00002626 On Call Aerial Pole Services ITB.pdf

City Project #132958 Page 1 of 12 On-Call Aerial Pole Services

Date: August 13, 2025

City of Portland, Oregon ITB No. 00002626 Invitation to BID for On-Call Aerial Pole Services

BIDS DUE:

August 27, 2025

By 4:00 P.M. PACIFIC TIME

MEETING NOTICE:

No mandatory pre-proposal meeting is scheduled for this ITB.

SUBMITTAL INSTRUCTIONS:

Submit proposals electronically by uploading the required proposal documents below to the City’s

Procurement Services vendor portal, BuySpeed found at: https://procure.portlandoregon.gov/. Refer to

Exhibit B within this solicitation for instructions on how to upload proposals.

Required Submittal Checklist

Attachment 1 – Representations, Certifications, And Acknowledgments - Must be signed.

Attachment 2 – Non-Collusion Affidavit - Must be signed and notarized

Attachment 3 – Bid Schedule - Must be submitted with bid.

Any and all addenda that may be issued to this solicitation.

REFER ALL QUESTIONS TO:

Tessa Schutt, Procurement Specialist

Procurement Services, City Operations Service Area

Email : Tessa.Schutt@portlandoregon.gov

Phone: (503) 865-6319 mailto:Tessa.Schutt@portlandoregon.gov

City Project #132958 Page 2 of 12 On-Call Aerial Pole Services

SECTION 1 INTRODUCTION

NOTE TO BIDDERS: This Scope of Work included as ITB Section 1 is expected to become Exhibit

A to any contract awarded as a result of this ITB.

1.1 Background

The Portland Bureau of Transportation, Bureau of Technology Services, and City of Portland

(“PBOT”, “BTS”, or “City”) is requesting bids, in accordance with Portland City Code Chapter 5.10, for as-needed repair and maintenance of City’s aerial communications infrastructure, to be provided on an on-call basis over a 5-year contract term, as further described herein (“ITB”). The City’s estimated total annual spend for this service is less than $200,000. City may award more than one price agreement pursuant to this ITB. Respondents to this solicitation shall review and familiarize themselves with all enclosed information and instructions prior to submitting a bid.

1.2 Scope of Work

The Contractor shall provide aerial communications infrastructure maintenance and repair services on a multi-year contract. The Contractor shall furnish all equipment and labor to provide communication and traffic signal interconnect cabling make-ready, pole transfers, violation remediation, guying, maintenance, removal, and repair at various locations under direction of the

City Project Manager(s). All work will always be performed with quality and timeliness in mind. All work shall be performed on an as-needed basis.

1.3 Examples of Aerial Maintenance Work

• Adjust cable sag to meet mid-span vertical cable spacing requirements

• Correct pole horizontal & vertical clearance violations

• Correct climbing/working space violations

• Tag cable(s) at each pole

• Bond attachment(s) at each pole

• Replace damaged cross arm

• Replace damaged section of cable (does not include splicing or termination)

• Place missing down guy

• Transfer cable(s) to new pole(s)

1.4 Required Documentation

Contractor shall supply a work report for each utility pole where work was performed. Information provided should include the pole identification, owner, location, work performed, and finished attachment height and type.

The cable quantities must be included. If the cable has legible markings, include the cable type, manufacturer, and sequential length markings.

Contractor shall supply a minimum of one (1) digital photograph of attachment before any work, and a minimum of one (1) digital photograph of the attachment after all work is completed.

1.5 Work Assignment

Contractor will be assigned work by PBOT or BTS. Work typically references a National Joint Utility

Notifications System (“NJUNS”) ticket, a utility-pole owner violation or permit number, a utility pole number, location on a map, or street address. If the Contractor has access/permission to the NJUNS portal, the Contractor can view and close-out tickets as work is completed.

1.6 Permitting and Temporary Traffic Control

City Project #132958 Page 3 of 12 On-Call Aerial Pole Services

Contractor shall provide temporary traffic control and address any associated permits when occupying space within the public right-of-way.

The Contractor shall perform all work necessary for temporary traffic control in accordance with:

• City of Portland Temporary Street Use Permitting Requirements: https://tsup.info

• TSUP City Bureau Notification, when performing work for the City within City limits https://www.portlandoregon.gov/transportation/index.cfm?action=UpdateItem&category_id=2025

&c=40884

• City of Portland Standard Construction Specifications:

https://www.portland.gov/sites/default/files/2021/2020-city-of-portland-standard-construction-specifications_0.pdf (current and future adopted versions)

• PBOT Temporary Traffic Control Manual https://www.portland.gov/sites/default/files/2022/temp-traffic-control-2018-12-19_final.pdf

• Oregon Temporary Traffic Control Handbook:

https://www.oregon.gov/ODOT/Engineering/Pages/OTTCH.aspx

Necessary permits and traffic control plans vary by work site, (e.g. City temporary street use permit, City street opening permit, ODOT permit). Permit applications may require an approved temporary traffic control plan. Where applicable, the Contractor may submit typical application plans from the

Temporary Traffic Control Manual or Oregon Temporary Traffic Control Handbook as a temporary traffic control plan.

