $1,000,000
Per Occurrence $1,000,000
WORKERS COMPENSTATION $500,000
EMPLOYERS' LIABILITY $1,000,000
OTHER: COPIES OF ENDORSEMENTS ARE REQUIRED
City of Lubbock named as additional insured on Auto/General Liability on a primary and non-
contributory basis.
To include products of completed operations endorsement.
Waiver of subrogation in favor of the City of Lubbock on all coverages
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section during
the effective period of the contract and to require adjustment of insurance coverages and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
SECTION C. The Contractor shall obtain and maintain in full force and effect for the duration of this
contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
The City of Lubbock shall be named as an additional insured on a primary and non-contributory basis and shall
include a waiver of subrogation in favor of the City on all liability coverage's except professional liability. A
waiver on subrogation will be required on worker's comp coverages. All Copies of the Certificates of Insurance
and all applicable endorsements are required.
ADDITIONAL POLICY ENDORSEMENTS
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The City shall be entitled, upon request, and without expense, to receive copies of the policies and all
endorsements thereto and may make any reasonable request for deletion, revision, or modification of particular
policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or
regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon such
request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in policy
coverages, and shall pay the cost thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s)
of insurance will contain and state, in writing, on the certificate or its attachment, the following required
provisions:
A. Name the City of Lubbock and its officers, employees, and elected representatives as additional insureds,
(as the interest of each insured may appear) as to all applicable coverage;
B. Provide for 30 days' notice to the City for cancellation, nonrenewal, or material change;
C. Provide for notice to the City at the address shown below by registered mail;
D. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and
elected representatives for injuries, including death, property damage, or any other loss to the extent
same may be covered by the proceeds of insurance;
E. Provide that all provisions of this contract concerning liability, duty, and standard of care together with
the indemnification provision, shall be underwritten by contractual liability coverage sufficient to
include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less
than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF
INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing and Contract Management
City of Lubbock
1314 Avenue K, Wh Floor
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and
accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of
liability by the insurance company exonerate the Contractor from liability.
8. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests
accruing from this Contract without the written consent of the other.
9. The City reserves the right to exercise any right or remedy available to it by law, contract, equity,
or otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative
and not exclusive, and may be exercised concurrently. To the extent of any conflict between this
provision and another provision in, or related to, this document, this provision shall control.
10. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves the
right to audit Contractor's records and books relevant to all services provided to the City under this
Contract. In the event such an audit by the City reveals any errors or overpayments by the City,
Contractor shall refund the City the full amount of such overpayments within thirty (30) days of
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such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the
City from any payments due Contractor.
11. All funds for payment by the city under this contract are subject to the availability of an annual
appropriation for this purpose by the City. In the event of non -appropriation of funds by the City
Council of the city of Lubbock for the goods or services provided under the contract, the City will
terminate the contract, without termination charge or other liability, on the last day of the then -
current fiscal year or when the appropriation made for the then -current year for the goods or services
covered by this contract is spent, whichever event occurs first, If at any time funds are not
appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on 30
days' prior written notice, but failure to give such notice shall be of no effect and the City shall not
be obligated under this contract beyond the date of termination.
12. The Contractor shall not assign or sublet the contract, or any portion of the contract, without written
consent from the Director of Purchasing and Contract Management. Should consent be given, the
Contractor shall insure the Subcontractor or shall provide proof on insurance from the Subcontractor
that complies with all contract insurance requirements.
13. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in full compliance with all terms and conditions and the descriptive material
contained herein and any additional associated documents and Amendments. The City disclaims
any terms and conditions provided by the Contractor unless agreed upon in writing by the parties.
In the event of conflict between these terms and conditions and any terms and conditions provided
by the Contractor, the terms and conditions provided herein shall prevail. The terms and conditions
provided herein are the final terms agreed upon by the parties, and any prior conflicting terms shall
be of no force or effect.
14. The Contractor (i) does not engage in business with Iran, Sudan or any foreign terrorist organization
and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas Government Code,
as a company known to have contracts with or provide supplies or services to a foreign terrorist
organization. As used in the immediately preceding sentence, "foreign terrorist organization" shall
have the meaning given such term in Section 2252.151, Texas Government Code.
15. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the records
retention requirements applicable to the governmental body for the duration of the contract; (2)
promptly provide to the governmental body any contracting information related to the contract that
is in the custody or possession of the entity on request of the governmental body; and (3) on
completion of the contract, either: (A) provide at no cost to the governmental body all contracting
information related to the contract that is in the custody or possession of the entity; or (B) preserve
the contracting information related to the contract as provided by the records retention requirements
applicable to the governmental body.
16. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from public
funds of the governmental entity. (b) A governmental entity may not enter into a contract with a
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company for goods or services unless the contract contains a written verification from the company
that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract.
17. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without prior
written consent of the City, unless otherwise required by law.
18. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of any
kind, character, type, or description, including without limiting the generality of the foregoing, all
expenses of litigation, court costs, and attorney's fees, for injury or death to any person, or injury to
any property, received or sustained by any person or persons or property, to the extent arising out
of, related to or occasioned by, the negligent acts of the Contractor, its agents, employees, and/or
subcontractors, related to the performance, operations or omissions under this agreement and/or the
use or occupation of city owned property. The indemnity obligation provided herein shall survive
the expiration or termination of this agreement.
19. This Contract consists of the following documents set forth herein; Invitation to Bid No. 21-16091-
MA, Specifications, and the Bid Form.
-- INTENTIONALLY LEFT BLANK --
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IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and
year first above written. Executed in triplicate.
CITY OFXVBBOCK
Daniel M. Pope, Mayor
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO CONTENT:
Aubrey A. Spe , P.E., Dire for of Water Utilities
APPROVED AS TO FORM:
Amy L. Sim eputy City ttorney
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CONTRAICOR
B
Complete Power Pole`In;ACOQ
(Authorized Representative
Print Name
a kq
Address
City, State, Zip Code
POWERLINE MAINTENANCE AND INSPECTION SPECIFICATIONS
1.0 General
1.1 The City of Lubbock owns and operates approximately 175 water wells in Bailey
County, located in the area surrounding Muleshoe, Texas.
1.2 The wells are powered by means of electrical distribution lines that are owned by
the City of Lubbock
1.3 There are approximately 1,789 power distribution pole structures that provide
power to the water wellfield.
1.4 The City of Lubbock is seeking to secure the services of a qualified firm to
continue maintenance, repair, and inspection activities of the poles, power -lines,
and associated appurtenances in order to improve the integrity of the electrical
infrastructure.
1.5 The contract term shall be for a term of one year from the date of approval by
City Council. At the conclusion of the one year term, the City reserves the option
to renew this contract four additional one year terms depending on annual funding
approval, if all parties are in mutual agreement to do so.
2.0 Scope of Work
2.1 The intent of these specifications is to describe the continuation of an ongoing
remediation program to perform repair and replacement of defective pole
structures, crossarms, conductors, transformers, and hardware. Contractor shall
also be required to perform ground line power pole inspection services as required
by the Rural Utilities Service, United States Department of Agriculture, and as
requested by the owner.
2.2 The contractor shall coordinate with the City's representative to determine a
priority listing of all structures and equipment that need immediate repair or
replacement. No work shall be performed without advance approval of the
City's representative. The contractor shall provide a written cost estimate to the
City's representative prior to beginning the work, upon request.
2.3 The contractor shall provide labor, tools., equipment, and trucks to perform
repairs, replace defective transformers, repair or replace damaged structures and
associated equipment on an "as needed" basis. Continual work is not guaranteed
or expected throughout the year. There will be gaps in work requests by the City
representative. The City representative shall exercise diligence to provide the
contractor with a reasonable work load that avoids excessive on / off work cycles.
2.4 Once a priority list has been prepared by the contractor and City's representative,
the contractor shall begin work to repair all items listed.
2.5 The City shall supply all necessary poles, crossarms, conductors, transformers,
hardware, and etc. to the contractor for repair of identified and approved items.
Materials requests must be submitted to the City representative within five
business days after the contractor has submitted the request to allow City staff
adequate time to provide all requested items. Wood poles and transformers will
require additional time in order to comply with City purchasing policies. City
staff will work diligently to accommodate these requests as expediently as
possible to minimize down time by the contractor.
2.6 It is important to note the terrain of the wellfield is very deep sand. Caution is
advised whenever navigating trucks and equipment off the established roads.
