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HomeMy WebLinkAboutResolution - 2007-R0107 - Contract - Complete Power Pole Inspections Inc.- Power Line Maintenance - 03_22_2007Resolution No. 2007-R0107 March 22, 2007 Item No. 5.20 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and directs the Mayor of the City of Lubbock to execute a Contract by and between the City of Lubbock and Complete Power Pole Inspections, Inc., of Montrose, Colorado, Texas, for power line maintenance and inspection for the City of Lubbock per RFP 07-010-MA, which Contract and any associated documents, are attached hereto and made a part of this Resolution for all intents and purposes. Passed by the City Council this 22nd day of March , 2007. ATTEST: DAVID A. MILLER, MAYOR Reb ca Garza, City Secretary TO CONTENT: Thomas Adams Deputy City Manager/Water Utilities Director AS TO-r)ORM: andivei, AYorney of DDres/CompletellowerPole07ConRes March 15, 2007 Resolution No. 2007-RO107 CONTRACTFOR Power Line Maintenance and Inspection RFP# 07-010-MA CONTRACT # 7522 STATE OF TEXAS COUNTY OF LUBBOCK § This Agreement entered into this 14th day of March 2007, by and between the CITY of Lubbock ("City"), and Compete Power Pole Inspection, Inc. of Montrose, Colorado ("Contractor") WHEREAS, the City of Lubbock is needing a Contractor to assume maintenance, repair, an inspection activities of the powerlines in order to improve the integrity of the lines, poles, and associated hardware. in Bailey County Water Wellfield WHEREAS, Contractor has the materials, experience and skill required to provide the maintenance, repair and inspection activities of the power distribution system for the Bailey County wellfield; and NOW THEREFORE, it is agreed between the parties that: I. SCOPE OF WORK. A. Contractor agrees to perform services described in "ATTACHMENT A," which is attached hereto and incorporated herein as if fully set forth. B. City Responsibilities. City agrees to pay said amounts stated in "ATTACHMENT B", to Contractor for the project cost of performing services as described in "ATTACHMENT A" not to exceed $220,000. C. City will provide access roads to poles, in the event that the City cannot provide access to the poles, the Contractor agrees to charge the City $200, per hour to make the pole accessible and safe for inspection and maintenance. II. TERM The contract shall be for a term of two years, said date of term beginning upon City Council date of formal approval. This contract can be extended for an additional two year term upon mutual agreement of both parties under the same terms and conditions. RFP# 07-010-MA, Power Line Maintenance and Inspection III. TERMINATION OF CONTRACT This contract shall remain in effect until the expiration date, performance of services ordered, or termination of either party with a thirty (30) day written notice by either party prior to any cancellation. Such written notice must state the reason for cancellation. W. GENERAL CONDITIONS A. Insurance Contractor will provide and maintain in force for the full term of this contract, the insurance described in "ATTACHMENT C", which is attached hereto and incorporated as if fully set forth herein. B. Hold Harmless Contractor hereby assumes full responsibility for the risk of bodily injury, death or property damages resulting from its performance of this Agreement and releases for itself, its employees and agents, the City of Lubbock, its officers, agents, employees or representatives from any and all injury, loss, liability, damage or costs relating to any claim arising from performance of this Agreement. Contractor shall hold harmless, defend and indemnify the City from any and all claims, actions, suits, charges and judgments whatsoever that arise out of Contractor's performance or nonperformance of this Agreement. C. Governing Law This Agreement shall for all purposes be construed and enforced under and in accordance with the laws of the State of Texas D. Amendments City or Contractor may amend this Agreement at any time provided that such amendments make specific reference to this Agreement and are only effective when executed in writing and signed by both parties. E. Entire Agreement RFP# 07-010-MA, Power Line Maintenance and Inspection This Agreement constitutes the entire agreement between the parties with respect to the subject matter. IN WITNESS HEREOF, the parties have executed this Agreement as of this day of # ,2007 CITY OF LUBBOCK Company David A. Miller, Mayor ATTEST R becca Garza, City Secretary APPROVED AS TO CONTENT 1 dams, Deputy Assistant Manager APPROVED AS TO FORM Assistant 6ty Attorney J Complete Power Pole Inspecti, Inc. G. Vincent Kelly, Vice President 17272 Highway 550, South Montrose, Colorado 81401 RFP# 07-010-MA, Power Line Maintenance and Inspection Resolution No. 2007—RO107 "ATTACHMENT A" 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 1,516 distribution poles and approximately 74 transmission 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 assume maintenance, repair, and inspection activities of the powerlines in order to improve the integrity of the lines, poles, and associated hardware. 