Street opening permits will be provided by the City.

1.7 Project Managers

BTS Project Managers:

Rob Durkin, Rob.Durkin@portlandoregon.gov

Winfried Vogt, Winfried.Vogt@portlandoregon.gov

PBOT Project Managers:

Bikram Raghubansh, Bikram.Raghubansh@portlandoregon.gov

The City may change City’s Project Manager(s) from time to time upon written notice to the

Contractor.

1.8 Identification of Cables and Invoicing

PBOT and BTS share attachments in many locations. BTS cable may be overlashed to PBOT cable and vice versa. BTS and PBOT may have separate cables attachments on the same utility pole. BTS or PBOT may have multiple cables and cable-types attached to the same utility pole where the

Contractor is performing work. Contractor must identify or request help from City Project Managers with identification of cables prior to invoicing.

1.9 Cable Tags

BTS and PBOT require tagging of all cables and support strand at all poles where work is performed.

Cable tag must be placed to be visible and readable from street-level. PBOT and BTS share cable tags, however each bureau will supply the Contractor for their cable tagging as needed.

1.10 Bonding

Contractor shall meet or exceed bonding requirements of the NESC and bond attachments on every pole where there is a pre-existing ground wire.

https://tsup.info/ https://www.portlandoregon.gov/transportation/index.cfm?action=UpdateItem&category_id=2025&c=40884 https://www.portlandoregon.gov/transportation/index.cfm?action=UpdateItem&category_id=2025&c=40884 https://www.portland.gov/sites/default/files/2021/2020-city-of-portland-standard-construction-specifications_0.pdf https://www.portland.gov/sites/default/files/2021/2020-city-of-portland-standard-construction-specifications_0.pdf https://www.portland.gov/sites/default/files/2022/temp-traffic-control-2018-12-19_final.pdf https://www.oregon.gov/ODOT/Engineering/Pages/OTTCH.aspx mailto:Rob.Durkin@portlandoregon.gov mailto:Winfried.Vogt@portlandoregon.gov mailto:Bikram.Raghubansh@portlandoregon.gov

City Project #132958 Page 4 of 12 On-Call Aerial Pole Services

1.11 Work Acceptance

All work performed shall comply with NESC rules and pass utility pole owner, Oregon Public Utility

Commission, or City of Portland inspection and not result in a violation or statement of non-conformance from any of these entities. If the work performed incurs a violation or statement of non-conformance, the work shall be re-done to remove the violation at no additional cost to the City. If the work cannot be performed by the Contractor in a manner that will satisfy the work requirement, the Contractor shall issue a Request for Information (“RFI”) to the City with details of issues encountered at the work location and a proposed resolution, that may include additional work by other entities other than the Contractor to resolve.

1.12 References

Contractor shall comply with the latest edition of the following codes and standards:

• City of Portland Standard Construction Specifications

• City of Portland/Bureau of Technology Services (BTS) Outside Plant (OSP) Communications

Infrastructure Design Guide

• EIA/TIA Commercial Building Wiring/Cabling Standards, 606 and all recognized Technical

Service Bulletins (TSBs)

• National Electric Code and National Electrical Safety Code

• Underwriters Laboratories (UL): Applicable listings and ratings

1.13 Emergency Call-Out for Repairs

The City may contact the Contractor for work on emergency repairs. Storm damage, car crashes, or other types of events may cause damage to City communications infrastructure and require emergency restoration.

SECTION 2 GENERAL REQUIREMENTS AND INSTRUCTIONS TO BIDDERS

All bids are subject to the provisions and requirements of the Oregon Revised Statutes and the Portland

City Code (PCC), including PCC 5.10.

2.1 Bid Preparation

2.1.1 Bid Format

Bids must be submitted on the form provided in the Invitation to Bid. No physical, oral, telegraphic, telephone or facsimile bids will be accepted.

2.1.2 Conformance to Bid Requirements

Bids must conform to the requirements of the Invitation to Bid. All necessary attachments

(residency statement, bid bond, references, descriptive literature, etc.) must be submitted with the bid and in the required format. Bid prices must be for the unit indicated on the bid.