However, it will often be necessary to perform work off the established roads. In
these events, it will become necessary to be pulled into these locations with a four
wheel drive tractor. The City of Lubbock owns a tractor that is used exclusively
for this purpose. The City also has staff available to operate this unit and pull line
trucks through the sandy areas. During these events, it will be necessary to
coordinate work with City staff. Contractor is encouraged to consider this
environment when preparing pricing structure in "Exhibit A" as attached to these
specifications.
2.7 All equipment shall be installed as originally designed or REA specifications.
Deviations from original design must be approved by the City's representative
prior to changes being made. All hardware must be tightened to proper torque
requirements on every structure that is worked.
2.8 Where possible, the contractor and the City's representative shall insure that all
lines are de -energized for the duration of the daily repairs being performed. The
City's representative shall closely coordinate energizing and de -energizing of the
power lines with the contractor. It shall be the responsibility of the contractor to
perform necessary testing to insure that all lines are de -energized when the City's
representative informs the contractor that the lines have been de -energized. If for
any reason the lines cannot be de -energized, the City's representative shall notify
the contractor that all work will need to be performed while energized. In all
instances, industry safety standards must be followed by all parties. Whenever
power lines are de -energized by the contractor, the lineman must secure a visible
sign on the same pole equipped with the disconnecting means that warns against
re -energizing the circuit. The person that affixes the warning sign will be the only
authorized person to remove it. The lineman must also install proper phase
grounding jumpers to guard against inadvertent re -energizing of the lines. Tags
and grounds must be removed at the conclusion of each work day unless prior
arrangements are made with the City's representative.
2.9 Contractor shall perform a full visual inspection of each pole prior to performing
any work on the pole. Lineman shall note the condition of the pole and record any
structural defects due to woodpeckers, lightning, compression wood, mechanical
damage, obvious decay, and/or insect damage. The lineman shall also determine
the presence of any above ground defects on the pole, including crossarm
members, bracing, conductors, cutouts, ground wire integrity, lightning arrestors,
insulators, and other associated hardware. New hardware shall not be installed on
any pole that has been previously identified as a reject or one that indicates
advancing deterioration.
2.10 If in the opinion of the lineman there is a need for replacement of poles, cross -
arms, transformers, or other major items, then the lineman shall perform no work
on the pole until it can be discussed with the City representative as to the proper
course of action.
2.11 A work order shall be prepared by the lineman on the job site at the time the work
is performed. The work order shall include the following information as
minimum:
• Date
• Work order number
• Check boxes that indicates whether the service performed was routine
maintenance or emergency
• Associated OCR number and pole number, including GPS coordinates
• Nearest water well number, if it can be determined
• Summary of work performed
• Accurate listing of all materials used
• Number of hours charged per job activity
• Total number of hours per job
• Additional comments
2.12 A final invoice along with copies of work orders and charts shall be submitted by
the contractor to the owner's representative each week. All work performed
during one week shall be electronically submitted to the City's representative by
the first business day of the following week. Each invoice shall include the
following as a minimum:
• Date
• Business license number
• Invoice number
• Listing of the work order numbers relating to the invoice
• Total number of billable hours for all work orders
2.13 Discrepancies and corrective action - Any errors found will be brought to the
attention of the contractor and corrective action must be taken by the lineman to
correct the error(s), to the satisfaction of the owner's representative.
3.0 Staging
3.1 The City of Lubbock owns, operates, and maintains a water pumping station
located at 2586 E. Highway 84, situated between the Cities of Muleshoe and
Sudan, Tx. This is a secure facility and is equipped with security cameras. The
Contractor will be allowed by the City's representative to store vehicles and
equipment at this facility. However, access will be restricted to Monday — Friday,
from 8:00 am — 4:00 pm, unless prior arrangements are made with the City's
representative. No on -site trailers or other structures designed for workmen living
quarters will be allowed at the pump station site.
3.2 The City will supply power poles, transformers, crossarms, and other equipment
associated with powerline construction and maintenance. These materials will be
delivered and stored at the Sudan Pump Station for use by the Contractor for this
project. Contractor will be granted access to this facility for the duration of this
contract.
4.0 Well Field Travel
4.1 Contractor shall be responsible for insuring that all workmen observe a maximum
speed limit of 15 miles per hour while traveling the non -paved roads of the
property owners. This applies to all vehicle types, without exception.
