ANNUAL_CONTRACT_FOR_CRANE_RENTAL_SERVICE_(Addendum_#4_Revision).pdf

ITB 2026-012

ANNUAL CONTRACT FOR CRANE RENTAL SERVICE

Gainesville Regional Utilities

301 SE 4th Avenue

Gainesville, FL 32601

Attachments:

A - Contract_Sample_Document

1. Instructions

It is the bidders responsibility to read and understand all instructions in this section.

1.1. Definitions for Instructions

• Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

• Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

• Bid: The written response to a Solicitation.

• Due Date: The date the response is due.

• Evaluation: is the systematic review, analysis, and scoring of bid or proposal submissions to determine the extent to which each submission meets the requirements, specifications, and evaluation criteria established in the solicitation, for the purpose of identifying the most responsive and responsible bidder or the proposal that provides the best value to the agency.

• Non–Responsive: A response that does not meet the material requirements of the solicitation.

• Redacted: The censoring of part of a Response.

• Respondent: An individual or business entity that submits a response to a Solicitation.

• Response: A written document submitted by a Respondent in reply to Solicitation.

• Responsible: has the capability to perform the contract requirements in all respects, including the experience, integrity, reliability, capacity, facilities, equipment, and good credit.

• Responsive: has submitted a bid which fully conforms in all material respects to the solicitation’s requirements.

• Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid, Request for Proposal, Request for Quotation, or Request for Statement of Qualifications.

• Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

1.2. Authorized Procurement Representative

The Procurement Representative for this Solicitation/Contract is Robbin Odowski; phone: 352-393-1209;

email: odowskirr@gru.com. Respondents shall submit all inquiries regarding this bid via GRU e- Procurement Portal, located at https://procurement.opengov.com/portal/GRU. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on GRU e-Procurement Portal.

Respondents shall click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

General Solicitation Document #ITB 2026-012 Title: ANNUAL CONTRACT FOR CRANE RENTAL SERVICE

1.3. Examination of Solicitation Documents and Work Site

Prior to responding to the Solicitation, Respondents are responsible for the following: (a) examining the Solicitation thoroughly, (b) if applicable, visiting the work site to become familiar with local conditions that may affect the cost, progress, performance of furnishing the Work, (c) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (d) studying and carefully correlating Respondent’s observations with the Solicitation, and (e) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to GRU Procurement at least seven (7) business days prior to the Response due date.

1.4. Interpretations and Addenda

All questions about the meaning or intent of the Solicitation are to be directed to the Procurement Representative, unless stated otherwise in the Solicitation. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda sent to all parties recorded as having received the Solicitation. Questions received less than seven (7) business days prior to the Response due date/time may not be answered by the Procurement Representative. Only questions answered by formal written Addenda will be binding.

Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement Representative.

Addenda issued by GRU prior to the Solicitation due date/time are considered binding as if written into the original Solicitation. Respondents are responsible for ensuring that all addenda have been received prior to submitting their Response.

1.5. Response Preparation

The Pricing Response Form is included in the Solicitation and should be used to submit pricing information, providing a price for all items listed on the form, unless noted otherwise.

All blanks on the Respondent’s Certification Form must be legibly completed in ink (computer printed, typed or handwritten).

A Response submitted by a corporation must be executed in the corporate name by the president, a vice-president, or other corporate representative and accompanied by a document showing authorization of such person’s authority. Include the physical address and state of incorporation. A Response submitted by a partnership must be executed in the partnership name and signed by a partner, whose title must appear under the signature, and the physical address of the partnership must be shown below the signature.

The names of individuals included on the Respondent’s Certification Form must be legibly printed below signatures (computer printed, typed or handwritten).

Respondent must acknowledge receipt of all addenda using the space provided on the Respondent’s Certification Form.

Costs for developing a response to the Solicitation are the sole obligation of the Respondent.

Respondent’s pricing must include applicable taxes on items purchased or manufactured by Respondent for the project. GRU is exempt from Florida sales taxes for certain purchases. A “Consumer’s Certificate of Exemption” is available at www.gru.com.

1.6. Price

The price stated on the Pricing Response Form is firm. Any additional charges that were not included in the Response will not be paid by GRU unless approved in writing by an authorized GRU representative.

Subsequent to contract formation, pricing inconsistencies on invoices may be grounds to cancel the contract.

If the Respondent offers discounted pricing, such as prompt payment discounts or volume discounts, it must be clearly stated and explained on the Pricing Response Form. Such discounts, if applicable, will not be used in determining award of the Solicitation.