Failure to comply with all requirements may result in bid rejection.

2.1.3 Conflict of Interest

By submitting a bid, a Bidder certifies that no officer, agent or employee of the City has a pecuniary interest in this Agreement has participated in preparation of the proposal or resulting Agreement, that the proposal was made in good faith without fraud, collusion, or connection of any kind with any other Offeror of the same proposals, and that the Offeror is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm.

2.1.4 Cost of Bidding

City Project #132958 Page 5 of 12 On-Call Aerial Pole Services

This invitation to bid does not commit the City to pay any costs incurred by any Bidder in the submission of a bid, or in making necessary studies or designs for the preparation thereof, or for procuring or Contracting for the items to be furnished under the invitation to bid.

2.1.5 Use of Brand or Trade Names

Any brand or trade names used by the City in bid specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition. Bidders may submit bids for substantially equivalent products to those designated unless the Invitation to Bid provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to purchaser's approval.

2.1.6 Product Identification

Bidders must clearly identify all products bid. Brand name and model or number must be shown. The City reserves the right to reject any bid when the product information submitted with the bid is incomplete.

2.1.7 Fob Destination

BID PRICES MUST BE F.O.B. DESTINATION FREIGHT PREPAID AND ALLOWED with all transportation and handling charges paid by the Bidder.

2.1.8 Exceptions

Any deviation from solicitation specifications, terms and conditions may result in bid rejection.

2.1.9 Delivery

Delivery time must be shown in number of calendar days after receipt of order.

2.1.10 Signature on Bid

Bids must be signed by an authorized representative of the Bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and is in all respects fair and without collusion or fraud. Failure to sign is cause for bid rejection.

Signature on a bid also certifies that the Bidder has read and fully understands all solicitation specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without comprehending all requirements of the Invitation to Bid.

2.1.11 Bid Modification

Modifications or erasures made before bid submission must be initialed by the person signing the bid. Bids, once submitted, may be modified in writing before the time and date set for bid closing. Any modifications shall be prepared on company letterhead, signed by an authorized representative, and state that the new document supersedes or modifies the prior bid. Bidders may not modify bids after bid closing time.

2.1.12 Bid Withdrawals

Bids may be withdrawn on company letterhead signed by an authorized representative and received by Procurement Services prior to bid closing time.

City Project #132958 Page 6 of 12 On-Call Aerial Pole Services

2.1.13 Late Bids

Sealed bids must be received and time-stamped in BuySpeed prior to bid due time on the bid due date. Late bids will not be considered for award.

2.2 City Sustainability Objectives

The City has a history of striving to be more sustainable in its operations and planning. Starting with the City’s Sustainable City Principles (1994) the City has established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local

Action Plan on Global Warming, and the Stormwater Management Manual (to view these and related

City policies, go to the Portland Policy Documents Website:

http://www.portlandonline.com/auditor/index.cfm?c=26818. As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the City’s sustainability objectives tend to focus on: reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings; reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, reusable and recycled materials;

utilizing minority-owned, small, and/or local businesses; preserving or enhancing biodiversity; and maintaining fiscal health in the short and long term. As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives.

2.3 Addenda to Plans or Specifications

If, in the opinion of the Chief Procurement Officer, additional information or interpretation should be provided, an Addendum will be made available to all known specification holders. Any Addendum will be issued seventy-two (72) hours or more before the scheduled closing time for submitting bids, not including Saturday, Sunday, and legal holidays. The City shall post all Addenda on the

Procurement Services website. Failure of the Bidder to exercise due diligence to receive or obtain such Addenda shall not excuse the respondent from compliance therewith if awarded the contract.

2.4 Oral Instructions

Oral instructions or information concerning the ITB documents or the project given out by officers, employees, or agents of the City to prospective Bidders are not binding unless confirmed by

Addendum.

2.5 Questions or Clarifications

It is the Bidder’s responsibility to ask questions, request changes or clarifications, or inform the City of Portland, Procurement Services if it believes the language, specifications or requirements of this

ITB are ambiguous, contradictory, or have other problems. Unless a different time is provided in the

ITB, questions received less than seven (7) calendar days prior to the date bids are due may not be answered Clarifications of any provision of the solicitation document are binding only if the City amends the solicitation document by Addendum.

2.6 Protest of Solicitation Specifications

A Bidder who believes specifications are unnecessarily restrictive or limit competition may submit a protest, in writing, to the Chief Procurement Officer. To be considered, protests must be submitted within 7 days after a solicitation document is advertised (ten days if the bid is for a public improvement). Protests must be submitted via email to the Procurement Buyer identified on page 1.

