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HomeMy WebLinkAboutResolution - 2016-R0379 - Award Bid - Complete Power Pole Inspections Inc. - Power Pole Maintenance - 10_27_2016Resolution No. 2016-RO379 Item No. 6.18 October 27, 2016 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT City of Lubbock Bid No. ITB 16-13032-DGB is awarded to Complete Power Pole Inspections, Inc., of Littlefield, Texas, for Power Pole Maintenance, and further THAT the Mayor of the City of Lubbock is authorized and directed to execute, for and on behalf of the City of Lubbock a contract for said activities with the terms of the bid submittal attached hereto and incorporated herein, and related documents. Passed by the City Council on October_2.7_,2016 DANIEL M. POPE, MAYOR ATTEST: J ap � Rebecca Garza, City Secretary APPROVED AS TO CONTENT: n, P.E., Director of Public Works APPROVED AS TO FORM: Amy . Sims, llerty Attorney RES.Bid Award -Power Pole Inspections, Inc 10.7.16 Contract 13032 Resolution No. 2016-RO379 CITY OF LUBBOCK, TX CONTRACT FOR SERVICES Power Pole Maintenance ITB 16-13032-DGB THIS CONTRACT, made and entered into this 27 h day of October, 2016, 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. 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 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. S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance City of Lubbock Bid ITB 16-13032-DGB 6. INSURANCE 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 TIIE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to revic%y 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 [a", court decisions, or the claims history of the industry as we]I 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 followine t}pe(s) and amount(s): TYPE OF INSURANCE GENERAL LIABILITY ® Commercial General Liability ❑ Othcr ❑ C'lainis Made ® Occurrence ❑ Equipment ® ro Include Products of Complete Operation Endorsements (PROFESSIONAL LIAEiIEl I-1"E Y AU FOXIOTIVF LIABILITY ® Aw. Auto ❑ Schedulcd Autos ❑ Non-Ossned Autos EXCESS LIABILITY ❑ I.mbrella Form G.nRAGF LIABILITY ® :Im Auto ❑ All 0%med Autos ❑ Ilired Autos COMBINED SINGLE LIMIT General Aggregate $1.000,000 Products -Comp Op MiG X Personal & Ad%. Iniun Contractual Liabilit% X Fire Damage (Am one Eire) \led Fxp I Any one Pcrsonl Gencral Aggregate Combined Single Limit Per Occurrence $1 M00.000 Each Occurrence AEpreeate Auto Onh - Hach Accident 1.000MM) Each Accident Aggregate ❑ lWiL DER'S RISK ❑ 100%of the'rotal Contract Price ❑ INSTALLATION FLOATER ❑ 1000'0 orthe `total hfatcrial Costs ❑ POLLUTION ❑ CARGO ® WORKE.RS COMPENSATION — S ['A FUTORY AMOUNTS OR OCCUPATIONAL MEDICAL AND DISABILLiY ® E:MPLOYERS' LIABILITY simm OTHER: COPIES OF ENDOWMENTS ARE REQL IREB ® (,'itr oll.uhhoc•k ucunrc! as crdditinnal ntsrrred ar ,dtrfn Gencnrl Liuhilih_ ar a prinrcrrr cnrrlru»r-rnrrrrihutnrthosts. ® 7o include Products of complered operations endorsement. ® Waiver ofsubrogation in f ivor of the C'in' ofLuhhock on all coverages, except The City of Lubbock shall be named as an additional insured on a primary and non -contributor} 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. A11 Copies of the Certificates of Insurance and all applicable endorsements are required. 5 PurChas Aild Dacs.'rH3 16-13032-DOB Posscr Pule Stauucnattce 1/112016 2:35 PM p. 41 City of Lubbock Bid ITB 16-13032-DGB ADDITIONAL POLICY ENDORSEMENTS 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 1625 IP Street, Room 204 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. 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. 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. 9. 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 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance 11/2016 2:35 PM p. 42 City of Lubbock Bid iTB 16-13032-DGB such audit findings, or the City, at its option, reserves the right to deduct such arnounts owing the City from any payments due Contractor. 10. 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 Citv will terminate the contract, without termination charge or other liability, on the last day of the then - current fiscal vear 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 an} 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. 11, The Contractor shal I 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. 