2023 Transmission - West - FINAL.pdf

CITY OF HILLSDALE, MICHIGAN

ADVERTISMENT FOR BIDS

The City of Hillsdale and the Board of Public Utilities (BPU) is requesting proposals for the following project(s):

Transmission Line Clearance (West)

All work shall be in accordance with the project maps, project specifications, and Hillsdale BPU Line Clearance Standards.

RFP due date/ Public Opening:

Sealed proposals are due by 2:00 pm (local time) on December 5, 2023 at the following location:

Hillsdale City Hall Office of the City Clerk 97 N. Broad Street Hillsdale, MI 49242

Project Location:

BPU Electric Power Plant (Water Works Ave & Lakeview Drive), west to Moore Road substation

– see Appendix A, Map 1

Scope of Work:

Project consists of ~6.97 miles of power line vegetation clearance work to 100’ width (50 ft. each side). Tree removal, trimming, and herbicide application to cut stumps for prevention of regrowth will be required. Trees along outer boundaries shall be trimmed to maintain a clear space around the line for at least a 3-year period.

Proposed Project Schedule:

BPU Board Presentation: December 12, 2023 City Council Anticipated Award of Contract: December 18, 2023 Project Completion: June 30, 2024

Instructions to proposers:

• Proposals must be typewritten or clearly printed in ink and signed by a duly authorized representative of the firm submitting the proposal.

• Proposals must be submitted in sealed envelopes, clearly marked on the outside, “West Transmission Line Clearance Project – City of Hillsdale”

• Proposals will be received by the City Clerk, City Hall, 97 N. Broad Street, Hillsdale, Michigan 49242, at the above required time. All proposals will be date stamped and time marked upon receipt. Proposals may not be faxed or e-mailed.

• No proposal will be accepted after the time designated for the receipt of proposals set forth above. Each bidder shall and will be fully and solely responsibility for delivery of the proposal prior to the appointed date and hour designated for the receipt of all proposals, and shall assume the risk of late delivery or non-delivery regardless of the manner the bidder employs for the proposal's delivery or the reason for such late delivery or non-delivery.

• The City of Hillsdale reserves the right to reject any and all proposals and to waive any defects or informalities in proposals, to accept the bid that it determines to be the lowest competitive bid from a competent bidder meeting specifications and to negotiate with the bidder or bidders who, in the judgment of the Hillsdale City Manager, are deemed the most advantageous for the public and the City.

• The City of Hillsdale reserves the right to take other action before a contract is signed or a purchase order is approved; even after City Council accepts or approves the proposal.

• Proposals submitted in response to this invitation shall become the property of the City of Hillsdale and be a matter of public record and available for review.

• Contractors shall submit an anticipated schedule with their bid.

• Communications regarding this proposal may be directed to:

Kaleb Dorweiler City Forester City of Hillsdale Hillsdale, MI 49242

517-437-6493 kdorweiler@cityofhillsdale.org

Conditions applicable to proposal:

• Applicable Laws: The Ordinances and Charter of the City of Hillsdale and laws of the State of Michigan concerning competitive bidding, contracts and purchases will be employed.

• The City of Hillsdale hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids to this invitation and will not be discriminated against on grounds of sex, race, color, age, weight, height, marital status, religion or national origin in the consideration for an award.

• This request for proposal does not commit the City of Hillsdale to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services.

• The City is exempt from the payment of any federal excise or any Michigan sales tax

(State of Michigan Sales Tax Exemption number: 38-6004621). The price must be net, exclusive of taxes.

mailto:kdorweiler@cityofhillsdale.org

Indemnification:

The Contractor shall indemnify and hold harmless the City of Hillsdale, its council members, city manager, directors, employees and agents from and against all liabilities, claims, demands, causes of action of every kind and descriptions, damages, Losses and Litigation Expenses, including but not limited to attorney’s fees through appeals, arising out of or resulting from the performance of work in this contract, providing that any such claim, demand, cause of action, damage, Loss or expense (1) is attributable to bodily injury, disease or death, or to injury to or destruction of property including the loss of use resulting therefrom, and (2) is caused in whole or in part by any negligent act or omission of the Contractor, anyone directly or indirectly employed by the Contractor, or anyone for whose acts for any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. This indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor under workers’ or workmen’s compensation acts, disability benefit acts or other employee benefit acts.

Insurance:

The Contractor shall, at its own expense, provide for the payment of Worker’s

Compensation benefits to its employees employed on or in connection with the work covered by this RFP, in accordance with applicable laws and statutorily required.

• The Contractor shall, at its own expense, carry and maintain Comprehensive General Public

Liability Insurance with minimum limits of Bodily Injury of $500,000 per person, $1,000,000 per accident, $250,000 per occurrence of property damage and $2,000,000 Excess Liability.

Blanket contractor and completed operations coverage shall be included with the same minimums.

• The Contractor shall, at its own expense, carry and maintain Comprehensive Auto

Liability with the same limits as for General Public Liability. Liability coverage shall name

City of Hillsdale as an additional insured.

