HomeMy WebLinkAboutResolution - 2012-R0142 - Contract - Complete Power Pole Inspection - Power Pole Maintenance - 03_29_2012Resolution No. 2012—RO142
March 29, 2012
Item No. 5.11
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, Contract No. 10518 for power pole
maintenance -annual contract, by and between the City of Lubbock and Complete Power
Pole Inspection 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
TTEST:
Garza, City Sec
ROVED AS T O CONTENT:
Marsha Reed, P.E., Chief Operating Officer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
March 29, 2012
TOM MARTIN, MAYOR
ccdocs/RES.Contract-Complete Power Pole Inspection
rch 7, 2012
ITH 1:-I0518-UC Power Pole Maintenance Annual Contract
Resolution No.2012-R0142
CONTRACT NO. 10518
CITY OF LUBBOCK, TX
CONTRACT FOR SERVICES
Power Pole Maintenance -Annual Contract
Bid No. 12-10518-DG
THIS CONTRACT, made and entered into this 291h day of March, 2012, 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 -Annual
Contract 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:
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) No. 1-27
and more particularly described in the bid submitted by the Contractor or in the specifications
attached hereto.
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.
4. 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.
5. 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
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ITB 12-I0518-I)C Po"er Pole Maintenance Annual Contract
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.
Non Arbitration - 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.
The City Right to Audit: 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 such audit findings, or the City, at its option,
reserves the right to deduct such amounts owing the City from any payments due Contractor.
6. The contractor shall obtain and maintain in full force and effect during the term of the contract,
commercial general liability coverage with insurance carriers admitted to do business in the
State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The
policies will be written on an occurrence basis, subject to the following minimum limits of
liability:
TYPE
AMOUNT
Worker's Compensation / Employers Liability $500,000 Statutory
Comprehensive Automobile
$1,000,000 per occurrence
Combined single limit for Liability insurance, including bodily injury and property Coverage
for loading and unloading of hazards, or its equivalent.
Commercial General (public) Liability insurance including coverage for the following:
Combined single limit for bodily injury and property damage of $1,000,000 per
occurrence or its equivalent.
The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The
certificate will provide 30 days notice of cancellation, and under the cancellation section, the
wording "endeavor to" and "but failure to mail such notice shall impose no obligation or
liability of any kind upon the company, its agents or representatives" will be crossed out. A
copy of the additional insured endorsement attached to the policy will be included with the
certificate.
The contractor shall also maintain workers compensation insurance in the statutory amount.
If at any time during the life of the contract or any extension, the contractor fails to maintain
the required insurance in ball force and effect, all work under the contract shall be discontinued
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IT11 12.10518-DG Pooer Pole Maintcnanee annual Contract
immediately. Any failure to maintain the required insurance may he sufficient cause for the
City to terminate the contract.
7. 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.
8. This Contract consists of the following documents set forth herein; Invitation to Bid #1 Z-
10518-DG, General Conditions, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day
and year first above written. Executed in triplicate.
CITY OF LUBBOCK CONTRACTOR
Or" BY
Tom Martin, Mayor Authoriz Representative C'
Print Nadic
ATTEST:
Address
/ 74
Rebe ea Garza, City Secretary
APPROVED AS TO CONTENT:
N121A ao � L,
Marsha Reed, P.E., Chief Operating Officer
APPROVED AS TO RM:
f'
Chad Weaver, Assistant City Attorney
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Resolution No. 2012—R0142
ITB 12-10518-DG Power Pole Maintenance Annual Contract
R. GENERAL CONDITIONS
**** PLEASE READ CAREFULLY ****
These General Conditions apply to all bids and become a part of the terms and conditions of any bid submitted. The City
shall tnean the City of Lubbock.
1Quantities: The quantities appearing in this Invitation to Bid are approximate only and the City reserves the right to
increase, decrease or delete any or all items. If the quantities of materials to be furnished are increased, such increase
shall be paid for according to the unit prices established for the item. In making its bid hereunder, the Seller expressly
recognizes the rights of the City provided herein, and further recognizes that the Seller shall have no claims against the
City for anticipated profits for the quantities called for, diminished or deleted.