4.2 There are numerous ranch gates that separate pastures and property owners
throughout the wellfield. Contractor shall be responsible to insure that all persons
under their employ leave each gate as they pass through it in the same position as
it was when they approached the gate. For example, if the gate is closed and
locked upon approach, it shall be left closed and locked after passing through it.
Under no circumstances will there be any exception to this rule. This rule
shall be followed no matter how many times a workman expects to pass through it
or the duration of time anticipated before returning to pass through the gate again.
4.3 Contractor shall be provided keys to the City owned locks that are applied to gates
that are secured with padlocks and chains. Every reasonable effort shall be made
to separate the City's lock with a minimum of two chain links between their lock
and the next lock in the link on either side. This effort is designed to avoid locking
out other authorized persons that already have locks applied to the gates. Upon
conclusion of this contract, the Contractor shall surrender all keys to the City's
representative.
4.4 There are numerous cattle guards throughout the wellfield. Extreme care shall be
taken while vehicular traffic is crossing any cattle guard. All vehicles shall slow
to less than 5 miles per hour while crossing these devices. Any damage to cattle
guards, gates, or fences shall be reported immediately to the Contractor. The
Contractor, in turn, shall immediately report this damage to the City's
representative.
4.5 During the course of daily work, all workmen shall be prepared to travel off -road
to access the power pole structures. The Contractor shall be responsible to insure
that all vehicular traffic performed off —road by their workmen be confined to the
easement of the overhead electrical distribution lines, as much as possible.
5.0 Power Pole Structure Installation
5.1 Prior to removal of defective pole structures, the contractor shall coordinate with
City staff to de -energize the power lines. Once the lines are de -energized, the
contractor shall install grounding jumpers on the line conductors to insure safety
of all workers and equipment.
5.2 Pole structures that have been replaced shall be completely removed from the
hole. No pole stubs or debris of any sort shall be left behind. The new
replacement pole structures shall be placed as near to the original location as
possible.
5.3 All new pole structures shall be installed in a manner that is in a straight line with
adjacent pole structures, plumb, installed to a depth that maintains the same height
as adjacent poles as applicable, and properly tamped according to industry
standards. The required method of soil compaction around the pole structure is by
use of a hydraulic tamping machine. Each structure shall be compacted to a
minimum of 12" above groundline.
5.4 Each pole structure shall be grounded from top to pole butt using a continuous
solid grounding conductor not less than #6 AWG soft drawn copper. The
grounding conductor shall be permanently stapled to the pole structure not less
than every 8" of the entire length of the pole. The grounding conductor shall then
be mechanically bonded to a grounding electrode.
5.5 Each pole is marked with a weatherproof number that identifies each pole. If the
contractor replaces any pole or finds a pole with missing numbers, a replacement
identification numbering tag shall be supplied by the contractor and placed seven
feet above groundline on the road side of the pole. Identification shall correspond
to the number from the pole that was removed. Replacement ID numbers shall be
the same as original numbers used, or as closely matched as possible. Deviance
from the original number type and size must be approved by the City
representative prior to installation.
6.0
7.0
Emergency Repair
6.1 During the time this contract remains in effect, the vendor shall provide
emergency repair services upon request by the City's representative.
6.2 if the power pole structures and/or associated equipment experience a failure that
compromises life, property, livestock, or significant water production capability,
the City's representative shall contact the contractor and request emergency repair
work. The contractor shall provide sufficient labor, tools, and equipment to
provide emergency service for the wellfield within 24 hours of notification.
During peak summer water demand, it shall be critical to provide repair services
as expediently as possible.
6.3 Emergency repair work items that may be requested shall include but not be
limited to pole replacement, primary conductors that may have fallen to the
ground, replacement of transformers, cutouts, and line jumpers.
6.4 When possible, all work shall be performed during normal business hours,
Monday through Friday between 8:00 AN and 5:00 P.M. in order to minimize
overtime of City staff. However, situations could arise that may require
immediate assistance during nights, weekends, or holidays. Vendor shall maintain
a commitment to provide line repair services during the entire term of this
contract. Regular and overtime rates shall be clearly stated in the bid and shall
include all labor, truck, and equipment costs. The vendor agrees that these stated
charges shall apply when invoices are prepared.
Power Pole Inspection and Testing
7.1 Inspection
Contractor shall perform a visual inspection of each pole and determine overall
condition of the pole, crossarm member(s), bracing, grounding integrity, phase
conductor integrity, cutouts, primary arrestors, hardware, and all wiring connections.