• The Contractor shall likewise require its subcontractors, if any, to provide for such benefits and carry and maintain such insurance at no expense to the City.

• Before commencement on the project contemplated herein, and at any time thereafter upon written request by the City, the Contractor shall furnish the City with a copy of certificates of insurance as evidence that policies providing the required coverage’s and limits of insurance are in full force and effect.

• All insurance coverage furnished under this Contract, with the exception of Worker's

Compensation and Employer’s Liability, shall include the City, and employees as additional insured with respect to the activities of the Contractor and its subcontractors. Any certificate or certificates presented as evidence of insurance shall specify the date when such benefits and insurance expire. The Contractor agrees that said benefits and insurance shall be provided and maintained until after the entire work under the Contract has been performed and accepted. The Contractor shall provide the City at least thirty (30) days advance written notice prior to cancellation, termination, or material alteration of said policies of insurance.

• MDOT Railroad Insurance Requirements are provided in Appendix A.

Changes and addenda to proposal documents:

Information of change or addendum issued in relation to this document will be on file and available in the Office of the City Clerk, as well as published on MITN. In addition, to the extent possible, copies will be emailed to each vendor registered as having received a set of documents. It shall be the proposer's responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become part of the contract and all proposers shall be bound by such addenda.

Proposal results:

All proposals submitted in response to this invitation shall become the property of the City of Hillsdale and be a matter of public record available for review. A proposal tabulation will be available for review after the proposal opening.

Anti-Collusion:

Any evidence of agreement or collusion among bidders and/or prospective bidders acting to illegally restrain freedom of competition by agreement to bid fixed prices, or otherwise, will render their offers void.

Bid Bond/ Performance Bond:

Bids must contain the names of every person or company interested therein and shall be accompanied by a Bid Bond in the amount of 5% of the amount bid with satisfactory corporate surety, subject to conditions provided in the Instructions to Bidders. The successful bidder will be required to furnish satisfactory Performance Bond and Maintenance and Guarantee Bond in the amount of 100% of the Bid, and Labor and Material Bond in the amount of 50% of the Bid.

Qualifications of Bidders:

• Bidders shall be experienced in the kind of Work to be performed, shall have the necessary equipment therefor, and shall possess sufficient capital to properly execute the Work within the time allowed. Bids received from Bidders who have previously failed to complete work within the time required, or who have previously performed similar work in an unsatisfactory manner, may be rejected. A Bid may be rejected if Bidder cannot show that Bidder has the necessary ability, facilities, equipment, and resources to commence the Work at the time prescribed and thereafter to prosecute and complete the Work at the rate or within the times specified. A Bid may be rejected if Bidder is already obligated for the performance of other work which would delay the commencement, prosecution or completion of the Work.

• To demonstrate qualifications to perform the Work, Bidder shall complete and submit with its Bid the Qualifications Statement which is included in this Project Document. Bidders may be asked to and shall furnish additional data to demonstrate Bidder's qualifications.

• Bidder is required to complete and submit with its Bid the Certification Regarding Debarment, Suspension, and other Responsibility Matters form which is included in the Project Documents.

• A bidder’s failure to submit required qualification information within the time indicated may disqualify Bidder from receiving an award of the Contract.

• No requirement in this Section to submit information will prejudice the right of the Owner to seek additional pertinent information regarding Bidder’s qualifications.

• Bidder is advised to carefully review those portions of the Bid Form Requiring Bidder’s representations and certifications.

• Bidders shall be qualified to do business in the jurisdiction where the Project is located or covenant to obtain such qualification prior to signing the Agreement.

BIDDER’S QUALIFICATIONS STATEMENT

The following information shall be submitted with the completed bid proposal.

1. SUBMITTED BY:

Official Name of Firm:

Address:

2. SUBMITTED TO:

3. SUBMITTED FOR:

Owner:

Project Name:

4. CONTRACTOR’S CONTACT INFORMATION:

Company Contact:

Title:

Phone:

Email:

THE INFORMATION SUPPLIED IN THIS DOCUMENT IS CONFIDENTIAL TO THE

EXTENT PERMITTED BY LAWS AND REGULATIONS

5. ORGANIZATION INFORMATION:

Type of Organization:

Name of Owner/Partners/Executive Officers:

State of Organization:

Date of Organization:

6. Licensing:

License Type/Number:

Jurisdiction of License:

License Type/Number:

Jurisdiction of License:

7. OTHER INFORMATION:

Disadvantage Business Enterprise: Y N

Minority Business Enterprise: Y N

Women Owned Enterprise: Y N

Small Business Enterprise: Y N

Other:

8. BONDING INFORMATION:

Bonding Company:

Bonding Agent:

Contact Name:

Phone:

Aggregate Bonding Capacity:

Available Bonding Capacity (as of date of this submittal):

9. UTILITY VEGETATION MANAGEMENT EXPERIENCE:

Provide the following information:

1. Current Experience: List all uncompleted projects currently under contract with estimated completion dates.

2. Previous Experience: List all project completed within the last 5 years.

3. Provide detailed information, including owner’s contact information, for any projects that the listed firm has failed to complete. Include projects not completed by any owner, officer, partner, joint venture participant or proprietor of the listed firm.