2.7 Bid Opening

Bids will be publicly opened at the scheduled opening time stated in the Solicitation. Award decisions will not be made at the bid opening.

City Project #132958 Page 7 of 12 On-Call Aerial Pole Services

2.7.1 Bid Evaluation and Award

Multiple awards will be made to the lowest responsive and responsible Bidder(s) according to the Invitation to Bid.

2.7.2 Evaluation Criteria

Bids will be awarded based upon the evaluation criteria in the Invitation to Bid and in accordance with Section 5.10 of City Code.

2.7.3 Delivery

Ability to meet the City’s required delivery date shall be used to determine responsiveness.

Cash Discounts: Cash discounts will not be considered for award purposes unless stated in the bid documents.

2.7.4 Payment

The City’s standard payment term is Net 30 days. Bids which require payment in less than

30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, vendors shall execute the City’s standard ACH Vendor Payment Authorization Agreement which is available on the City’s website at: https://www.portland.gov/sites/default/files/2019-

09/achvendorpaymentauthorizationagreement.pdf

Upon verification of the data provided, the Payment Authorization Agreement will authorize the City to deposit payment for services rendered or goods provided directly into vendor accounts with financial institutions. All payments shall be in United States currency.

2.7.5 Bid Rejection

The City reserves the right to reject any and all bids.

2.7.6 Cancellation

The City reserves the right to cancel this solicitation at any time without award.

2.7.7 Bid Results

Bidders who receive awards will be notified of bid results via the Procurement Services website; unsuccessful Bidders will not be directly notified. Bid results are available by phone or email.

2.7.8 Protests

A written protest regarding the procurement process or this solicitation document must be submitted within 7 days after a solicitation document is advertised. A written protest regarding contract award must be submitted in writing within 7 days after the award of a contract or Notice of Intent to Award, whichever occurs first. A written protest of any

Addendum must be submitted by the close of the next business day after issuance of the

Addendum. Late protests will not be considered. See Portland Public Contracting Rules

(“PCR”) 5.33.730 and 740.

SECTION 3 SUPPLEMENTAL REQUIREMENTS

3.1 Additional Purchases

https://www.portland.gov/sites/default/files/2019-09/achvendorpaymentauthorizationagreement.pdf https://www.portland.gov/sites/default/files/2019-09/achvendorpaymentauthorizationagreement.pdf

City Project #132958 Page 8 of 12 On-Call Aerial Pole Services

The City reserves the right to purchase additional goods and services beyond the quantities stated in the bid documents at the same prices submitted by the Bidder. Such additional purchases are not guaranteed and will be made at the City’s sole discretion.

3.2 Preparation of Bids

3.2.1 Pre-Bid Meeting

There will be no pre-bid meeting or site visit scheduled for this project.

3.2.2 Intent Of Specifications

The intent of these specifications is to provide the City with a fully functioning, quality hotel accommodations. Bidders shall include in their bids all costs for all labor, equipment and materials necessary to ensure that the accommodations are of quality while fully functioning, and timely, regardless of any apparent omission of any particular component of these specifications.

If it appears the City omitted an important component of any item identified in this bid, the

Bidder shall bring that matter to the attention of the City during the period of time available for requesting clarification [as indicated in Section II, INSTRUCTIONS TO BIDDERS]. The specifications in this ITB will be part of the Contract between the City and the successful

Bidder(s).

3.2.3 Silence Of Specification

The silence or omission of the specifications as to any detail means that only the best commercial practices are to prevail in this ITB and resulting Contract; only materials and workmanship of first quality are to be used.

3.2.4 Taxes

Taxes, whether State or Federal, shall not be included in the bid prices. A tax exemption certificate will be provided by the City on request.

3.3 Submission of Bids

3.3.1 Bid Submittal

By submitting a bid, the Bidder agrees to furnish any and all equipment, supplies and/or services required by the ITB, at the prices quoted, pursuant to all requirements and specifications as contained therein.

All bids must be clearly and distinctly typed. If the intent of the Bidder is not clearly identifiable, the interpretation most advantageous to the City will prevail. All bids must be on the form furnished by the City, or it may be rejected by the City. The omission of such items as delivery dates, or any other required information may cause the offer to be considered non-responsive.

3.3.2 Bid Prices

The prices submitted shall be firm during the first year of the Contract period. If unit prices are requested, they shall be shown for each unit on which there is a bid. The Bid price includes the cost to obtain all permits and licenses that may be required to perform the

Contract. All prices quoted shall include all packing, handling, shipping charges, and the warranty provisions and requirements as listed in these specifications, FOB delivered and

City Project #132958 Page 9 of 12 On-Call Aerial Pole Services unloaded at the designated location(s). If assembly is required, offered prices shall include all costs associated with delivery, assembly, set-up and proper disposal of packaging materials. The offer price shall be exclusive of any sales, purchaser, or consumer tax.