Product Guarantee: Seller guarantees equipment or product offered will meet or exceed specifications identified in this
bid invitation. The Seller shall, upon request, replace any equipment or product proved to be defective and make any
and all adjustments necessary without any expense to the City. if at any time, the equipment or product cannot
satisfactorily meet the requirements of the specifications, the Seller shall upon written request from the City, promptly
remove such equipment or product without any further expense to the City. At the City's request, Seller will provide
evidence sufficient to demonstrate such equipment or product meets the foregoing.
Invoices: Seller shall submit separate invoices, in duplicate, on each purchase order or purchase release after each
delivery. invoices shall indicate the purchase order or purchase release number and the supply agreement number if
applicable. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of
lading, and the freight waybill when applicable, shall be attached to the invoice. Mail to Accounts Payable, City of
Lubbock, P.O. Box 2000, Lubbock, Texas 79457. Payment shall not be due unless and until the Seller shall not be in
default tinder the tern -is of the contract, and until the above instruments are submitted after delivery. CITY MAY
MAKE PAYMENTS FOR PURCHASES UNDER THIS CONTRACT USING THE CITY'S MASTERCARD
PURCHASING CARD (PCARD). THE SELLER AGREES TO ACCEPT PCARD PAYMENTS WITHOUT ANY
ADDITIONS OR SURCHARGES.
Delivery Delay. When delivery delay can be foreseen, the Seller shall give prior notice to the Director of Purchasing
and Contract Management, who shall have the right to extend the delivery date if reasons for delay appear acceptable.
The Seller must keep the Director of Purchasing and Contract Management informed at all times of the status of the
order. Default in any manner under the contract, including, but not limited to default on promised delivery, without
acceptable reasons, or failure to meet specifications hereunder authorizes the Director of Purchasing and Contract
Management to purchase goods elsewhere and charge any increase in cost and handling to the defaulting Seller, and/or
exercise any and all rights available to it by law, equity and/or under the terms of the contract. Every effort will be
made by the Purchasing Office to locate the goods at the same or better price as than originally contracted.
No Warranty By The City Against Infringements: As part of the contract for sale, Seller agrees to ascertain whether
goods manufactured in accordance with the specifications attached to the contract will give rise to the rightful claim of
any third person by way of infringement of the like. The City makes no warranty that the production of goods
according to the specification will not give rise to such a claim, and in no event shall The City be liable to Seller for
indemnification in the event that Seller is sued on the grounds of infringement or the like. If Seller is of the opinion
that an infringement or the like will result, he will notify the City to this effect in writing within two weeks after the
signing of the contract. If the City does not receive notice and is subsequently held liable for the infringement or the
like, Seller will save The City harmless. If Seller in good faith ascertains the production of the goods in accordance
with the specifications will result in infringement or the like, the contract shall be null and void.
Gratuities: The City may, by written notice to the Seller, cancel the contract or purchase order without liability to Seller
if it is determined by the City that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by
the Seller, or any agent or representative of the Seller, to any officer or employee of the City of Lubbock with a view
toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of
any determinations with respect to the performing of such a contract. In the event the Contract is canceled by the City
pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold
the amount of the cost incurred by Seller in providing such gratuities.
7 Warrant,: a. The price to be paid by the City shall be that contained in Seller's bid which Seller warrants to be no
higher than Seller's current prices on orders by other parties for products of the kind and specification covered by the
contract for similar quantities under similar or like conditions and methods of purchase. In the event Seller breaches
this warranty, the prices of the items shall be reduced to the Seller's current prices on orders by other, or in the
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ITB 12-10518-DC Power Pole Maintenance Annual Contract
alternative. The City may cancel the contract without liability to Seller for breach or Seller's actual expenses. b. The
Seller warrants that no person or selling agency has been employed or retained to solicit or secure the contract upon an
agreement or understanding for commission, percentage brokerage, or contingent fee excepting bona fide employees of
bona fide established commercial or selling agencies maintained by the Seller for the purpose of securing business. For
breach or violation of this warranty the City shall have the right in addition to any other right or rights to cancel the
contract without liability and to deduct from the Contract price, or otherwise recover the full amount of such claimed
commission, percentage, brokerage, or contingent fee.
8 Cancellation: The City shall have the right to cancel for default all or any part of the undelivered portion of this order
if Seller breaches any of the terms hereof including warranties of Seller or if the Seller becomes insolvent and/or files
bankruptcy or has bankruptcy filed against it. Such right to cancellation is in addition to and not in lieu of any other
remedies which the City may have in law, equity or hereunder.