12. This Contract consists of the following documents set forth herein; Invitation to Bid No. 16-1 3032- DGB, Specifications. and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above ti�ritten. EXecitted in triplicate. CITY OF LUBBOCK La., Daniel M. Pope_ Nlayor CONTRACTOR Print Name ATTEST: Address WA—) 197E Highway 84 Rebecca Garza. City, Secretary Littlefield, TX 79339 APPROVED A S TO CONTENT: A.ubrey A. Spea .E., Direct of Water Utilities APPROVED AS TO FORM: Amy l_ Sims. Deputy y o ey 1, s: Pureitasellbd 1)ocs/1B 16-13033-1)613 11imer rule Maintenance 12016 2:35 PM p. 43 City of Lubbock, Texas Purchasing and Contract Management ITB 16-13032-DGB Power Pole Maintenance BID FORM REVISED In compliance with the Invitation to Bid 16-13032-DGB, 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 16-13032-DGB is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by tvvewriter. Total Man Cost Per Item # Description of Service Hours Cost Per Man Man Hour Required Hour Holiday and Extended Cost to Perform Overtime Task I 1 i Remove & replace wood pole: heights I range from 30' - 40', class range from 2-5. ; $ i No Additional 4 0 $300.00 Charge $ $1200.00 Remove & replace wood pole: heights range from 45' - 60', class range from 2-4. �— i $ 4.0 No Additional $300.00 j _ Charge !- --� I $ $1200.00 3 Labor to strai ten in-service poles that p $ $— 2.0 $300-00 No Additional i $600.00 lean in excess of 6° i Charge �S Replace or new installation of 8' or 10' $ $ j crossarms or alley arms, as applicable, I I i 4 including hole drilling or other required 1 2 5 $300.00 No Additional Charge $ '150.00 framing as necessary. This includes insulators, pins, brackets, jumper wiring, I j f I braces, bolts, and etc. _ — Complete pole ground: install ground $ $ ( $ rods including connections. May require I + multiple ground rods at one pole to No Additional ' 5 achieve proper resistance levels, which 2.5 $300.00 Charge � � � $750.00 must be measured and verified. Pole grounding conductor shall be stapled f I every 8" along the entire length of the i structure. Replace/install transformer primary and $ ; $ $ 6 secondary jumper conductors between transformer bushing and cutout, including 1 0 $300.00 No Additional I Charge $300.00 y equipment grounding conductor per unit. Replacelinstall transformer units $ I $ $ (each)including connection of primary and secondary jumper conductors 3 $300.00 $900.00 f between transformer bushing and cutout, I '0 No Additional ' including equipment grounding I Charge ` conductor per unit. 5- Purchase/Bid Does ITB 16-13032-DGB Power Pole Maintenance Annual Coniract Total Man Cost Per j Item Hours Cost Per Man Man Hour # Description of Service Required Hour Holiday and Extended to Perform Overtime Cost Task 8 Replace/install primary cutout (each), including all wiring and fusing and 4 1.0 $ $300.00 $ No Additional S $300.00 replacement of primary lightning arrestor. } Charge I 9 Install polymeres including all wiring and 0.5 $ $150.00 $ No Additional { $ $150.00 crimping, per phase Charge Complete guy wire replacement, includes $ $ $ 10 setting anchors, glass strains, wiring, and 3.5 $300.00 No Additional $1050.00 all connections. No fiberglass protection Charge ! wraps are required. it Reattach/re-work guy wire where no 1.0 $300.00 $ No Additional $ $300.00 anchor installation is required. Charge Replace/install ridge pin and insulator, + $ $ $ ` 12 including any required hole drilling or 1 1.0 $300.00 No Additional 1 $300.00 other framing necessary for the i I Charge installation and all associated wiring. j Re -sag phase conductors (each) sizes 1/0 $ S $ 13 - 477. Includes required splicing and all 1 0 $300.00 No Additional $300.00 I attachment points per structure. Charge Conductor splicing (per phase) where $ $ $ conductor has broken, fallen, or sustained damage resulting from high winds, fire, 3.0 $300.00 No Additional $900.00 14 and etc. Includes lifting and/or re -sag Charee phase conductor sizes 1/0 - 477. Includes required splicing and all attachment points per structure. Labor to pull trucks into and out of each 1 0'S $ $ $ 15 structure location where deep sand $150.00 No Additional $150.00 1 prevents conventional driving. Per Unit I charge Ground level damage assessment and ' 1 $ $ $ 16 cost estimate to perform needed repairs Charge No Cg a No Charge I g No Additional No Charge 1 due to high winds, fire, and etc. Charge Bucket truck service work to perform $ $ 5 aerial diagnostics of problems related to hardware, transformers, voltage ( 1.0 $300.00 No Additional $300.00 17 problems, and all other structure related Charge i abnormalities. Includes minor repairs such as re -install jumpers or re -fusing of ' cutouts. I S Tighten all hardware, per structure 1.0 $ $300.00 $ No Additional $ $300.00 Charge 19 Replace/install 1/0 - 4/0 shoes, per phase, 1.0 $ $300.00 $ No Additional $300.00 per structure Charge No Additional Charge 20 DA bolt replacement, per structure I 1.0 $ $300.00 $ s300.00 5- Purchasc/Bid Does ITB 16.13032-DOB Power Pole Maintenance Annual Contract Item 22 23 24 25 Description of Service Total Man Hours Cost Per Man Required gour to Perform Task Install new seiMce triplex or quadriplex conductors between transformer bank and service pole, including attachment points I and conductor sp]icing, per structure I Reconnect / connect secondary service 4 entrance conductors to the service drop, per structure enc or after-hours repair services Etnerg y uested by for all items listed above, as