1.7. Deviations from Specifications

Any deviation from this Solicitation must be provided and explained in detail with the Response.

Deviations must be explained on a separate page labeled “Exceptions and Clarifications” and included with the Response. Each exception and clarification must correspond to the specific referenced section in the Solicitation. Otherwise, the Response will be considered in strict compliance with the Solicitation and the selected Respondent will be held accountable for compliance with the Specifications.

GRU reserves the right to waive exceptions and clarifications to the Solicitation if determined by GRU to be in GRU’s best interest.

1.8. Exceptions and Clarifications

While a responsive bid meets all material requirements of the solicitation, GRU may waive non-material requirements. Some requirements cannot be waived without adversely impacting the competitive bid process. If, during bid evaluation, there is any doubt as to the materiality of any exception or clarification, Utilities Purchasing and/or the Utilities Attorney shall be consulted before acceptance of a bid. Similarly, a bid will not be rejected without such consultation.

1.9. Distribution of Information

GRU requires electronic submission of bids and proposals. Submit electronic responses via GRU e- Procurement Portal: https://procurement.opengov.com/portal/GRU. By way of the e-Procurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

The OpenGov portal allows the following:

a. Access procurement documents and related information.

b. Receive automatic and instant notifications of government opportunities.

c. Download solicitation documents and specifications online.

d. Submit your bids and proposals online.

e. See all the forms and documents you need to complete in one place.

f. Receive and respond to government requests for quotes immediately.

g. Automatic notification of awards.

http://www.gru.com/ https://procurement.opengov.com/portal/GRU

For more information about OpenGov, visit https://procurement.opengov.com.

It is the responsibility of the vendor to regularly monitor GRU's eProcurement Portal. Respondents shall click “Follow” on this solicitation to receive all email notifications when answers are posted, addenda issued, & other solicitation notices.

Ultimately, it is the sole responsibility of each respondent to periodically check the site for any addenda at https://procurement.opengov.com/portal/GRU. Vendor failure to retrieve available, required procurement information and include the appropriate documentation and information in solicitation responses may result in disqualification.

1.10. Solicitation Response

Bids may be received up to but not later than 2:00 pm on Wednesday, July 1, 2026 via GRU e- Procurement Portal located at https://procurement.opengov.com/portal/GRU. GRU e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. Gainesville Regional Utilities strongly recommends completing your response well ahead of the deadline. By way of the e-Procurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Responses will be electronically unsealed publicly opened at the time and place indicated in the Solicitation and will be available for inspection upon notice of award or intended Award, or within thirty

(30) calendar days after the opening of Responses, whichever occurs first. Prices may be publicly disclosed on GRU’s eProcurement Portal at the sole discretion of GRU Procurement.

The Respondent’s Certification Form must be submitted with the Response. If required, a Bid Bond and other documents must be provided with the Response. If a Bid Bond is required by the Solicitation and not included the response will be deemed non-responsive.

A “No-Bid” Response can be submitted for those who choose not to participate in the Solicitation. This designation can be submitted in GRU’s eProcurement Portal:

https://procurement.opengov.com/portal/gru/projects/231882

1.11. Submitting Questions and Receiving Answers

Respondents shall submit all inquiries regarding this bid via GRU e-Procurement Portal, located at https://procurement.opengov.com/portal/GRU. Please note the deadline for submitting inquiries: 4:00 am on Wednesday, June 24, 2026. All answers to inquiries will be posted on GRU e-Procurement Portal.

Respondents shall click “Follow” on this solicitation to receive all email notifications when answers are posted, addenda issued, & other solicitation notices. It is the responsibility of the respondent to check the website for answers to inquiries.

Addenda Notification and Acknowledgement Addenda Notification:

Respondents are required to register for an account via GRU e-Procurement Portal hosted by OpenGov.

Once the respondent has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each respondent to periodically check the site for any addenda at https://procurement.opengov.com/portal/GRU.

1.12. Cancellation of Solicitation

Procurement may determine, at its sole discretion, that it is in GRU's best interest to cancel a solicitation before the bid due date, either for the purpose of reissuing the solicitation or because there is no longer https://procurement.opengov.com/ https://procurement.opengov.com/portal/gru/projects/231882 https://procurement.opengov.com/portal/GRU https://procurement.opengov.com/portal/GRU https://procurement.opengov.com/portal/gru/projects/231882 the need for the equipment, materials or services. Any responses to the solicitation received by Procurement will not be opened but will be maintained pursuant to the State of Florida’s Records Retention Schedules, as may be modified from time to time.