9 Material Safety Data Sheets: Seller shall provide the City of Lubbock with current Material Safety Data Sheets (MSDS) for
each chemical defined as hazardous under the Texas Hazard Communication Act (every chemical bearing any manner of
warning label on the container) to comply with provisions of the Texas Hazard Communication Act, Title 6, Subchapter D,
Chapter 502. Texas Health and Safety Code Ann. (This Act is corollary to OSHA Standard 29 CRF 1910.1200, which is
generally known as the Right to Know Law.)
10 Termination: The contract or purchase order may be terminated in whole, or in part by the City. Termination hereunder
shall be effected by the delivery to the Seller of a "Notice of Termination" specifying the extent to which the contract
or purchase order is terminated and the date upon which such termination becomes effective. In the event of said
tenmination, in whole or in part, provided that Seller shall not be in default under the Contract, the Seller shall be
entitled to payment only for goods actually delivered, and/or services actually performed under and in compliance with
the terms of the contract or purchase order.
l 1 Force Majeure: Neither party shall be held responsible for losses or damages hereunder, if the fulfillment of any terms
of provisions of the contract is delayed or prevented by strike, walkouts, acts of God, or public enemy, fire, or flood.
12 Ass ianmcnt-Delegation: No right or interest in the contract shall be assigned or delegation of any obligation made by
Seller without the written permission of the City. Any attempted assignment or delegation by Seller shall be wholly
void and totally ineffective for all purposes unless made in conformity with this paragraph.
13 Waiver: No claim or right arising out of a breach of the contract can be discharged in whole or in part by a waiver or
renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing
signed by the aggrieved party.
14 Interpretation -Parole Evidence: This writing, plus any specifications for bids and performance provided by the City in
its advertisement for bids and any other document provided by Seller as part of his bid, is intended by the parties as a
final expression of their agreement and is intended also as a complete and exclusive statement of the terms of their
agreement. Whenever a term defined by the Uniform Commercial Code is used in the contract, the definition
contained in the Code is to control.
15 Applicable Law: The Contract shall be governed by the Uniform Commercial Code. Wherever the term "Uniform
Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of
Texas as effective and in force on the date of the contract.
16 Right To Assurance: Whenever one party to the contract in good faith has reason to question the other parry's intent to
perform he may demand that the other party give written assurance of this intent to perform. In the event that a
demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an
anticipatory repudiation of the Contract.
17 Indemnification: Seller shall indemnify, defend, keep and save harmless the City, its agents, officials and employees,
against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, costs and expenses, which
may in anywise arise or accrue against the City in consequence of the granting of the contract or which may anywise
result therefrom, whether or not it shall be alleged or determined that the act was caused through negligence or
omission of the Seller or its employees, or of the subcontractor or assignee or its employees, if any, and the Seller shall,
at his own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom
or incurred in connection therewith, and, if any judgment shall be rendered against the City in any such action, the
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ITn 12.1051 B-DG Poker Pole Alaintenance Annual Cnnirael
Seller shall, at its own expenses, satisfy discharge the same. Seller expressly understands and agrees that any bond
required by the contract, or otherwise provided by Seller, shall in no way limit the responsibility to indemnify, keep
and save harmless and defend the City as herein provided.
18 Nonappropriation: 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 nonappropriation 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 thirty
(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.
14 Time: It is hereby expressly agreed and understood that time is of the essence for the performance of the contract, and
failure by Seller to meet the time specifications of the contract will cause Seller to be in default of the contract.
20 Silence of Specification: The apparent silence of specifications as to any detail, or the apparent omission from it of a
detailed description concerning any point, shall be regarded as meaning that only the best commercial products and
practices are to prevail and that only material and workmanship of the finest quality are to be used. All interpretations
of the specifications in this bid shall be made on the basis of this statement_ The items furnished under this contract
shall be new, unused, of the latest product in production to commercial trade, and shall be of the highest quality as to
materials used and workmanship. Manufacturer furnishing these shall be experienced in design and construction of
such items and shall be an established supplier of the iteln bid.