req City staff Full chemical treatment application prior to pole installation, using Cu-Rap 20-2 with polythylene haft paper 26 Application of sodiumethyldithiocarbe`matc (SMDC) fumigant as needed p pole. Full excavation, boring, sounding and treat nt termites and other wood bort of existing in-service poles to ing ring eCtS 2.0 $300.00 2.0 j $300.00 $300.00 i $ $ Cost Per Man Hour Extended Holiday and Cost Overtime $ $ No Additional $600.00 Charge $ No Additional $600.00 Charge S Additional � $300.00 No i Charge No Additional $68.00 Charge No Additional $182.00 Charge No Additional $88.85 I GhargC 1113 • PAYMENT TERMS AND DISCOUNTS •Bidder offers a promptpayment N ent discount of t�/a° o, net ___._calendar days. ' indicated on the Bid Forth. payment tettns will be NET THIRTY DAYS. ThWC] heveT BYeClIt4CGlliSsuccessful ldler• unless otherwise bidder within thirty days after the receipt of a correct invoice Or after the date of 3CCt:plallC@, ` Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying wi-%in the stipulated number of calendar days after the date of receipt by the City of a Correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products'services of like quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower price(s) on all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. 6 S: Putctuase/Bid Does/[TB 16-13032-DGB Power Pole Maintenance Annual Contract YES X NO • If you (the bidder) checked YES, the following will apply, • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. Complete Power Pole Inspections, Inc. THIS BID IS SUBMITTED BY a corporation organized under the laws of the State of Colorado , or a partnership consisting of N/A nr individual trading as N/A Firm: Complete Power Pole Inspections, Inc. of the City of N/A Address: 1976 Highway 84 City: Littlefield State: TX Zip 79339 Bidder acknowledges receipt of the following addenda: Addenda No. _j_ Date-3. LL216 Addenda No. Date Addenda No. Date Addenda No. Date M/WBE Firm: W0 1 1 Black American I I Native American Hispanic American I I Asian Pacific American I I Other (Specify) Any entity or person that manufactures, distributes, converts new motor vehicles (or represents an entity that manufactures, distributes, or converts new motor vehicles) or is in the business of buying, exchanging, or selling new motor vehicles is required under the Tex. Occ. Code. Chapter 2301 to be licensed by Motor Vehicle Division of the Texas Department of Transportation. In order for a bid to be in compliance with the Motor Vehicle Commission Code, the bidder must hold and provide all applicable current valid licenses issued by the State of Texas: 1. Name and Manufacture's License No. 2. Name and Converter's License No. 3. Name and Representative's License No. 4. Name and Franchise Dealer's License No. General Dist' ,ishing No. (Franchised TX dealer) By Date: 9/24/2016 Authoried Representative - must Officer Name and Title: G. Virlet5t Kelly, Owner Please Print Business Telephone Number (806) 385-0000 FAX: (806) 385-0000 E-mail Address: cppi_woodpoie@yahoo.com FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named Firm/Individual: Date of Award by City Council (for bids over S50,000): Date P.OJContract issued: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME AND YOUR COMPANY NAME AND ADDRESS. S: Pun:hasc•'Bid DocsTM 16.13032.DGB Power Pole Muintenancc - Annual Contract City of Lubbock, TX Purchasing and Contract Management ITB 16-13032-DGB 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 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. 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, 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, hardware, and to perform pole inspection services as requested by the department. 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 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 contractor has submitted the request to allow City staff adequate time to provide all requested items. Wood 29 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance — Annual Contract 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. 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 30 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance — Annual Contract • 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 A chart similar to that shown in "Exhibit A" 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. 2.13 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 2.14 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 Power Pole Structure Installation 3.1 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. 3.2 Pole structures that have been identified as rejects or recommended for replacement shall be completely removed from the hole. If the pole cannot be removed when reasonable effort by the contractor has been exercised, the contractor may excavate a minimum of 2' around the pole and cut the pole from its place. The new replacement pole structures shall be placed as near to the original location as possible. 