Addendum 1 – RFP 26-013-Q

February 3, 2026

ADDENDUM #1

Joint Use Inspections, Make-Ready Requirements, and Pole Loading Analysis

RFP 26-013-Q

This addendum provides clarification to the solicitation document(s) for work only to the extent indicated herein.

Questions and Answers (in Blue Bold):

1. Turnaround Expectations / SLAs - Are there defined turnaround expectations (SLAs) for pre-inspections, post-inspections, pole loading analysis reviews, and make-ready determinations, or should bidders propose their own standard timelines? EWEB will comply with all NESC requirements and timelines.

2. Throughput Expectations - The RFP references approximately 42 Pole Attachment (PA) applications per month. Should this be interpreted as a target service-level expectation or as historical volume only? Historical volume only.

3. Surge Capacity - During peak telecom build periods, what level of simultaneous volume does EWEB realistically expect the consultant to handle? We can guestimate in 2024 we had 6068 poles, roughly 117 per week. EWEB would like the proposer to provide information on how much they can handle, sizes of crews.

4. Field Data vs. GIS Authority - If field measurements conflict with EWEB GIS data, which source governs final pole loading and clearance determinations? Field measurements done by EWEB or our contractor will govern.

5. Drive-By vs. Detailed Field Inspections - Under what circumstances are drive-by inspections acceptable versus situations where detailed field measurements or enhanced inspections are expected? If a pole looks clean and looks within standard by driving by, then that is fine. If attachments look too close together or if there might be a violation, we will need measurements.

6. Make-Ready Scope Boundary - Is the consultant’s role limited to identifying make-ready needs, or does EWEB expect design-level make-ready solutions such as guying, anchor placement, or attachment rearrangements? At this time, EWEB would like make-ready needs and measurements.

7. Dispute Handling with Attaching Entities - When attaching entities dispute make-ready findings or requirements, what is the expected role of the consultant in supporting resolution? EWEB will review and handle all disputes with comm companies. EWEB may need contractor to assist with review or confirmation of measurements and findings.

8. NJUNS Access Timing - Will NJUNS access be provided at contract award or at Notice to Proceed, and are there any usage constraints bidders should plan for? EWEB will provide access upon contract award with limited constraints.

9. Non-Productive Site Visits - If a field visit cannot be completed due to access issues or inaccurate application data, how should that time be handled contractually and financially? If a field visit cannot be completed due to access issues or inaccurate application data, the visit will not be compensated as a completed service. Reasonable, pre-approved expenses already incurred may be reimbursed at actual cost, and the approach to handling such situations may be negotiated at contract execution.

10. Joint Walk-Outs - Joint walk-outs are noted as occurring approximately five times per year. Are these included in base scope, considered ad-hoc and billable, or handled on an as-needed basis with multiple stakeholders? EWEB does not anticipate joint walk-outs. It is listed only as a possibility under pre-construction meetings, if needed. We do not see need at this time.

11. Pricing Structure Expectations - Should pricing be proposed as unit rates, hourly rates, or a hybrid structure, and will pricing be evaluated separately from technical scoring? Provide a billing rate / hourly schedule for employees and equipment work by category with mobilization costs embedded. The pricing scenarios will be the only component of pricing awarded points.

12. Rate Escalation Over the Contract Term - Does EWEB anticipate allowing rate adjustments or escalators over the five-year contract term? See Section 1.4 of the solicitation. Proposer may include proposed revisions to the sample contract with their proposal.

13. Definition of Success - At the end of year one, what would define a highly successful program from EWEB’s operational perspective? Success would be meeting NESC requirements for responding to tickets, and efficient and effective communication between EWEB and our contractor.

14. Is this a single-vendor or multi-award contract? This will be a single award contract.

15. Does EWEB anticipate any expedited or emergency requests? EWEB always considers the possibility of storm events creating the need for emergent or expedited requests, although very few are anticipated.

16. Are there performance metrics or penalties tied to schedule, backlog, or quality? Not at this time.

17. Are engineering stamps or PE oversight required for construction prints? EWEB will require stamps for pole loading analysis and any distribution or transmission make ready designs. Stamps will not be required for comms only make ready work.

18. Is there a requirement to have deliverables signed by an Oregon Professional Engineer? See questions 17 answer.

19. When reviewing PLAs or supporting data prepared by third parties, is the proposer expected to independently validate the underlying assumptions and input data (including field verification), or may the proposer rely on the accuracy and completeness of the information as provided? PLA should be stamped by a PE. Unless EWEB is validating the data first, contractor should validate the underlying assumptions as EWEB often receives incorrect data.

CLOSING DATE AND TIME

Remains unchanged.

This addendum constitutes a MATERIAL CHANGE to the bid. ITS RECEIPT BY THE PROPOSER IS TO BE ACKNOWLEDGED BY A SIGNATURE AND RETURNING A COPY OF THE ADDENDUM WITH ITS RESPONSE OR

BY CIRCLING THE ADDENDUM NUMBER IN THE APPROPRIATE AREA ON THE PROPOSAL FORM.

Addendum prepared by:

Kristin Kokkeler, Purchasing Analyst

The undersigned hereby acknowledges receipt of this Addendum and agrees to be bound by the conditions therein.

Company Name: ________________________________

Signature: ______________________________________ Date __________________________

End of Addendum