21 Environmental Stewardship
The City of Lubbock is fully committed to environmental excellence. It is the policy of the City to demonstrate sound
environmental performance by controlling and mitigating the environmental impact of City activities, operations, and
services, This commitment extends to the procurement and contracting process. Contractors and suppliers selected to
provide services and materials to the City are required to uphold an equally high standard. To that end all contractors
and suppliers hired by the City agree to maintain full compliance with any and all applicable environmental
regulations. In addition, contractors and suppliers agree to implement whatever processes and procedures necessary to
reduce and eliminate pollution and wastes and conserve natural resources while under contract with the City. To the
greatest extent possible, while still delivering the highest quality service or material, City contractors and suppliers, as
well as any sub -contractors under their supervision, will:
• minimize waste and pollution generation;
• conserve natural resources and energy;
• minimize the use of hazardous materials by choosing the least toxic - yet effective - materials and
products;
• use the highest available post -consumer content materials and products;
• recycle and/or reuse as much as is possible, waste materials; and
• incorporate into project design energy efficient fixtures, appliances and mechanical equipment.
22 The City Right to Audit
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 such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City
from any payments due Contractor.
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rro 11-10518-DG Power Pole Maintenance Annual Contract
23, NON -ARBITRATION: The City reserves the right to exercise any right or remedy 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.
The Citr of Lubbock is aware e pf the time and ef(rort tuft espend in preparing and submitting bids to the C'ih,. Please let us know of anti bid requireurent
catcsing You dfificulty in responding to our I nviialion to Rid. We want to facilitate Your participation so that all responsible vendors can compete for the
C'itl''s business. Awards should be mute approxinrutell- tiro to si.r weeks after the opening date. If you have anv questions, please contact the Cirti- e Jf
Lubbock Director of Purchasing and Contract Management at (806) 775-2572.
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lT$ 11-10518-DG Power Pole Maintenance annual Contract
POWER POLE MAINTENANCE -ANNUAL CONTRACT
SPECIFICATIONS
1.0 General
1.1 The City of Lubbock owns and operates approximately 183 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 poles 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
hardware in order to improve the integrity of the electrical infrastructure. This contract
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 may renew the contract four (4) additional one
(1) year terms, if all parties are in mutual agreement to do so.
t.5 In the event that similar services are required at City owned or City controlled facilities
or property, the contractor shall provide the services as described and will charge the
same rates as submitted for the primary purpose of this contract, as described herein.
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 poles, crossarms,
conductors, hardware, and to perform pole inspection services.
2.2 The contractor shall coordinate with the City's representative to determine a priority
listing of all poles 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 poles 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 provide 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 list has been prepared to allow City staff adequate time to provide all
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ITO 12-10519-DG Power Pole Maintenance Annual Contract
requested items. 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.
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 pole 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 previous
arrangements are made with the City's representative. Failure to perform these
procedures may result in lineman and crew dismissal from the job site.
29 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.
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.
At no time will the lineman be authorized to perform work at their own discretion. All
work shall be approved by the owner's representative.
2.11 Each pole is marked with a weatherproof number that identifies each pole. If the
contractor replaces any pole, a replacement identification numbering tag shall be
supplied by the contractor and placed seven feet above groundline on the road side of
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ITB 12-10518-DG Power Pole Maintenance Annual Contract
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. Any existing poles that are
replaced must be re -numbered prior to leaving the job site.
2.12 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 including removal of old poles, crossarms, hardware, wiring, or any item
considered to be unusable waste.
2.13 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
• 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
A chart similar to the bid form shall be completed by the lineman showing all work that
was performed, number of man hours for each activity, and a total sum of man hours for
each pole worked. This chart shall also accompany the work orders submitted with the
final invoice.
2.11 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 by City staff 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. Errors found by the
contractor must be brought to the attention of the owner's representative.
3.0 Emergency Repair
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1'r6 12-10518-DG Power Pole Maintenance Annual Contract
3.1 During the time this contract remains in effect, the vendor shall provide emergency
repair services upon request by the City's representative.
3.2 If the power poles 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.
3.3 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.
3.4 When possible, all work shall be performed during normal business hours, Monday
through Friday between 8:00 A.M and 5:00 P.M. in order to minimize overtime.
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.
4.0 Inspection and Testing
4.1 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.