The visual inspection shall include determination as to the type of wood of which the
pole is constructed, circumference, shell rot, woodpecker holes, evidence of ants,
termites, split tops, and physical damage. Conductor integrity shall be limited to visual
inspections that determine loose or broken conductors.
7.2 CAD/DXF/GIS Mapping Systems
Each structure shall be checked against the existing report for correct numbering and
assigned GPS coordinates. Any discrepancies must be corrected. This information
shall be included on the final report. A copy of the original report will not be sufficient
to satisfy this requirement. This report shall be in Microsoft Access or Excel format.
The report shall be submitted electronically to the Owner's representative upon
completion of the inspection of all electrical distribution and transmission poles owned
by the City of Lubbock in the Bailey County water wellfield.
7.3 Identification
Each electrical distribution and transmission pole owned by the City of Lubbock shall
be assigned a number, if not already done, that corresponds with the correct GPS
coordinates, using the existing numbering system. The poles shall the be tagged with
the corresponding number and fastened to the pole. The number tags shall be
furnished by the contractor. Numbers shall be constructed from aluminum and shall be
fastened to each pole in a manner that is visible from the nearest accessible road. The
numbers shall also be included on the GPS report, as described in Section 4.2. As
previously stated, there are approximately 219 additional existing poles that have not
been previously inspected. The numbering tags installed on these poles shall resume in
sequential numbering order where the last previous pole number ended. Example: if
the last number on the reported pole was #1510, then the contractor will resume with
#1511 and etc. until all poles are correctly numbered.
7.4 Tagging
All poles that are determined to be unserviceable and in need of replacement shall be
clearly and physically identified by means of a red square plastic placard, or similar
means. Each and every pole shall also include the date of inspection and inspector's
company name on a separate aluminum tag and shall be fastened to the pole just
below the pole number tag. The tags shall be 5' — 6' above ground line and visible
from the nearest road.
7.5 Excavation
A hole shall be dug all the way around each pole to a minimum of 18" in depth and
10" wide at the top and 4" at the bottom to facilitate proper inspection of the poles,
decay removal and treatment.
7.6 Sounding
Poles shall be sounded extensively with a 20 lb (minimum weight) hammer from 10"
below ground line to a minimum of eight feet above ground line to locate exterior or
interior pockets of decay. The inspector shall sound thoroughly and vigorously in
areas where decay is suspected.
7.6 Boring
The inspector shall bore each pole (maximum 3/8" diameter bit) at least twice: once
below the groundline area past the center of the pole and another at ground line ninety
(90) degrees from the original bore, or as many times as is necessary to determine if
any decay is present and to what extent decay is present in the interior of the pole. The
borings shall be taken in different quadrants and at varying heights. Each pole shall be
checked with a shell thickness indicator to detect the extent of decay.
If decay pockets are detected, then additional borings shall be taken to the left, right,
and below the first boring to determine the extent of decay. If decay is found and the
inspector cannot to their satisfaction analyze the complete extent of the decay, then the
pole will be rejected and noted that further analysis is needed. All bored holes shall be
plugged with tight fitting treated dowels, or approved means after inspection.
7.8 Chipping
All exterior decay, (shell rot and exposed decay pockets) shall be shaved or chipped
away from the sound wood before any external or internal treatment is applied. Loose
or mechanically damaged wood shall be shaved or chipped off the pole in the ground
line zone up to six inches above groundline. Sound wood shall not be removed except
as necessary to insure the removal of adjoining decayed wood and to facilitate an
accurate inspection.
7.9 Evaluation
Poles shall be measured to determine minimum circumference at or below ground
line. Actual circumference shall be compared to that of industry standards and make a
determination as to suitability for continued service. Each and every pole shall have
comments included in the report regarding service condition and recommendations for
continued service, repair, or replacement. Poles below minimum circumference shall
be rejected and so marked in the field and reported.
Poles with a maximum 2 inch shell rot shall be treated; those with greater than 2 inch
shell rot shall be rejected. A reject pole is any pole which has been determined to have
lost at least 30% of it's original strength either through shell or internal deterioration or
mechanical damage. Danger / priority poles are rejects that have an effective
circumference which equals less than 50% of the original circumference. Such poles
shall be noted as "dangerous" in the report. Poles that present imminent hazard shall
be reported to the Owner immediately and shall be tagged with two red tags (metal or
heavy plastic).