Submit unit prices if requested.

Bid prices shall remain valid for 60 calendar days from bid opening unless otherwise indicated within the ITB. If the bid is accepted, prices shall remain firm for the specified

Contract period.

3.3.3 Bid Pricing Form

The Bidder shall include unit and extended pricing for all services offered on the form provided by the City within this solicitation or may be rejected. In the event of a conflict between unit pricing and extended pricing, unit pricing shall prevail.

3.3.4 Bid Bond

A bid bond is not required.

3.3.5 Execution Of Contract

The Bidders to whom award is made shall execute and return the Contract and shall furnish all required insurance certificates satisfactorily to the City within twenty (20) days after the

Bidder receives the Contract.

3.3.6 Failure To Execute Contract

Failure on the part of the Bidder to whom the Contract is awarded to execute the Contract and deliver the Contract and all required insurance certificates within the time required permits the City to cancel the award of the Contract and charge Bidder for the difference in price between its bid and that of the next lowest responsible bidder.

City Project #132958 Page 10 of 12 On-Call Aerial Pole Services

SECTION 4 ATTACHMENTS

1. REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGMENTS

2. NON-COLLUSION AFFIDAVIT

3. BID SCHEDULE

SECTION 5 EXHIBITS

A STANDARD GOODS AND SERVICES PRICE AGREEMENT

B BUYSPEED SUBMITTAL INSTRUCTIONS

City Project #132958 Page 11 of 12 On-Call Aerial Pole Services

ATTACHMENT 1

REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGMENTS

[This form must be submitted with bid]

OFFER DATE

OFFEROR NAME

OFFEROR DOING BUSINESS AS

OFFEROR ADDRESS

AUTHORIZED REPRESENTATIVE NAME

AUTHORIZED REPRESENTATIVE TITLE

AUTHORIZED REPRESENTATIVE PHONE

AUTHORIZED REPRESENTATIVE EMAIL

AUTHORIZED REPRESENTATIVE MAILING

ADDRESS

AUTHORIZED REPRESENTATIVE SIGNATURE

NAME OF LOCAL REPRESENTATIVE

LOCAL REPRESENTATIVE PHONE

LOCAL REPRESENTATIVE EMAIL

CITY OF PORTLAND BUSINESS LICENSE TAX

ACCOUNT #

STATE OF OREGON REGISTRY NUMBER

FEDERAL TAXPAYER IDENTIFICATION NUMBER

(TIN)

TYPE OF ORGANIZATION Sole proprietorship;

Partnership;

Corporate entity (not tax-exempt);

Corporate entity (tax-exempt);

Government entity (Federal, State, or local);

Other:

COMMON PARENT Offeror is not owned or controlled by a common parent:

Name and TIN of common parent:

Name:

TIN:

RESIDENT BIDDER

All Offerors must state whether or not they are an Oregon resident Bidder as defined in ORS 279A.120, a resident Offeror is one who has paid unemployment taxes or income taxes in the State during the twelve (12) calendar months immediately preceding bid submission, has a business address in Oregon, and has stated in their bid to be a resident bidder.

Offeror is a Resident Bidder Offeror is not a Resident Bidder State of Residence:

City Project #132958 Page 12 of 12 On-Call Aerial Pole Services

ATTACHMENT 2

NON-COLLUSION AFFIDAVIT

FOR

CITY OF PORTLAND SOLICITATION NO. 00002626

[This form notarized and submitted with bid]

STATE OF

COUNTY OF

I, , state that I am

(Printed Name) (Position/Title) of and that I am authorized to execute this affidavit

(Name of Firm) on behalf of this firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.

I state that:

1. The price(s) and the amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, offeror, or potential offeror, except as disclosed.

2. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is an offeror or potential offeror, and the price(s), will not be disclosed before bid opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this Contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.

4. The bid of this firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.

5. (Name of Firm) , its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as described.

I state that (Name of Firm) understands and acknowledges that the above representations are material and important, and will be relied on by THE CITY OF PORTLAND, OREGON in awarding the Contract(s) for which this bid is submitted. My firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from THE CITY OF PORTLAND, OREGON of the true facts relating to the submission of bids for this Contract.

Signature

Subscribed and sworn to before me on this _______ day __________ of _________ x

SIGNATURE OF NOTARY PUBLIC

MY COMMISSION EXPIRES________