1.13. Modification or Withdrawal of a Response

Changes to a vendor’s bid submittals in GRU's eProcurement Portal can be made up to the deadline date for the bid submittal.

After responses have been opened, corrections to the response are permitted only to the extent that:

a. Respondent can show by clear and convincing evidence that there was a material and substantial mistake in the preparation of its Response;

b. the nature of the mistake is evident; and

c. the intended pricing is evident.

1.14. Rejection of Bids/Termination of Contract

Previously solicited and/or accepted bids may be rejected or acceptance revoked prior to beginning of performance upon discovery by GRU that the bidder or its affiliates have committed any act which would have been cause for debarment, or were on the convicted vendor list prepared under the provisions of F.S. 287.133, as amended, at or prior to the acceptance of the bid.

If GRU discovers, after a contract is awarded and performance has begun, that the bidder or its affiliates have committed any act subsequent to or prior to award or acceptance which would have been cause for debarment had it been discovered prior to award or acceptance, GRU may consider such to be a material breach of the contract and such shall constitute cause for termination of the contract.

1.15. Cancellation of Award

Cancellation occurs when an issued purchase order or executed contract is voided, rescinded or terminated, or the delivered goods or work are rejected. If defective goods are received, an order is incorrect, or work is not performed in accordance with specifications, the user department shall contact Procurement before taking any action. In addition, departments must contact Procurement for assistance with canceling any purchase order or contract.

Even after a bid has been awarded, Procurement may cancel the award or executed contract based on a bid error and may take action to reject performance when appropriate. If the contract is canceled at the request of the vendor, the vendor may be required to reimburse GRU for the difference between its bid and the next low bid.

1.16. Terms of Award

Award will be made to the lowest, responsive, responsible Respondent.

a. GRU reserves the right to reject any and all Responses, or any part thereof, to waive any and all informalities or irregularities, and the right to disregard all nonconforming, nonresponsive, unbalanced or conditional Responses. A responsible Respondent and any selected subcontractors, suppliers, other persons, and/or organizations proposed to perform or furnish the Work have the capacity in all respects to fully perform the Contract requirements and the experience, integrity, reliability, capacity, facilities, equipment, and credit to ensure good faith https://procurement.opengov.com/portal/gru/projects/231882 performance, such capacity and responsibility to be determined solely by GRU. GRU may conduct such investigation as GRU deems necessary to establish the responsibility, qualifications and financial ability of Respondent(s), proposed subcontractors, material suppliers, individuals, or entities to perform the Work in accordance with the Contract. Such information may include, but shall not be limited to, current financial statements, bank records, verifications of availability of equipment and personnel and past performance records.

b. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

c. If the Contract is awarded, GRU will give the successful Respondent a Notice of Intent to Award within sixty (60) calendar days after the Solicitation due date. All Responses must remain valid for sixty (60) calendar days from the Solicitation due date.

d. When GRU gives a Notice of Award to the successful Respondent, it will be accompanied by the required number of unsigned counterparts of the Contract (or Purchase Order, as applicable) with all attachments. Within fifteen (15) calendar days thereafter, Respondent must sign and deliver the required number of counterparts of the Contract, attachments, and required Bonds, if applicable. GRU will ultimately provide a fully signed counterpart to the Respondent.

e. Failure on the part of the successful Respondent to execute a Contract within fifteen (15) calendar days after the notice of acceptance may be just cause for annulment of award.

f. GRU may then accept the Response of the next lowest, responsive, responsible Respondent or re-advertise the Solicitation. If the next lowest, responsive, responsible Response is accepted, this acceptance will bind such Respondent as though it was the original successful Respondent.

g. Protests in respect to the intended award must be filed within three (3) calendar days of notice.

It is the Respondent’s duty to be informed of the intended award and GRU’s protest procedures.

1.17. Responsible/Responsive Bidder

A responsible bidder has the capability to perform the contract requirements in all respects, including the experience, integrity, reliability, capacity, facilities, equipment, and good credit, which will help assure good faith performance. A bidder’s qualifications may be considered in making an award recommendation. GRU has the right to verify the qualifications of a bidder as GRU deems appropriate either before or after the bid opening.

A responsive bidder has submitted a bid which fully conforms in all material respects to the solicitation’s requirements, as determined solely by GRU. “Material” respect refers to factors of importance which help to ensure that the bidder will adequately comply with the prerequisites of the solicitation by performing the work in the manner specified, or providing equipment or goods meeting specifications.