7.10 Treatment
After each distribution pole is excavated, a remedial ground line chemical
preservative Copper Naphthenate Cobra Wrap treatment, as manufactured by
Genics, Cu-Rap 20-2, or approved equal shall be applied to all of the distribution
poles. The coating shall be not less than 1/8 inch and up to 1/4"inch thick. The
pole shall then be wrapped with a polyethylene moisture barrier with a minimum
thickness of six (6) mils to cover the external treatment. The wrapping shall be a
minimum of 22 inches wide so that it extends one inch above the treated area and
shall be of sufficient length to go around the pole with an overlap of
approximately four inches and shall be stapled securely to the pole at the top and
bottom of the paper.
During the course of the inspection, there may be discoveries made of poles that
require an internal fumigant treatment due to infestation of ants, termites, or other
pests. Internal decay which has not yet sufficiently weakened a pole's strength
enough to warrant rejection shall be treated with a copper naphthenate solution,
Woodfume, or approved equal. In the event of a detected void, the solution shall
be injected in the void(s) under pressure after the inspector has determined the
dimensions of the void(s) and after he has drilled enough holes to ensure the
entire void will be flooded with the preservative solution. All holes shall be
plugged with tight fitting, treated wooded dowels.
The Owner's Representative shall be informed of all internal treatments that are
recommended. The Owner's Representative shall approve all internal treatments prior
to application. Contractor shall be prepared to explain the reason that the internal
treatments are necessary.
All fumigants, preservatives, and insecticides will be applied in strict compliance with
Federal labeling specifications.
8.0 Safety
8.1 Contractor shall be responsible for maintaining a safe worksite. All workers on
each crew shall adhere to safety practices using industry standards, as minimum.
Crew foremen may make additions or improvements to minimum safety standards
if, in his opinion, the worksite will be safer by doing so. Safe work practice shall
be enforced by the contractor's company representative. Workers that do not
follow safe work practices shall be excused from the job and asked to vacate the
premises.
8.2 Primary circuits that are de -energized shall be grounded and tagged out of service.
8.3 City personnel that approach the job site shall adhere to the same standards as the
crew performing the work. The crew foreman shall have the authority to request
all persons on the job site to adhere to these standards or vacate the job site.
8.4 Upon request, the contractor shall provide documentation that provides proof that
all workers on the job site are routinely tested for substance abuse. If the crew
foreman has strong suspicion that any worker is under the influence of drugs or
alcohol, it shall be the responsibility of the foreman to excuse the worker from
further duty and disciplined according to the contractor's disciplinary procedures.
9.0
Job Cleanup
9.1 Final inspection shall be made to make sure no debris is left on the job site. In no
case shall any waste materials be left in the excavated hole prior to
backfilling. Evidence of this will result in contract nullification and the
contractor will be asked to leave the job site immediately. It is important that
each job site be left clean. This includes removal of old poles, crossarms,
hardware, wiring, or any item considered to be unusable waste. If waste or
rubbish is discovered by the contractor upon arrival or during the course of
the job, it shall be the contractor's responsibility to remove it even if it was
already on the premises. The property is considered to be a working ranch
where livestock may be present and they must be safeguarded against all
types of debris.
9.2 All waste chemical containers shall be properly disposed of according to
manufacturer recommendations.
9.3 All discarded poles, crossarms, wire, transformers, hardware shall be removed
from each job site and properly discarded by the contractor. These items may not
be left at any job site nor discarded at the pump station.
9.4 Unauthorized removal of new materials by the work crew shall be viewed by the
City as theft. Theft of City property will result in permanent dismissal of the
contractor or their employees from this project and could face criminal
prosecution.
10.0 Workmen Qualifications
10.1 All crew foremen shall be professional journey linemen with a minimum of five
years training and experience.
10.2 Persons well versed and talented in the art of pole maintenance and inspection
shall perform all inspection and repair work. All foremen and workmen shall
maintain a positive and respectful relationship with City's representative(s).
10.3 All services performed shall comply with applicable codes, local and state
policies, guidelines, and specifications. Contractor shall secure any required
licenses or permits, as required by law.