2.0 Scope of Work 2.1 An overall analysis of the condition of each pole was performed in June 2006. The details showing pole condition and recommendations for repair and/or replacement are contained in a report. This information will be used as a guide to perform repair work of all poles and associated lines, hardware, and equipment. 2.2 The contractor that is awarded the bid will work with the owner's representative to identify and repair or replace poles and associated equipment that have sustained damage which place property, equipment, livestock, and etc. in imminent risk. These items shall be classified as emergency repairs. These items will be addressed in Section 3. 2.3 In addition, the vendor shall provide labor, tools, equipment, and trucks to perform emergency repairs, replace defective transformers, repair or replace damaged poles and associated equipment on an "as needed" basis. This service shall be provided upon request, as outlined in detail in Section 4. 3.0 Critical Repairs 3.1 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. RFP# 07-010-MA, Power Line Maintenance and Inspection 4.0 3.2 Once a priority list has been prepared by the contractor and approved by the City's representative, the contractor shall begin work to repair all items listed. The contractor shall provide all labor, tools, trucks, and equipment necessary for the repair work. The City shall provide all associated poles, crossarms, conductors, transformers, hardware, and etc. to the contractor. All equipment shall be installed as originally designed or better. Deviations from original design must be approved by the City's representative prior to changes being made. It will be necessary for the contractor to load the poles from the pole yard in Lubbock and transport the poles to the repair site in the Bailey County wellfield. Incidental parts and supplies used by the vendor that is not supplied by the City may be charged separately on the invoice. 3.3 Where possible, the City's representative shall insure that all lines are de -energized for the duration of the 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. Emergency Repair 4.1 During the time this contract remains in effect, the vendor shall provide emergency repair services upon request by the City's representative. 4.2 If the power lines and associated equipment experience a failure that compromises life, property, livestock, or water production capability, the City's representative shall contact the vendor and request emergency repair work. The vendor 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. 4.3 The same agreement shall apply with respect to materials and labor as addressed in Section 3.2. 4.4 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. 4.5 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 RFP# 07-010-MA, Power Line Maintenance and Inspection 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. 5.0 Safety 5.1 Vendor 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 vendor'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 vendor 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 vendor's disciplinary procedures. 6.0 Job Cleanup 6.1 Upon completion of all work at each work site, the vendor 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 recommendations. 6.3 All discarded poles and crossarms shall be removed from each job site and discarded at a designated waste disposal site. 7.0 Workmen Qualifications 7.1 All crew foremen shall be a professional journey lineman with a minimum of five years training and experience 7.2 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). RFP# 07-010-MA, Power Line Maintenance and Inspection 7.3 All services performed shall comply with applicable codes, local and state policies, guidelines, and specifications. Vendor shall secure any required licenses or permits, as required by law. 7.4 Vendor shall maintain control and be responsible for their own tools, equipment, and vehicles. Theft or loss shall not be the responsibility of the City of Lubbock. 8.0 Quality Control 8.1 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. 8.2 The Contractor's supervisor shall notify the City's representative and report work completion, any problems encountered, and offer possible solutions to those problems. 9.0 Payment 9.1 Upon completion of each work week (or time frame as mutually agreed upon between the Vendor and the City of Lubbock), the Vendor shall provide full disclosure statements of work completed and total billing for the time period. 