If GRU determines either that a bidder is not responsible, or the bid submitted is nonresponsive, written notice will be sent by the Purchasing representative to the bidder, setting forth the basis of the finding.

The failure of a bidder to promptly supply such information to support their company’s capabilities as may be requested by the Purchasing representative may be grounds for GRU to determine that the bidder is not responsible. Similarly, the failure of a bidder to promptly supply information in connection with an inquiry may be grounds for a determination of non-responsiveness.

GRU may, in the exercise of its sole discretion, require a prequalification process in connection with any bid. In such case, a prequalification form is sent to bidders to complete which helps GRU assess the bidder’s qualifications and experience. Bidders are notified whether or not they qualify to participate in the solicitation. The form may also be modified for submittal with the bid response based on the type of goods or services needed. If a prequalification process is not used, GRU may also elect to award the solicitation based on an evaluated process.

1.18. Notification of Award

Purchasing will notify bidders of the recommended award of the contract with reasonable promptness.

The notification will be through an award letter, issuance of a purchase order, execution of a contract or other appropriate means of communication. Purchasing will be responsible for obtaining required submittals from the successful bidder such as the insurance certificate, bonds, purchase order acceptance or contract, as required.

1.19. Multiple Awards

If bid documents provide for award to more than one bidder, multiple awards may be made to bidders under one solicitation. The provision to make multiple awards should be considered when it appears likely that the equipment, materials, or services available from a sole bidder will not meet the needs of GRU or it is in the best interest of GRU to purchase from multiple vendors.

1.20. Term of Contract

The term of this Contract shall commence on the July 1, 2026 and terminate on June 30, 2029.

Upon mutual agreement between Parties, this contract may be renewed for One (1) three (3) year additional years.

Beyond the extensions described above, this Contract may be extended for an additional six (6) months to allow for completion of a new solicitation.

1.21. Lobbying

To ensure fair consideration and consistent and accurate dissemination of information for all proposers, GRU prohibits communication to or with any department, employee, or agent evaluating or considering the proposals during the submission process, except as authorized by the contact person. During the blackout period no person may lobby, as defined herein, on behalf of a competing party in a particular procurement process, GRU officials or employees except the Procurement designated staff contact in the Procurement Department. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred. Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by GRU officials and employees, except as authorized by procurement documents.

1.22. Blackout Period

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

1.23. Collusion

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered for this Solicitation. Submission of more than one response may result in the rejection of all responses from the Respondent.

Respondent, by signing the Respondent’s Certification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any GRU officer or employee to secure favorable treatment with respect to being awarded this Contract.

1.24. Affirmative Socioeconomic Steps

If subcontracts are to be let, the prime contractor is required to take all necessary steps identified in 2 C.F.R. §200.321(b)(1)-(5) to ensure that small and minority businesses, women’s business enterprises, and labor surplus firms are used when possible. Those steps are outlined below:

a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists.

b. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever there are potential sources.

c. Dividing total requirements, when economically feasible, into smaller task or quantities to permit maximum participations by small and minority businesses, and women’s business enterprises.

d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises.

e. Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of

Commerce.

Definitions:

Small Business (SBE): A business that is independently owned and operated and is qualified as a small business under the Small Business Administration criteria and size standards at 13 C.F.R. Part 121.

Women’s Business Enterprise (WBE): A business enterprise that is (a) at least 51% owned by one or more women, or in the case of a publicly owned business, at least 51% of the stock is owned by one or more women; and (b) whose management and daily operations are controlled by one or more women.

(13 C.F.R. Part 127)

Minority Business (MBE) : A business that is (a) at least 51% owned by one or more minority group members, or in the case of a publicly owned business, at least 51% of the stock is owned by one or more minority group members; and (b) whose management and daily operations are controlled by one or more minority group members. (13 C.F.R. § 124.103, 13 C.F.R. § 124.102, and 13 C.F.R § 124.105).

Labor Surplus Area (LSA): A locality, defined by the Department of Labor’s Employment and Training Administration, that has a civilian average annual unemployment rate during the previous two calendar years of 20% or more above the average annual civil unemployment rate for all states during that same period. (20. C.F.R. §§ 654.4-654.5). There is an “Exceptional Circumstance Consideration Provision” that allows a civil jurisdiction to ask for inclusion in the LSA list after it is published, due to events such as COVID-19, natural disasters, and other adverse economic changes.