10.4 Contractor's field staff shall maintain control of and be responsible for their own
tools, equipment, and vehicles. The City of Lubbock will provide a secured
location at the pump station that may be utilized by the contractor for outdoor
storage of the Contractor's equipment, if so desired. However, theft or loss of
these items shall not be the responsibility of the City of Lubbock.
10.5 Workmen responsible for application of chemicals shall comply with all
applicable local, state, and federal statutes, applicator licenses, and permit
requirements.
11.0 Contractor Qualifications
11.1 Contractor shall maintain a field office within 30 miles of the City's pump station,
which is located between the Cities of Muleshoe and Sudan. The field office shall
be equipped to respond to emergency calls within 24 hours of notification by the
City. The field office shall be maintained for the duration of this contract and any
contact extensions.
11.2 Contractor shall have performed inspections on a minimum of 10,000 pole
structures.
11.3 Contractor shall provide a copy of their current State of Texas commercial
pesticide applicator license at time of bid closing.
11.4 Contractor shall provide a copy of their current Texas Department of Agriculture
license at time of bid closing.
12.0 Quality Control
12.1 Completed work shall be subject to periodic inspection by the owner's
representative and the lineman's supervisor, as needed. The inspection will
consist of checking the reports against the existing field conditions. Work
reported on work orders must agree with actual work performed on the pole. All
work shall comply with requirements as set forth within these specifications, as
minimum.
12.2 The Contractor's supervisor and the Owner's Representative will perform quality
controls in a timely and needful manner. Quality control practices and procedures
shall meet with the Owner's approval.
12.3 The Contractor's supervisor shall notify the City's representative and report work
completion, any problems encountered, and offer possible solutions to those
problems.
13.0 Payment
13.1 Upon completion of each work week, the contractor shall provide full disclosure
statements of work completed and total billing for the time period.
13.2 Within 30 days of invoice date, the City shall pay the invoice in full, barring any
discrepancies. Any questions or discrepancies must be addressed immediately and
resolved promptly between the contractor and the City's representative.
13.3 Final payment for all work completed under the provisions of this contract will be
paid by the City of Lubbock on or before 30 days after completion of work and
receipt of final billing.
IN
ITB 21-16091-MA
POWER POLE MAINTENANCE
BID FORM
90-1
........o . .or.o o -.--- r-..,... ,.n..., .....n
11 4
$ 300.00 $ 0.00 $ 1,200.00
from 30' - 40', class range from 2-6.
#0-2
Remove & replace wood pole: heights range
1 4
$ 300.00 $ 0.00 $1,200.00
from 46' - 60', class range from 2-4.
#0-3
Labor to straighten in-service poles that lean In
1 2
$ 300.00 $ O.00 $ 600.00
excess of 6°
Replace or new Installation of 8' or 10' crossarms'
or alley arms, as applicable, Including hole
#0-4
drilling or other required framing as necessary.
1 2.5
$ 300.00 $ 0.00 $ 750.00
This includes insulators, pins, brackets, jumper
wiring, braces, bolts, and etc.
Complete pole ground: Install ground rods
Including connections. May require multiple
ground rods at one pole to achieve proper
#0-5
resistance levels, which must be measured and
1! 2.5
$ 300.00 $ O.OD $ 750.00
verified. Pole grounding conductor shall be
stapled every 8" along the entire length of the
structure.
Replace/install transformer primary and
#0-6
secondary jumper conductors between
1 1
$ 300.00 $ 0.00 $ 300.00
transformer bushing and cutout, Including
equipment grounding conductor per unit.
Replace/install transformer units (each)including
connection of primary and secondary jumper
#0-7
conductors between transformer bushing and
1 3
$ 300.00 $ 0.00 $ 900.00
cutout, Including equipment grounding
conductor per unit.
Replace/install primary cutout (each), Including
#0-8
all wiring and fusing and replacement of primary
1 1
$ 300.00 $ 0.00 $ 300.00
lightning arrestor.
#0 9
Install polymeres including all wiring and
1'
$ 300.00 $ 0.00 $ 300.00
per phase
crimping,1
Complete guy wire replacement, Includes setting
#0-10
anchors, glass strains, wiring, and all
1 3.5
$ 300.00 $ 0.00 $1,050.00
connections. No fiberglass protection wraps are,
required.
#0-11
Reattach/re-work guy wire where no anchor
1 1
$ 300.00 $ 0.00 $ 300.00
Installation Is required.