9.2 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 Vendor and the City's representative. 9.3 Final payment for all work at the completion of termination of all work performed under the provisions of this contract will be paid by the City of Lubbock on or before 30 days after completion of work and final acceptance by the owner's representative and receipt of final billing. RFP# 07-010-MA, Power Line Maintenance and Inspection Resolution No. 2007—RO107 "ATTACHMENT B" Item Qty Unit of Description Unit Price - Normal Unit Price - a. b. Measure d. Conditions e. Emergency C. Conditions f. 1 18 Each Removal and replacement of $ 650.00 765 distribution power poles - varying in height from 30' - 45' 2 Unknown Each Removal and replacement of $ 960.00 1125 - As transmission power poles - varying Needed in height from 50' - 55' 3 Unknown Each Same as items #1 and #2 above - but add 310.00 add 425.00 - As considered as difficult installations: Needed i.e. dead-end poles or turnaround poles 4 12 Each Removal and replacement of $ 625.00 same defective pole mounted power transformers - 10 kVA-50 kVA 5 65 Each Removal and replacement of 8' or $ 465.00 same 10' distribution crossarms, bracing, insulators, and misc. hardware 6 Unknown Each Removal and replacement of cutouts 2 man hrs 310 same - As and doors Needed 7 Unknown Each Removal and replacement of $ 310.00 same - As primary and / or secondary pole Needed mounted lightning arrestors 8 Unknown Each Repair broken line jumpers $ 310.00 same - As Needed 9 Unknown Each Removal and replacement of broken $ 310.00 same - As line insulators Needed 10 Unknown Each Repair broken conductors between $ 310.00 same - As poles - size #2 ACSR - 277 ACSR Needed RFP# 07-010-MA, Power Line Maintenance and Inspection Resolution No. 2007-RO107 "ATTACHMENT C " Insurance 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 B or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: Worker's Compensation - The Contractor shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, Contractor shall maintain said coverage throughout the term of this Contract and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Contractor maintains said coverage. Any termination of worker's compensation insurance coverage by contractor or any cancellation or non -renewal of worker's compensation insurance coverage for the Contractor shall be a material breach of this Contract. The contractor may maintain Occupational Accident and Disability Insurance in lieu of Workers' Compensation. In either event, the policy must be endorsed to include a wavier of subrogation in favor of the CITY OF LUBBOCK. The Contractor shall also provide to the CITY OF LUBBOCK proof of Employers' Liability in an amount no less than $500,000, Commercial General (public) Liability insurance, per occurrence, in an amount not less than $ 1,000,000, to with a heavy equipment endorsement, and Products — Comp/Op AGG Personal & Adv. Injury Contractual Liability Automotive Liability insurance, per occurrence, in an amount not less than $500,000 combined single limit including coverage for the following: Any Auto The City of Lubbock, its agents, elected and appointed officials, and employees are to be listed as a primary additional insured under the policies. 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. Contractor's insurance policies through policy endorsement must include wording, which states that the policy shall be primary and non- contributing with respect to any insurance carried by the City of Lubbock. The certificate of insurance described below must reflect that the above working is included in evidenced policies. RFP# 07-010-MA, Power Line Maintenance and Inspection If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect; all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. Contractorhall submit a Certificate of insurance naming the City as a primary additional insured on the Auto/General Liability Insurance policy. REP# 07-010-MA, Power Line Maintenance and Inspection THE STATE OF TEXAS 3 S ;�� COUNTY OF LUBBOCK Before me Alan C Weems a Notary Public in and for Lubbock County, Texas on this day personaily appeared Krista Ramirez of the Southwestern Nel Corporation, publishers of the Lubbock Avalanche -Journal - Morning, and Sunday, who being by m, did dispose and say that said newspaper has run continuously for more than fifty-two weeks prior I insertion of this Lenal Notice No. at Lubbock County, Texas and printed copy of the Le ai Notice is a true copy of the original and was printed in Avalanche -Journal on the following dates: t � �� n-i u m-S wc� kiv� Uq Inside Sales Manager LU13BOCK AVALANCHE -JOURNAL Morris Communication Corporation Subscribed and sworn to before me this 5+k FORM 58-10 Q211'A&", - - �+4: t.u� z � �Q�Q�'►'� NOTARY PUBLIC in and for the State of Texas my commission Expires &7/1Q11 SERMISIVEED���