3.3 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 preferred 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 ground line. 3.4 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 31 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance — Annual Contract of the pole. The grounding conductor shall then be mechanically bonded to a grounding electrode. 3.5 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 ground line 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. 4.0 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 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. 4.3 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. 4.4 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. 5.0 Inspection and Testing 5.1 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. 5.2 Mapping 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 32 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance — Annual Contract 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. 5.3 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. 5.4 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. 5.5 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. 5.6 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. 5.7 Boring The inspector shall bore each pole (maximum 3/8" diameter bit) at least twice: once below the ground line 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. 33 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance — Annual Contract 5.8 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 ground line. Sound wood shall not be removed except as necessary to insure the removal of adjoining decayed wood and to facilitate an accurate inspection. 5.9 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 its 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). 5.10 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 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. During Phase 1 of this project the number of poles internally treated may not exceed 155. 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. Additional funding for internal treatments may be made available for Phases 2 and 3 of this project. All fumigants, preservatives, and insecticides will be applied in strict compliance with labeling specifications. 34 S: Purchase/Bid Docs/lTB 16-13032-DGB Power Pole Maintenance — Annual Contract 6.0 Safety 6.1 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. 6.2 Primary circuits that are de -energized shall be grounded and tagged out of service. 6.3 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. 6.4 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. 7.0 Job Cleanup 7.1 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. 7.2 All waste chemical containers shall be properly disposed of according to manufacturer recommendations. 7.3 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. 7.4 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. 8.0 Workmen Qualifications 8.1 All crew foremen shall be a professional journey lineman with a minimum of five years training and experience 35 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance — Annual Contract 8.2 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). 8.3 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. 8.4 Contractor shall maintain control 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. 9.0 Quality Control 9.1 Completed work will be checked periodically by the owner's representative and the lineman's supervisor. 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. 9.1 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. 9.2 The Contractor's supervisor shall notify the City's representative and report work completion, any problems encountered, and offer possible solutions to those problems. 10.0 Payment 10.1 Upon completion of each work week, the contractor shall provide full disclosure statements of work completed and total billing for the time period. 10.2 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. 36 S: Purchase/Bid Docs/ITB 16-13032-DGB Power Pole Maintenance: — Annual Contract City of Lubbock, TX Power Pole Maintenance ITB 16-13032-DGB Bid Tabulation October 27, 2016 BID 16-13032-DGB Power Pole Maintenance Item Qty UOM DescriptionNendor Location Hourly Cost Extended Cost 1 4 HR Remove & replace wood pole: heights range from 30' - 40' Complete Power Pole Inspections, INC Littlefield, TX 300 S 1200 2 4 HR Remove & replace wood pole: heights range from 45' - 60' Complete Power Pole Inspections, INC Littlefield, TX 300 1200 3 2 HR Labor to straighten in-service poles that lean in excess of 6° Complete Power Pole Inspections, INC Littlefield, TX 300 1200 4 2.5 HR Replace or new installation of 8' or 10' crossarms or alley arms Complete Power Pole Inspections, INC Littlefield, TX 300 750 5 2.5 HR