4.2 Mapping
Each pole 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 Excel format. The report shall be
submitted electronically to the Owner's representative upon completion of the
inspection of all approved electrical distribution and transmission poles owned by the
City of Lubbock in the Bailey County water wellfield.
4.3 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
Page 29 of 36
ITB 12-10518-DG Power Pole Maintenance Annual Contract
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. There are
approximately 219 additional poles that have been installed since the last inspection was
performed. These poles have not been 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.
4.4 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.
4.5 Excavation
Sections 4.5 — Section 4.10 address annual pole inspections and chemical treatments.
The City intends to inspect and chemically treat approximately 10% of the total number
of poles each year.
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.
4.6 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.
4.7 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
flitting treated dowels, or approved means after inspection.
4.8 Chipping
Page 30 of 36
ITB 12-10518-DG Power Pole Maintenance Annual Contract
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.
4.9 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).
4.10 Treatment
After each distribution pole is excavated, a remedial groundline chemical preservative
Copper Naphthenate Cobra Wrap treatment, as manufactured by Genies, Cu-Rap 20 as
manufactured by ISK, 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, as manufactured
by ISK, 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 of the internal treatments
prior to application. Contractor shall be prepared to explain the reason that the internal
treatments are necessary.
Page 31 of 36
IT$ 12-10518-DG Power Pole Maintenance Annual Contract
All fumigants, preservatives, and insecticides will be applied in strict compliance with
labeling specifications. Only licensed applicators shall apply chemicals described
above. Applicator license number shall be submitted with bid documents at bid closing.
Additionally, all poles that are replaced as a result of reject identification, pole failure,
or those damaged by winds and fires will receive chemical treatments as described
above prior to placement in the ground.
5.0 Safety
5.1 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.
5.2 Primary circuits that are de -energized shall be grounded and tagged out of service.
5.3 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.
5.4 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 dealt with
according to the contractor's disciplinary procedures.
5.5 If the contractor desires to store equipment fuel at the City of Lubbock pumping station
located in Bailey County, it shalt be permissible to do so. However, the contractor must
adhere to all EPA guidelines regarding secondary containment and fuel dispensing
procedures for their storage tanks and equipment, whether they are owned or leased.
6.0 Job Cleanup
6.1 Upon completion of all work at each work site, the contractor shall remove all debris
and rubbish. No trash or discarded materials of any type shall be buried anywhere on
the property in the wellfield.
6.2 All empty containers shall be properly disposed of according to manufacturer
reconurlendations.
6.3 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 Ieft at
any job site nor discarded at the pump station. Costs associated with removal of all
discarded materials shall be included in the proposer's bid.
6.4 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.
Page 32 of 36
Resolution No. 2012--RO142
ITB 12-10518-OG Power Pole Msinftmnce Amouwl Coorem
City of Lubbock, Texas
Purchasing and Contract Management
1TB 12-10518-DG Power Pole Maintenance -Annual Contract
BID FORM
In compliance with the Invitation to Bid 12-10518-DG, the undersigned Bidder having examined the Invitation to Bid and
Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the
material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at
the locations and for the prices set forth on this form. A bid will be subject to being considered irregular and may be
rejected if it shows omissions, alterations of Form, conditional alternate bids, additions or alternates in lieu of the items
specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or
irregularities of any kind. The Invitation to Bid 12-10518-DG is by reference incorporated in this contract. The Bid Form
must be completed in blue or black Ink or by typewriter.
Item
Description of Service
Total Man
Cost Per
Extended Cost
Hour(s) to
Man Hour
perform
task
I
Remove & replace pole: heights range from 30' - 40',
$
$
class range from 2-5.Old pole must be completely
3 a r
removed or cut off minimum 2' below ground line must
+
include removal and disposal of old pole, per
ification.
2
Remove & replace pole: heights range from 45' - 60,
$
$
class range from 2-5. Old pole must be completely
removed or cut off minimum 2' below ground line. Must,
include removal and disposal of old pole, per
specification.
3
Replace crossarms: 8' or 10' will be the same, include
$
$
pins, insulators, brackets, wiring (each), and required
,�Gb • °
�jQQ , 1
hole drilling. Complete job, per specification-
4
Complete pole ground: install ground rods including
$
$
connections (may require multiple rods at one pole) and
.e
�
f7 d0
�•
staple ground from top to bottom. Verify proper
r
measured ground resistance per specification.