4. Are there any judgements, claims, disputed or litigation pending or outstanding involving the listed firm or any owner, officer, partner, joint venture participant or proprietor.

10. SUBCONTRACTOR INFORMATION:

Provide a list of all subcontractors anticipated to be working on this project:

COMPANY

NAME

COMPANY

CONTACT

PHONE NUMBER

& EMAIL

ITEMS OF WORK

PROPOSAL:

All bids will be paid utilizing prices in accordance with the submitted proposal for the bid.

Map section refers to the labeled sections within Appendix A, Map 1.

NOTE: Bidders should provide pricing for all items listed, even those with zero quantity. Zero quantity items will result in a $0.00 total cost amount and not affect the overall bid. “General tree removal” refers to street trees, within the public rights-of-way, and not transmission vegetation.

BID TABLE

MAP

SECTION

ITEM DESCRIPTION QUANT UNIT UNIT COST TOTAL COST

N/A Mobilization, Max, 5% Max 1 LS $ $

A Moore Rd to Bacon Rd, removal & herbicide

1 LS $ $

A Moore Rd to Bacon Rd, trimming 1 LS $ $

A Moore Rd to Bacon Rd, cleanup & restoration

1 LS $ $

B Bacon Rd to Bankers Rd, removal & herbicide

1 LS $ $

B Bacon Rd to Bankers Rd, trimming 1 LS $ $

B Bacon Rd to Bankers Rd, cleanup & restoration

1 LS $ $

C Bankers Rd to Plant, removal & herbicide 1 LS $ $

C Bankers Rd to Plant, trimming 1 LS $ $

C Bankers Rd to Plant, cleanup & restoration

1 LS $ $

N/A General tree removal, 12-22 inches diameter at breast height (4.5' aboveground)

0 EA $ $ ---------

N/A General tree removal, 23-36 inches diameter at breast height (4.5' aboveground)

0 EA $ $ ---------

N/A General tree removal, 37+ inches diameter at breast height (4.5' aboveground)

0 EA $ $ ---------

TOTAL BID AMOUNT: $

TOTAL BID AMOUNT:

Use words

Dollars

Contractor Signature:

Printed Name and Title:

The undersigned, having familiarized (himself/herself) with the Request for Proposal, the bidder shall examine the scope of work to be completed and shall completely familiarize (himself/herself) with existing conditions to be encountered, the difficulties and limitations involved in completing the project and all other factors affecting the work proposed with this project. The Contractor shall provide all necessary labor, transportation, meals, etc. to perform all the work and furnish all necessary material to complete plans outlined in the proposal.

In submitting this proposal, it is understood and agreed by the undersigned that the right is reserved by the City to reject any or all proposals. It is further understood and agreed by the same undersigned that any qualifying statements, or conditions made to the above proposal, as originally published, as well as any interlineations, erasures, omissions, or entered wording obscure as to its meaning, may cause the bid to be declared irregular and may be cause for rejection of the bid.

Bidder has examined and carefully studied the Bidding Documents, other related data identified in the Bidding Documents, and the following Addenda, receipt of all which is hereby acknowledged:

Addendum No. Addendum Date

Certification Regarding Debarment, Suspension and Other Responsibility Matters— Primary Covered Transaction

I. The prospective primary participant certifies to the best of its knowledge and belief, that it and all its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or committee; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification and (d) Have not within a three-year period preceding this application/proposal had one or more public transaction (Federal, State or local) terminated for cause or default.

II. Where the prospective primary participant is unable to certify to any the statements in this certification, such prospective participant shall attach an explanation to this proposal.

SIGNATURE NAME OF PROPOSER

PRINTED NAME OF PROPOSER

TITLE

NAME OFCOMPANY

ADDRESS

CITY/STATE/ZIP TELEPHONE

EMAI.L DATE

CITY OF HILLSDALE

TRANSMISSION VEGETATION CLEARANCE - WEST

SPECIAL SPECIFICATIONS / SPECIAL PROVISIONS /

SUPPLEMENTAL INFORMATION

Table of Contents

Progress Clause SP-1 thru SP-2

Mobilization SP-3

Tree and Brush Removal SP-4

Tree Trimming SP-5

Cleanup and Restoration SP-6 thru SP-7

Unless noted otherwise all work on this project shall be performed promptly and professionally in conjunction with the project documents, the BPU Line Clearance Standards, the City of

Hillsdale Codes and Ordinances, as applicable, and Supplemental Specifications and Special

Provisions contained herein

SP-1

SPECIAL PROVISION

FOR

PROGRESS CLAUSE & GENERAL INFORMATION

DESCRIPTION

Contractor shall commence work within seven (7) days of the date designated as the starting date or as agreed upon on the detailed progress schedule.

Total time provided shall be 151 working days (6 calendar months) for project completion.

The awarded bidder for the work covered by this proposal will be required to meet with the City representative(s) to work out a draft project schedule. This will include commencement and completion dates.