Complete pole ground: install ground rods including connections Complete Power Pole Inspections, INC Littlefield, TX 300 750 6 1 HR Replace/install transformer primary and secondary jumper conductors Complete Power Pole Inspections, INC Littlefield, TX 300 300 7 3 HR Replacelinstall transformer units (each) Complete Power Pole Inspections, INC Littlefield, TX 300 900 8 1 HR Replace/install primary cutout Complete Power Pole Inspections, INC Littlefield, TX 300 300 9 0.5 HR Install polymeres including all wiring and crimping, per phase Complete Power Pole Inspections, INC Littlefield, TX 150 150 10 3.5 HR Complete guy wire replacement Complete Power Pole Inspections, INC Littlefield, TX 300 1050 11 1 I-IR Reattach/re-work guy wire where no anchor installation is required. Complete Power Pole Inspections, INC Littlefield, TX 300 300 12 1 HR Replace/install ridge pin and insulator, including any required hole drilling Complete Power Pole Inspections, INC Littlefield, TX 300 300 13 1 HR Re -sag phase conductors (each) sizes 1/0 - 477 Complete Power Pole Inspections, INC Littlefield, TX 300 300 14 3 HR Conductor splicing (per phase) Complete Power Pole Inspections, INC Littlefield, TX 300 900 15 0.5 HR Labor to pull trucks into and out of each structure location Complete Power Pole Inspections, INC Littlefield, TX 150 150 16 NA HR Ground level damage assessment and cost estimate to perform needed repairs Complete Power Pole Inspections, INC Littlefield, TX NA NA SPumhwmg/Btd Do m,=VDa nita City of Lubbock, TX Power Pole Maintenance ITB 16-13032-DGB Bid Tabulation October 27, 2016 Item QTY UOM DescriptionNendor Location Hourly Cost Extended Cost 17 1 HR Bucket truck service work to perform aerial diagnostics Complete Power Pole Inspections, INC Littlefield, TX 300 300 18 1 HR Tighten all hardware per structure Complete Power Pole Inspections, INC Littlefield, TX 300 300 19 1 HR Replace/install 1/0 - 4/0 shoes, per phase, per structure Complete Power Pole Inspections, INC Littlefield, TX 300 300 20 1 HR DA bolt replacement, per structure Complete Power Pole Inspections, INC Littlefield, TX 300 300 21 2 HR Install new service triplex or quadriplex conductors Complete Power Pole Inspections, INC Littlefield, TX 300 600 22 2 HR Reconnect / connect secondary service entrance conductors Complete Power Pole Inspections, INC Littlefield, TX 300 600 23 NA HR Emergency or after-hours repair services for all items listed above Complete Power Pole Inspections, INC Littlefield, TX 300 300 24 NA HR Full chemical treatment application prior to pole installation Complete Power Pole Inspections, INC Littlefield, TX NA 68 25 NA HR Application of sodiumethyldithiocarbamate (SMDC) fumigant Complete Power Pole Inspections, INC Littlefield, TX NA 182 26 NA HR Full excavation, boring, sounding and treatment of existing in-service poles Complete Power Pole Inspections, INC Littlefield, TX NA 89 Bid Withdrawn Primary Utility Services, LLC , Lubbock, TX SPurchasing/Bid Do cnts/Da%imm CERTIFICATE OF INTERESTED PARTIES FORM 1295 l of l Complete Nos. 1- 4 and 6 if there are interested parties, OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2016-116119 Complete Power Pole Inspections, Inc. Littlefield, TX United States date Filed: 09/24/2016 2 Name of governmental entityar state agency that is a party to the contract for which the form is being filed. City of Lubbock Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. ITI3 #16-13032-DGB Power Pole Maintenance 4 Nature of interest Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary Kelly, G Vincent Littlefield, TX United States X 5 Check only if there is NO Interested Party. n u 6 AFFIDAVIT I swear, or affirm, u der pen of perjury, that the above isclosure is true and correct. WPM JESSICA HIJERTA LONGORIA My Commits€on Expires (C— s i February 23, 2019Signature of authorized agent of 771�1 ess entity AFFIX NOTARY STAMP I SEAL ABOVE ++ ry1, Sworn to and subscribed before me, by the said (' Pn Qe_ V i nee _n + f l , this the LtV day of t. , 20 2 , to certify which, witness my hand and seal of office. Lori o{ 4 0 Sig Lure of offic r mi 0tering th Printed name of officer administeriqd oath Title of officer ad inistering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277 CERTIFICATE OF INTERESTED PARTIES FORM 129[J lofl Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2016-116119 Date Filed: 09/24/2016 Date Acknowledged: 10/12/2016 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Complete Power Pole Inspections, Inc. Littlefield, TX United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. ITB #16-13032-DGB Power Pole Maintenance 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary Kelly, G Vincent Littlefield, TX United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP / SEAL ABOVE Sworn to and subscribed before me, by the said this the day of 20 , to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277