5
Replace All Transformer I=&: Primary And Secondary
$
30•
$ o
J rs 3 Pot Bank specification,
6
Transformer Replacement: Including Primary And
$
$
Secondary Wiring Of All Three Transformers And
� • ___-
oZ . a _ f
Cluster Mount Bracket Replaccnient,ifiFation.
7
Cutout installation (each) including wiring, crimping,
I
S
$
�-
and fusing Must also include primary arrestor
f , }
C'0
30o ,
replacement, per gnification,r specification.
'?'z
8
Install Polymeres Inc€uding Wiring And Crimping (Each
$ oo
-gee,
$ v
_�-
Phase) , per specification.
9
Complete Guy Wire Replacement And Attachment To
$
$
� Q
Pole
•� �
J S
.00
1§00-
10
Replace ridge pin and insulator, including any required
$
$
hole drilling and wiring. Any required flaming to
complete the job, per specification
Page 4 of 35
ITB 12-I0S18-DC Power Pok Maintenance Annual Contract
Item
Description of Service
Total Man
Cost Per
Extended Cost
Hour(s) to
Man Hour
perform
task
I 1
Re -sag phases (each) sizes 110 - 477. Inc lude any
S
S
required splicing,complete job, per specification
12
Re -spliced broken conductor. size range 1/0 - 477 acsr
S
S
(each) include any required rc-sagging. Complete job, ,
t S
3� • o o
�S� O
per specification.
13
Pull Trucks/ Poles To Location
D,
$ p`o
3�
Sl SZ7. a cn
` `
14
Damage assessment and cost estimate to perform needed
/IFS'
S
S
repairs after high winds, fire damage, and etc., , per��
Kaq
I a s
specification.
15
110 & 4/0 Shoes
j , 0
S a
960,
S o
13co
16
Pole failures resulting from high winds, fire, and etc that
S
$
require conductors to be pulled back to poles and lifted3,0
back to position, per specification.
17
Service work trouble shooting to determine problems
S o o
S
with hardware, electrical issues, and etc
18
Demo Overbuild If Necessary (A Small Area Of The
f
S
S
Wellfield Is Equipped With An Abandoned And De -
�� e-
o s- =
S
Energized Overbuild That May Need To Be Removed
j
f a
Due To Pole Damage That Occurs To This Section Of
SFeac eye
The Well field During The Term Of This Contract), per
spocification.
19
Tighten All Hardware, per specification.
�j , C�
S 3C0 o!�!-
S
20
Remove And Install Replacement Alley Arm Including
_
S m o
300
S o n
�S�• r
Pins, Insulawn, And Wiring, per specification.
, S
21
DA Solt Replacement Per Structure, per specification.
S oo
$ 00
22
Install New Service Triplex Conductors Between
S
S
Transformer bank and service pole Including
/ ®m
Reconnections And Include Removal Of Old Existing
3M • -r-
►G'` �''
Service Upon RoquesL
23
Connect Secondary Service Entrance Conductors To
r
S
S 8 O
Service Dro
p, per specification.
24
Full chemical treatment application prior to pole
S
S
installation. Cu-wrap 20 with polythylene kraft paper
t 0
shall be used.
25
Full excavation, boring, sounding, and treatment of
existing pole as outlined in the specifications to prevent
S
S
SZ OO
termites and other wood boring insects, per specification,
l r h.
f Q
26
Application of fumigant as needed.
S
$
Sodiumethyldithiocarbamate (smdc) shall be used, per
s ification.