Contractor shall be allowed full access to the entirety of the project area beginning on the starting date. Upon commencement of any phase of this project, work shall be steady and continuous with minimal delays and in accordance with the agreed upon progress schedule. Sections may be completed in any order. However, contractor shall not commence work on another section before cleanup is completed. Restoration shall be completed when practicable.

Section A

Included in Section A shall be tree removals, trimming, herbicide application, brush control/mulching, and cleanup & restoration along the span from W Moore Road to W Bacon Road (~3.41 mi). No work on any section may commence prior to execution of the contract and submittal of insurance and bond certificates.

Section B

Included in Section B shall be tree removals, trimming, herbicide application, brush control/mulching, and cleanup & restoration along the span from W Bacon Road to Bankers Road (~1.67 mi). No work on any section may commence prior to execution of the contract and submittal of insurance and bond certificates.

Section C

Included in Section C shall be tree removals, trimming, herbicide application, brush control/mulching, and cleanup & restoration along the span from Bankers Road to the power plant (~1.83 mi). No work on any section may commence prior to execution of the contract and submittal of insurance and bond certificates.

SP-2

SPECIAL PROVISION

PROGRESS CLAUSE & GENERAL INFORMATION

SITE ACCESS/HOURS OF WORK

• By City of Hillsdale Ordinance Section 14-63, work shall be restricted to the following hours, except as work may relate to the safety and/or protection of persons, the work or the property at the site:

o Monday through Saturday (except legal holidays): 7:00am to 6:00pm o Work requests outside these time limits require written permission of the City Manager.

• A minimum of 72 hours prior to beginning work the contractor shall provide notice to the City of Hillsdale about the pending work to be performed.

EQUIPMENT STORAGE

• Contractor shall have the right to exercise personal preference for equipment storage. Equipment may (1) be left onsite; or (2) stored in the fenced equipment yard at the City of Hillsdale Department of Public Services – 149 Water Works Avenue.

SPECIAL PROVISION

MOBILIZATION

SP-3

This work shall be done as specified herein.

METHODS

Work shall include the preparatory work and operations including, but not limited to, the following:

• Preparatory work and expenses incurred prior to beginning work onsite.

• Transport materials, personnel, and equipment to the job site.

• Provided insurance, bonds, and other costs associated with the project in general and not included in other pay items.

• Coordination with property owners if required.

• All required submittals.

MEASUREMENT AND PAYMENT

This pay item as listed for Mobilization (Max. 5% of Bid Amount) will be paid for at the contract Lump Sum (LS) amount as follows:

PAY ITEM PAY UNIT

Mobilization (Max. 5% of Bid Amount) Lump Sum (LS)

• 50% of the Mobilization payment will be made after 5% of the original contract amount is earned and billed.

• Final 50% payment will be made after 25% of the contract amount is earned and billed.

TREE & BRUSH REMOVAL

SP-4

This work shall consist of removing all vegetation on the ground growing within the transmission right-of-way easement and applying an Environmental Protection Agency (EPA) approved herbicide to prevent regrowth.

METHODS

High voltage transmission lines shall be cleared of all vegetation on the ground within fifty

(50) feet on each side of the line, for a total right-of-way (ROW) clearance width of one hundred (100) feet. See table below.

TRANSMISSION GUIDELINES FOR EFFECTIVE TREE CLEARANCE

Side Under Overhead

46,000V 50’ All All

Trees and brush shall be cut as low to the ground as the root structure will permit (not to exceed six (6) inches above ground). Cut wood and brush shall be addressed according to procedures outlined in the “Special Provision for Cleanup & Restoration.”

Trees and brush stumps greater than two (2) inches in diameter at ground level shall be treated with an EPA approved herbicide to prevent regrowth. This treatment shall be applied directly to the cut surface and not applied using a ‘broadcast’ method. An indicator dye shall be used to make stump treatments visible.

All vegetation (woody brush / trees) shall be removed within the area indicated unless marked with a blue ‘T’ (meaning top). These ‘marked’ trees shall be topped such that they will not grow near the lines for at least a five (5) year period.

Only a qualified line clearance arborist or line clearance arborist trainee shall be assigned to line clearance work in accordance with ANSI Z133.1, 29 CFR 1910.331 – 335, 29 CFR

1910.268 or CFR 1910.269.

Special care shall be taken for areas indicated in Appendix A, Map 2. These areas may have special requests from landowners relating to usage of wood or small trees to preserve.

The completed work for removing all trees and brush and applying herbicide will be paid in lump sum (LS) as each lettered map section is completed to the specifications outlined in this contract and the satisfaction of the City Forester. Partial payments may occur if restoration is not completed as agreed upon by contractor and the City of Hillsdale. Lump sum prices for each section is submitted by the bidder in the bid table on page 9, and shall include but not be limited to tree and brush removals as indicated above, herbicide application, and all material, labor and equipment necessary to accomplish this work.

TREE TRIMMING

SP-5

This work shall consist of trimming trees along the outer boundaries of the transmission right-of-way easement.