Replacelinstall ridge pin and insulator, Including
#0.12
any required hole drilling or other framing
11 1
$ 300.00
$ 0.00
$ 300.00
necessary for the Installation and all associated
wiring.
Re -sag phase conductors (each) sizes 110 - 477.
#0-13
Includes required splicing and all attachment
1 1'
$ 300.00
$ 0.00
$ 300.00
points per structure.
Conductor splicing (per phase) where conductor
has broken, fallen, or sustained damage
#0-14
resulting from high winds, fire, and etc. Includes
1 3
$ 300.00
$ 0.00
$ 900.00
lifting and/or re -sag phase conductor sizes 110 - L
477. Includes required splicing and all
attachment points per structure.
Labor to pull trucks into and out of each
#0.15
structure location where deep sand prevents
1 1'
$ 300.00
$ 0.00
$ 300.00
conventional driving.
Ground level damage assessment and cost
#0-16
estimate to perform needed repairs due to high
1 0
$ 0.00
$ 0.00
$ 0.00
winds, fire, and etc.
Bucket truck service work to perform aerial
diagnostics of problems related to hardware,
#0-17
transformers, voltage problems, and all other
1 1
$ 300.00
$ 0.00
$ 300.00
structure related abnormalities. Includes minor
repairs such as re -install jumpers or re -fusing of
cutouts.
#0.18
Tighten all hardware, per structure
1 1'
$ 300.00
$ 0.00
$ 300.00
#0-19
Replacelinstall 110 - 410 shoes, per phase, per
1 1
$ 300.00
$ 0.00
$ 300.00
structure
#0-20
DA bolt replacement, per structure
11 1
$ 300.00
$ 0.00
$ 300.00
Install new service triplex or quadriplex
#0-21
conductors between transformer bank and
11 2
$ 300.00
$ 0.00
$ 600.00
service pole, including attachment points and
conductor splicing, per structure
#0-22
Reconnect / connect secondary service entrance
1 2
$ 300.00
$ 0.00
$ 600.00
conductors to the service drop, per structure
#0-23
Emergency or after-hours repair services for all
1 0
$ 0.00
$ O.OD
$ 0.00
items listed above, as requested by City staff
Full chemical treatment application prior to pole
#0-24
installation, using Cu-Rap 20-2 with polythylene
1 1
$ 68.00
$ 0.00
$ MOD
kraft paper
bUo
VLUck
Purchasing and Contract Management
ITB 21-16091-MA Power Pole Maintenance
Project Summary
Notice was published on the Purchasing Web Site under Bid Opportunities
Notice was published in the Lubbock Avalanche Journal September 24, & October 1, 2021
Notice was published on Bonfirehub.com from September 21, 2021 through October 13, 2021
14 Viewed using Bonfirehub.com
12 Downloaded documents
03Contractors were notified separately.
O1 Bid was submitted.
Jesica McEachern
From: Marta Alvarez
Sent: Thursday, November 18, 2021 4:27 PM
To: Jesica McEachern; Aubrey A. Spear, P.E.; Wood Franklin
Subject: RE: Power Pole Maintenance - Contract No 16091
Attachments: Pages from Contract.pdf
Good afternoon, we will replace the 11 page, I can't locate the recommendation for award letter. The agenda comments
are for a lump sum for $315,000.00 1
Thanks
Marta Alvarez, MP'A, CTP'M, CTCM,
Director of Purchasing and Contract Management
806-775-2572
806-319-0507
Fax 806-775-2164
For purchases over your p-card limit, please contact a Buyer for assistance.
From: Jesica McEachern <JMcEachern@mail.ci.lubbock.tx.us>
Sent: Thursday, November 18, 20213:52 PM
To: Marta Alvarez<MAlvarez@mail.ci.lubbock.tx.us>; Aubrey A. Spear, P.E. <ASpear@mail.ci.lubbock.tx.us>; Wood
Franklin <WFranklin@mail.ci.lubbock.tx.us>
Subject: Power Pole Maintenance - Contract No 16091
Good afternoon folks,
This contract is drafted to award bid form items 1-24. However, there are 26 items on the bid form and the last two are
not struck out. Should the contract be amended to award items 1-26?
Jesica McEachern
Assistant City Manager
City of Lubbock
806.775.2015 direct
imceachern0mvlubbock.us
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ity of
TIIAS
11