INVITATION TO BID

Wood Utility Pole Inspection

ISSUE DATE: July 11, 2023

BID OPENING: August 1, 2023

BID AWARD

IMPORTANT NOTE: Indicate the company name and Bid Title on the front of the sealed bid envelope.

The City of Garden City, Kansas, is seeking competitive sealed bids for the inspection of wood utility poles. Responding to the Bid should involve interested companies reviewing and analyzing the information provided herein and responding in writing to items where a response is requested. The City Electric Division will receive sealed bids until 10:00 a.m. CT on August 1, 2023, at which time they will be publicly opened and read aloud. The bid opening will begin promptly at the appointed time at the Utilities Service Center located at 140 Harvest St., Garden City, KS 67846. No bids may be submitted after the bid opening begins. The bidder is solely responsible for the timely submission of this bid.

Address bids to the City of Garden City, Electric Division

ATTN: Wood Utility Pole Inspection

140 Harvest St.-P.O. Box 998

Garden City, KS 67846, on or before August 1, 2023, at 10:00 a.m. CT

No bid may be withdrawn sixty (60) calendar days after the bid opening.

The City of Garden City reserves the right to evaluate bids to determine the lowest responsible

bidder according to City policies, to reject any and all proposals, to waive formalities within the

scope of authority, and further, the City reserves the right to make an award of the bid that is in the

best interest of the City.

Direct all questions on the bidding procedure to Kent Pottorf, Electric Operations Manager

Kent.Pottorf@gardencityks.us

140 Harvest St.

P.O. Box 998

Garden City, KS 67846 (620) 276-1290

POLE INSPECTION SPECIFICATIONS

1. Resistograph drilling procedure done with two ground‐level drills using a 1/8” bit at a 45‐degree

angle. The second drill point will be 90 degrees from the first drill point.

2. The inspection shall consist of the following information.

a. Pole numbering per city specifications at 10 feet above ground level with two owner provided screws. Any poles found already numbered according to these specifications will not be re‐numbered but will continue with the consecutive numbering scheme.

b. Pole manufacture year and type

c. Pole height

d. Pole class

3. Insect damage/infestation.

4. Rotting or decay of structure and any splits or cracks.

5. Note any other utility attachments.

6. Note all Right‐of‐Way items, such as trees or brush in the pole vicinity.

7. Sound the pole at least 10 times, at ground level, in at least 4 different locations around the pole, as high as the inspector can reach standing on ground level with a 22oz hammer for any above‐ground rot.

8. Note any other items that the inspector believes would cause the physical performance of the structure to be rejected, and its conditions noted.

9. Note fire, collision, or vandalism damage.

10. GPS location of each pole and one photo with the pole number included the full length of any pole inspected 10 years or older. All poles newer than 10 years only need a visual inspection with GPS location and photo with the pole number included.

11. A weekly update report on all poles inspected is given at the end of the work week.

12. Any poles that are an immediate danger to the public will be reported ASAP to the designated point of contact.

13. Compatible software to use with ESRI ARC GIS.

14. Rejected poles must be marked with a red tag installed 5’ above the ground.

15. A full report will be produced in paper and one electronic file upon completion.

16. This bid is for district four, with approximately 2,056 wood utility poles. The city plans to continue the inspections and complete all remaining districts inside city limits within the next 2

years. (We have 1,425 poles left in districts 3‐6 combined)

INSTRUCTIONS AND CONDITIONS

These conditions are integral to this bid, and the bidder must comply with them.

1. Bidder must bid on the Bid Sheet & Certification (page) and submit references on the Bidder References Form (page), as requested.

2. Bidder should make a copy of the bid for his/her file.

3. All costs for the service must be included in the total bid price as stated on the Bid Sheet & Certification (page).

4. The City reserves the right to accept or reject any or all bids, reserves all rights granted by law, reserves the right to waive formalities, and takes such action as it deems necessary in the City’s best interest.

5. Each bidder must sign the bid with his/her signature and shall give his/her business address on the form provided in this bid.

6. The City operates on an equal opportunity basis in its bidding policy. Bidding is open to all interested parties in compliance with national, state, and local laws.

7. No late bids will be opened.

8. Bids will be opened and read publicly at the Utilities Service Center, 140 Harvest St., Garden City, KS 67846.

9. No bid award will be made at the time of the opening. The successful bidder will be contacted immediately following bid approval by the Governing Body of the City of Garden City, Kansas. Bidders may contact the City of Garden City Electric Division at (620) 276-1290 to find out the results of the bid award.

10. Exceptions. The Bidder shall furnish a statement on company letterhead describing all exceptions to the terms, conditions, and specifications. Failure to furnish the statement will mean that the bidder agrees to meet all terms, conditions, and specifications requirements.

Bid Specifications