n 1 14C[]
TOTALS
27
Emergency Repair Services ( As Requested by COL
Cost Per Man Hour
S o 0
Representative
Op a 00
Y60 l
Page 5 of 35
Resolution No. 2012-RO142
City of Lubbock, TX
Power Pole Maintenance
ITB 12-10518-DG
Bid Tabulation
March 29, 2012
BID 12-10518-DG
Power Pole Maintenance -Annual Pricing
Total
Man
Extended
Item U/M Hours
Description/Vendor
Location
Hourly Cost Cost
1 Hr 4
Remove and replace 30'- 40' Pales
Complete Power Poles Inspection
Littlefield, TX
S 300 1,200
2 Hr 4
Remove & replace pole: heights range
from 45' - 60'
Complete Power Poles Inspection
Littlefield, TX
300 1,200
3 Hr 2
Replace crossarms: 8' or 10' will be
the same, include pins, insulators,
brackets, wiring (each),
Complete Power Poles Inspection
Littlefield, TX
300 600
4 Hr 2.5
Complete pole ground: install ground
rods including connections
Complete Power Poles Inspection
Littlefield, TX
300 750
5 Hr 2
Replace All Transformer Leads:
Primary And Secondary Jumpers (3
Pot Bank)
Complete Power Poles Inspection
Littlefield, TX
300 600
6 I Ir 7.5
Transformer Replacement: Including
Primary And Secondary Wiring Of
All Three Transformers
Complete Power Poles Inspection
Littlefield, TX
300 2,250
7 Hr 1
Cutout installation (each) including
wiring, crimping, and fusing
Complete Power Poles Inspection
Littlefield, TX
300 300
8 Hr 0.5
Install Polymeres Including Wiring
And Crimping (Each Phase)
Complete Power Poles Inspection
Littlefield, TX
300 150
9 Hr 3.5
Complete Guy Wire Replacement
And Attachment To Pole
WV29r2012 QPLuch: in&Mi Documents NJ 1
City of Lubbock, TX
Power Pole Maintenance
ITB 12-10518-DG
Bid Tabulation
March 29, 2012
Complete Power Poles Inspection Littlefield, TX
300 1,050
10 Hr
I Replace ridge pin and insulator,
including any required hole drilling
and wiring
Complete Power Poles Inspection Littlefield, TX
300 300
11 Hr
1 Re -sag phases (each) sizes 1/0 - 477.
Include any required splicing
Complete Power Poles Inspection Littlefield, TX
300 300
i 2 l lr
1.5 Re -spliced broken conductor: size
range 1/0 - 477 acsr (each) include
any required re -sagging
Complete Power Poles Inspection Littlefield, TX
300 450
13 Hr
0.5 Pull Trucks/ Poles To Location
Complete Power Poles Inspection Littlefield, TX
300 150
14 Hr
1 Damage assessment and cost estimate
to perform needed repairs after high
winds, fire damage, etc
Complete Power Poles Inspection Littlefield, TX
125 125
15 Hr
1 1/0 & 4/0 Shoes
Complete Power Poles Inspection Littlefield, TX
300 300
16 Hr
3 Pole failures resulting from high
winds, fire, and etc that require
conductors to be pulled back to poles
Complete Power Poles Inspection Littlefield, TX
300 900
17 Hr 1 Service work trouble shooting to
determine problems with hardware,
electrical issues
Complete Power Poles Inspection Littlefield, TX 125 125
IS Hr 1 Demo Overbuild If Necessary
Complete Power Poles Inspection Littlefield, TX 125 125
19 Hr 0.5 Tighten All Hardware, per specification
Complete Power Poles Inspection Littlefield, TX 300 150
03r?9•201 _' Q Purehasing'Bid documents 2011
City of Lubbock, TX
Power Pole Maintenance
ITB 12-10518-DG
Bid Tabulation
March 29, 2012
20 Hr 2.5 Remove And Install Replacement
Alley Arm Including Pins, Insulators,
And Wiring
Complete Power Poles Inspection
Littlefield, TX
300
750
21 Hr
0.5 DA Bolt Replacement Per Structure
Complete Power Poles Inspection
Littlefield, TX
300
150
Install New Service Triplex
Conductors Between Transformer
22 Hr
2 bank
Complete Power Poles Inspection
Littlefield, TX
300
600
Connect Secondary Service Entrance
23 Hr
1.5 Conductors To Service Drop
Complete Power Poles Inspection
Littlefield, TX
300
450
Full chemical treatment application
24 Hr
1 prior to pole installation
Complete Power Poles Inspection
Littlefield, TX
68
68
Full excavation, boring, sounding, and
25 Hr
1 treatment of existing pole
Complete Power Poles Inspection
Littlefield, TX
82
82
Application of fumigant as needed.
26 Hr
1 Sodiumethyldithiocarbamate
Complete Power Poles Inspection
Littlefield, TX
165
165
27 l Ir
1 Emergency Repair Services
Complete Power Poles Inspection
Littlefield, TX
300 $
300
WV29.2012 Q 1'urthdsing4Bid DocumenLs 2011