METHODS

Trees along outer boundaries of the one hundred (100) foot right-of-way shall be trimmed in accordance with the Hillsdale Electric BPU Line Clearance Standards such that no part of the tree remains within the ROW width. BPU Line Clearance Standards are found within Appendix A.

Only a qualified line clearance arborist or line clearance arborist trainee shall be assigned to line clearance work in accordance with ANSI Z133.1, 29 CFR 1910.331 – 335, 29 CFR

1910.268 or CFR 1910.269.

Special care shall be taken for areas indicated in Appendix A, Map 2.

The completed work for trimming trees along the outer boundaries of the transmission right-of-way easement will be paid in lump sum (LS) as each lettered map section is completed to the specifications outlined in this contract and the satisfaction of the City Forester. Partial payments may occur if restoration is not completed as agreed upon by contractor and the City of Hillsdale. Lump sum prices for each section is submitted by the bidder in the bid table on page 9, and shall include but not be limited to tree trimming as indicated above as well as all material, labor and equipment needed to accomplish this work

SP-6

SPECIAL PROVISION

CLEANUP & RESTORATION

This work shall consist of cleaning up and restoring the ground surface of the jobsite to ‘as good’ or better condition within the right-of-way easement.

METHODS

The awarded bidder shall conduct all operations under this contract in a safe, workmanlike manner and shall minimize soil damage, including erosion. Bidder shall take all reasonable precautions to prevent pollution of air, soil, and water by the bidder’s operations. This may include the use of load mats to distribute vehicle weight when traveling over undesirable soils.

All operations (felling, trimming, mulching, cleanup) are to be confined to the right-of-way easement boundaries.

Wood, brush, and limbs from cutting and trimming operations shall be managed according to the guidelines below. ‘Woods’ refers to any area that is not maintained, with no planted grass. ‘Manicured yard’ refers to areas that are maintained by the landowner, including planted grass. No debris may be left on sidewalks, driveways, or roadways.

• Woods o Brush and limbs under four (4) inches in diameter shall be chipped (or mulched) and spread such that utility vehicle traffic can pass easily through the worksite.

o Limbs and logs four (4) inches in diameter or greater shall be cut into lengths for ease of handling, and stacked against the outer boundary of the right-of-way easement, to be left for landowner use.

• Manicured yard o Brush and limbs under four (4) inches in diameter shall be chipped and removed from the worksite.

o Limbs and logs four (4) inches in diameter or greater shall be cut into 24” lengths for ease of handling, and stacked against the outer boundary of the right-of-way easement, to be left for landowner use.

Rutting occurs when soil strength is not sufficient to support the applied load from vehicle traffic and should be minimized as much as possible. Ruts must be fixed such that utility vehicle traffic can pass easily through the worksite and the ground surface where the rut was created is level (goal is ‘as good’ or better condition). Ruts shall be mended according to the guidelines below.

SP-7

SPECIAL PROVISION

CLEANUP & RESTORATION

‘Woods’ refers to any area that is not maintained, with no planted grass. ‘Manicured yard’ refers to areas that are maintained by the landowner, including planted grass.

• Woods o Ruts created that are 6 inches or greater in depth shall be filled with crushed limestone and tamped (compacted) by the contractor after completion of the removal and trimming work o Mended ruts shall be filled and tamped such that the ground surface where the rut was created is level

• Manicured yard o Contractor shall take photos before commencing work in manicured yard areas that clearly show the condition of the yard or any special landscape areas within the easement. This will mitigate landowner conflict.

o In the event that the contractor does not take photos, contractor may be held responsible for repairs of manicured yard areas.

o Contractor shall fill all ruts and damaged areas in manicured yards with topsoil (and grass seed in planted grass areas) such that the ground surface is level

Special care shall be taken for areas indicated in Appendix A, Map 2. These areas may have special requests from landowners relating to usage of wood or small trees to preserve.

The completed work for cleanup and restoration along the transmission right-of-way easement will be paid in lump sum (LS) as each lettered map section is completed to the specifications outlined in this contract and the satisfaction of the City Forester. Partial payments may occur if restoration is not completed as agreed upon by contractor and the City of Hillsdale. Lump sum prices for each section is submitted by the bidder in the bid table on page 9, and shall include but not be limited to cleanup and restoration as indicated above as well as all material, labor and equipment needed to accomplish this work

TRANSMISSION LINE CLEARANCE (WEST)

APPENDIX A

ADDITIONAL INFORMATION

Table of Contents

Project Maps

City of Hillsdale – Contractor Safety Policy

City of Hillsdale – Contract Template

City of Hillsdale BPU Line Clearance Standards

MAP 1 – PROJECT SECTIONS

MAP 2 – SPECIAL PROPERTIES

CITY OF HILLSDALE, MICHIGAN

CONTRACTOR SAFETY POLICY

Good communication is a necessary element of maintaining safety. Everyone working at a jobsite must work cooperatively to identify safety hazards and communicate prevention practices that will improve the safety and health of everyone involved. Therefore, the City of Hillsdale, has implemented the following contractor safety program for our worksites so that on the job injuries are minimized and work practices may be standardized.

Purpose

A written contractor safety policy establishes guidelines to be followed for contractors working for the City of Hillsdale. The rules established:

• Provide a safe working environment.

• Govern facility relationships with outside contractors.

• Ensure that Contractor employees and our employees are trained to protect themselves from all potential and existing hazards.

The effectiveness of the contractor safety program depends upon the active support and involvement of all employees. This plan is intended to ensure that all contractor work practices are carried out safely to minimize the possibility of injury or harm to the contractors' employees or our own employees. It is intended to serve as an additional tool in safeguarding the health and safety of employees.

The very nature of utility construction and operation places employees and contractors in hazardous situations. Workers should always exercise extreme caution when at a jobsite.

This document is provided to ensure that all appropriate City of Hillsdale safety plans, policies and procedures are communicated to all participating contractors. It also provides an avenue for contractors to communicate their safety plans, policies and procedures to the City of Hillsdale. This program aims to prevent personal injuries and illnesses.

Safety Coordinator Duties

The Safety Coordinator is responsible for developing and maintaining the program. Employees may review a copy of the plan. It is located at 45 Monroe St. safety office and in the Safety Dept. folder of the computer system. In addition, the Safety Coordinator is responsible for maintaining any records related to the contractor safety program.

If after reading this program, you find that improvements can be made, please contact the Safety Coordinator. We encourage all suggestions because we are committed to the success of our contractor safety program. We strive for clear understanding, safe behavior, and involvement from every level of our company.

Explanation of Responsibilities

City of Hillsdale Responsibilities

The City of Hillsdale has specific safety responsibilities when hiring contractors, which include the following listed steps:

1. Take steps to protect contract workers who perform work on or near a potentially hazardous process, facility, or area.

2. Obtain and evaluate information regarding the contract employer's safety performance and programs.

3. Inform the contractor of known potential electrical, fire, explosion, or chemical release hazards related to the contractor's work.

4. Develop and implement safe work practice procedures to control contract employee entry into hazardous work areas and operation or repair of utility facilities.

5. Require contractors to provide appropriate personal protective equipment to their employees at all times.

6. Periodically evaluate the contract employer's fulfillment of his or her responsibilities under this policy.

7. Hire and use only contractors who meet Contractor Selection Criteria as listed in the next section of this policy.

Contractor Responsibilities

Contract employees must perform their work safely. Considering that contractors often perform very specialized and potentially hazardous tasks, such as confined space entry activities and non-routine repair activities, their work must be controlled. Contractor responsibilities when accepting contracts with the City of Hillsdale include the following listed steps. The contract employer will:

1. Assure that the contract employee is trained in the work practices necessary to safely perform his or her job.

2. Instruct the contract employee in the potential electrical, fire, explosion, or chemical release hazards related to his or her job and the process.

3. Document contract employee training.

4. Inform contract employees of and then enforce safety rules of the facility, particularly those implemented to control the hazards of the contracted process during operations.

5. Require that all subcontractors abide by the same rules to which the contractor is bound.

6. Abide by the facility smoking rules.

7. Notify plant operators, foremen, or managers of any operations that could interrupt utility services. Also, immediately notify said individuals if an unexpected utility interruption has occurred.

Guidelines for Contractor Safety

The following listed steps are the standard procedures for evaluating and choosing contractors who will work on-site at the City of Hillsdale.

To determine that past safety performance, the group or individual selecting the contractor may consider the contractor's:

• OSHA log, which includes the injury and illness rates (number of lost-time accident cases, number of recordable cases, number of restricted workday cases, number of fatalities) for the past three years.

• Written safety program and training system.

Contractor work methods and experience should be evaluated. Ensure that for the job in question the contractor and its employees have the appropriate:

• Job skills.

• Equipment.

• Knowledge, experience, and expertise.

• Permits, licenses, certifications, or skilled tradespeople necessary to perform the work in question.

The contractor must be willing and able to provide a current certificate of insurance for workers' compensation and general liability coverage with the City of Hillsdale.

Each contractor must be responsible for ensuring that its employees comply with all applicable local, state, and federal safety requirements, as well as with any safety rules and regulations set forth by the City of Hillsdale, at which it is performing the contracted work.

Possible ways to determine past compliance with such safety regulations include:

• Requesting copies of any citations for violations occurring within the last three years, to determine the frequency and type of safety laws violated.

• Having all bidders on jobs describe in detail their safety programs, infractions, accidents, and workers' compensation claims within the last three years.

This information will provide the City of Hillsdale with a solid background on that contractor's safety performance and adherence to safety rules and regulations.

Guidelines for Information Exchange

City of Hillsdale Guidelines for Information Exchange

Before contract work begins, the City of Hillsdale must:

Designate a representative to coordinate and communicate all safety and health issues with the contractor. The designated representative will have a copy of the work document, be thoroughly familiar with its contents, and with the safety and health aspects of the work, or know whom to call to obtain this information. The designated representative is responsible for ensuring that all company responsibilities listed below are carried out.

1. Provide a copy of the applicable safety policies and procedures to the contractor.

2. Inform the contractor of any emergency signals and personnel clearance procedures that may be put into operation in areas where the contractor's employees are working.

3. The contractor should be given the telephone numbers of any appropriate City of Hillsdale Project manager, the nearest hospital, ambulance service, and fire department.

4. Work directly with the contractor's designated representative, with whom all contacts should be made.

5. Review all contract requirements related to safety and health with the contractor's designated representative, including, but not limited to, rules and procedures, personal protective equipment (PPE), and special work permits or specialized work procedures.

6. Inform contractor's designated representative of the required response to employee alarms and notices.

7. Communicate thoroughly with the contractor's designated representative any safety and health hazards (particularly non-obvious hazards and hazard communication issues) known to be associated with the work, including those in areas adjacent to the worksite. Tell them it is the contractor's responsibility to convey this information to its employees.

8. Ensure that all affected employees of the city receive training on all hazards which the contractor may introduce.

During the contract work, the city must:

1. Limit, as necessary, the entry of city employees into contractor work areas.

2. Monitor the contractor's compliance with the contract throughout the duration of the work.

When checking contractor work during the project, note any negligent or unlawful act or condition in violation of safety standards or requirements. Any items noted should be brought immediately to the attention of the contractor's designated representative. However, if an unsafe act or a condition is noted that creates an imminent danger of serious injury, immediate steps should be taken to stop the unsafe act or condition. Do not allow work that is in violation of a regulation to continue.

3. Document all discussions, including place, time, and names of contractor employees involved.

4. For work for which the city has developed specific and generally applicable procedures, make sure contractors and their subcontractors follow the same procedures.

5. Obtain a copy of each OSHA recordable injury report from the contractor and subcontractor.

Investigate and report to the BPU Director and/or City Manager all personal injuries to contractor and subcontractor employees.

6. Investigate and report any property damage caused by a safety accident. Maintain a contractor accident report file.

Contractor Guidelines for Information Exchange

Before the contract work begins, the contractor must:

1. Designate a representative to coordinate all safety and health issues and communicate with the City of Hillsdale's designated representative.

2. Provide information to the designated representative on the safety and health hazards that may arise during the course of the contractor's work at the City of Hillsdale BPU and the means necessary to avoid danger from those hazards, including Hazard Communication and all other potential hazards.

3. Obtain from the City of Hillsdale any safety rules and regulations in effect at the site or potential hazards present that may affect the contractor's work.

4. Be certain to be informed of any emergency signals and personnel clearance procedures that may be put into operation in areas where the contractor's employees are working.

5. The contractor should be certain to have the telephone numbers of any appropriate City of Hillsdale Project Manager/Designee, the nearest hospital, ambulance service, and fire department.

6. Advise and train its employees on hazards associated with the work to be performed, including any Hazard Communication or other hazard information provided the contractor by the City of Hillsdale.

7. Keep the designated representative of the City of Hillsdale fully informed of any work that may affect the safety of the City of Hillsdale's employees or property. This includes complying with the state and federal right-to-know legislation and providing the designated representative appropriate material safety data sheets (MSDSs) or other required information about chemicals the contractor will bring onto the site.

8. Know who to call and what to do in emergencies, including where first aid and medical services are located and train employees on this.

During the contract work, the contractor will:

1. Have a designated site safety coordinator present and attentive to the work being carried out at all times that the contractors and/or subcontractors are working at the site.

2. Ensure that all subcontractors are abiding by the terms of this plan.

3. Perform its work while the plant or system is operating, if necessary, and establish necessary safe practices to permit work under operating conditions without endangering

Any person or property. This includes but is not limited to barricading, sign-posting, grounding, lockout/ tagout, etc.

4. Make sure that any equipment, chemicals, or procedures used by the contractor to perform contracted work meet all OSHA requirements.

5. Be held responsible and accountable for any losses or damages suffered by the City of Hillsdale and/or its employees as a result of contractor negligence.

6. Provide its employees with medical care and first-aid treatment.

7. Use only the plant or building entrance designated, and follow the facility access control practice, as applicable. The contractor also will ensure that each contractor employee is issued and wears some form of easily seen identification.

8. Provide supervisors and employees who are competent and adequately trained, including training in all health and safety aspects of the work involved in the contract.

9. Provide all tools and equipment for the work, including personal protective equipment (PPE), and ensure the equipment is in proper working order and employees are instructed in its proper use.

10. Maintain good housekeeping in the workplace.

11. Follow specific instructions supplied by this company should emergency alarms be activated.

12. Notify the designated representative immediately of any OSHA recordable injury or illness to contractor employees or subcontractor employees occurring while on the site of this company.

Provide a copy of each accident report to the designated representative.

13. Receive and use a copy of any applicable City of Hillsdale written safety policies and procedures.

14. After conclusion of the contract work, the contractor is responsible for cleaning all work areas and disposing of any discarded materials in a proper and legal manner.

Training Requirements

City of Hillsdale Requirements

City of Hillsdale makes sure that affected City employees receive training on all hazards to which they will be introduced by a contractor. In addition, we emphasize to the contractor that it is the contractor's responsibility to convey to its employees any safety information provided by the City of Hillsdale to the contractor.

Contractor Requirements

The contractor must:

• Train all workers on all safety and health hazards and provisions applicable to the type of work being done, and provide documentation of such training to this company's designated representative.

• Train employees on where to obtain first aid and medical services.

• Train employees on appropriate lockout/tagout procedures and the confined space program.

Recordkeeping Requirements

City of Hillsdale Requirements:

The designated representative will:

1. Have a copy of the contract on file and be thoroughly familiar with its contents, and with the safety and health aspects of the work.

2. Keep records of all training done with company workers regarding hazards to be caused by the contracting company.

3. Keep copies of any OSHA recordable injury and illness logs for the project, as well as copies of accident reports on all accidents that occur in the course of the project.

4. Keep records of all documentation of any sort given to you by the contractor, including records of training done, MSDSs, accident reports, etc.

5. Keep records of all documentation of any sort you give to the contractor, including list of hazards to train their employees on, MSDSs, etc.

6. Document all discussions, letters, memos, or other communications made to the contractor regarding safety issues, including place, time, and names of people involved.

7. Compile a report to the director of utilities if there arise any safety or health concerns with the project.

Contractor Requirements:

The contractor will:

1. Keep records of all training done with contract workers and all documentation provided to the contracting company regarding such training.

2. Have on file the telephone numbers of the appropriate City of Hillsdale manager, the nearest hospital, ambulance service, and fire department.

3. Have copies on-site of all material safety data sheets (MSDSs) or other required information about chemicals relevant to the work on-site.

4. Keep an OSHA recordable injury and illness log for the project, as well as copies of accident reports on all accidents that occur in the course of the project.

5. Assist utility workers in completing utility outage reports related to the contractor's actions.

City of Hillsdale The Contract

This contract, made the XX day of XX, 20XX by and between XXXX of XXXX, hereinafter called the “Contractor” and the City of Hillsdale, Michigan, hereinafter called the “Owner.”

Witnesseth Whereas, SCOPE OF PROJECT; and the contractor has agreed to the same for the consideration herein named, the contractor and the owner agree as follows:

Article 1 - The Work - It is agreed that the contractor shall furnish all the materials and equipment and perform all of the work shown on the drawings and described in the specifications entitled, TITLE OF PROJECT, prepared by the City of Hillsdale, City Engineer, and in these contract documents entitled “the Engineer;” and shall do everything required by the contract documents;

the contract documents being hereby defined to include the contract, bonds, drawings, specifications, detailed and general, proposal, instructions to bidders, advertisement and any supplements thereto agreed to by both parties.

Article 2 - Alterations - It is agreed that the contractor shall make alterations to the work under this contract, as the owner may especially order in writing. Compensation for such alterations shall be determined by the unit prices stipulated in the proposal hereof where appropriate, or by lump sum or unit prices mutually agreed upon at the time by the owner and the contractor.

The owner at his discretion may furnish to the contractor any materials or supplies or transportation required for extra work. The contractor shall not be entitled to any allowance for percentage on account of materials or supplies or transportation so furnished.

It is agreed that all work that may be ordered by the owner and performed under the provisions of this article shall be done by the contractor in an effective and workmanlike manner and shall be subject to the same restrictions and liabilities as those which apply to the general work of this contract; and the contractor shall be responsible for the maintenance and protection of such work until the time of the final acceptance of the entire job by the owner.

It is further agreed that no claim against the owner on account of alterations shall be valid unless such work has been previously ordered in writing and unless such claim has been presented for payment as soon as practicable after the completion of such work and before the making up of the final estimate.

Article 3 - Time - It is agreed that the contractor shall begin work under this contract within

XX days after the delivery of the signed contract to the contractor and that he shall prosecute it in such manner as will bring the entire work to completion by XXXXXX, 20XX, prior to the beginning of work, with consideration to Article 4 of this contract. The time of beginning, rate of progress, and date of completion are considered essential elements of the contract.

Article 4 - Extension of Time - It is agreed that if the contractor shall be avoidably delayed in beginning or fulfilling this contract by reason of excessive storms or floods, or by acts of providence, or by general strikes, or by court injunction, or by stopping of work by the owner because of any emergency or public necessity, or by reason of alterations ordered by the owner, the contractor shall have no valid claim for damages on account of any cause or delay; but he shall in such case be entitled to such an extension of the time limits specified in Article 3 herein, as the superintendent shall adjudge to be just and reasonable; provided, however, that formal claim for such extension shall be made in writing by the contractor within a week after the date upon which such alleged cause or delay shall have occurred.

Article 5 - Liquidated Damages - It is expressly covenanted and agreed that time is and shall be considered of the essence of the contract. In the event that the contractor shall fail to perform the entire work agreed to be performed under this contract or to perform any certain portions thereof for which definite stipulations have been agreed to by or at times herein mentioned or referred to in Article 3, or within some other certain date subsequent to this to which the time limit for the completion of the work may have been advanced under the provisions of Article 4, the contractor shall pay unto the owner…