Labor Surplus Area Firm (LSAF): A firm that together with its first-tier subcontractors will perform substantially in LSAs as identified by the Department of Labor in accordance with 20 C.F.R. §

654. Performance is substantially in LSAs if the costs incurred under the contract on account of manufacturing, production, or performance of appropriate services in labor surplus areas exceed 50% of the contract price (40 C.F.R. § 33.103).

1.25. Debarment/Suspension/Termination

The Procurement representative is authorized to suspend a vendor from consideration for award of contracts if there is probable cause to believe that the vendor has engaged in activity which might lead to debarment. The suspension shall be for a period not to exceed three months. After reasonable notice to the vendor involved and reasonable opportunity for that vendor to be heard, the Procurement representative, after consulting with the GRU Attorney, is authorized to debar a vendor for cause from consideration for award of contracts. The debarment shall be for a period of not more than three years.

The causes for debarment include:

a. Conviction for commission of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract, within five years of a proposed award;

b. Conviction under State or Federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty which currently, seriously, and directly affects responsibility as a GRU contractor, within five years of a proposed award;

c. Conviction under state or federal antitrust statutes arising out of the submission of bids or proposals, within five years of a proposed award;

d. Violation of contract provisions, as set forth below, of a character which is regarded by the

Procurement representative to be so serious as to justify debarment action, within five years of a proposed award:

i. Deliberate failure without good cause to perform in accordance with the specifications or within the time limit provided in the contract; or

ii. A record of failure to perform or of unsatisfactory performance in accordance with the terms of one or more contracts; provided that failure to perform or unsatisfactory performance caused by acts beyond the control of the contractor shall not be considered to be a basis for debarment.

e. For any provision of, or offer, gift or agreement to provide, any gratuity, kickback or offer of employment to any current or former GRU employee in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase requisition, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal, within three years of a proposed award;

f. For any payment, gratuity, kickback or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order, within three years of a proposed award;

g. For retaining a person or soliciting or securing a GRU contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business, within three years of a proposed award;

h. During the period of a contract with GRU, employing, or offering employment to, any current

GRU employee participating directly or indirectly in the procurement process, within three years of a proposed award;

i. Any other cause the Procurement representative determines to be so serious and compelling as to affect responsibility as a GRU contractor, including debarment by another governmental entity for any cause listed in this Section.

REJECTION OF BIDS/TERMINATION OF CONTRACT

Previously solicited and/or accepted bids may be rejected or acceptance revoked prior to beginning of performance upon discovery by GRU that the respondent or its affiliates have committed any act which would have been cause for debarment, or were on the convicted vendor list, at or prior to the acceptance of the bid.

If GRU discovers, after a contract is awarded and performance has begun, that the respondent or its affiliates have committed any act subsequent to or prior to award or acceptance which would have been cause for debarment had it been discovered prior to award or acceptance, GRU may consider such to be a material breach of the contract and such shall constitute cause for termination of the contract.

2. Scope of Work

2.1. Purpose

The purpose of this Annual Contract is to provide crane rental services, with or without certified operators, to support construction, maintenance, repair, and emergency operations associated with electric, water, wastewater, natural gas, telecommunications, and related utility infrastructure operated by Gainesville Regional Utilities (GRU).

The Contractor shall furnish cranes, qualified operators, rigging equipment, transportation, supervision, and related services on an as-needed basis.

2.2. Scope

The Contractor shall furnish all labor, supervision, equipment, materials, transportation, fuel, maintenance, tools, permits, and incidentals necessary to provide safe and reliable crane rental services.

Services may include, but are not limited to:

• Mobile hydraulic crane rental

• Boom truck crane services

• Rough terrain crane services

• Crawler crane services

• All-terrain crane services

• Specialized lifting and rigging services

• Emergency response services

• Delivery, setup, operation, dismantling, and removal of equipment

• Certified crane operators and rigging personnel, when requested

• Signal persons and riggers compliant with applicable OSHA requirements

Crane capacities may range from approximately 15 tons to 300+ tons, as required by GRU.

2.3. Equipment Requirements

The Contractor shall maintain a fleet of cranes and related equipment in safe operating condition and compliant with all applicable federal, state, and local regulations.

The Contractor shall be capable of providing equipment including, but not limited to:

Equipment Type Typical Capacity Range

Boom Trucks 15–45 Tons

Hydraulic Truck Cranes 40–300 Tons

Rough Terrain Cranes 30–150 Tons

Crawler Cranes As Needed

Specialty Lifting Equipment As Needed

All equipment shall:

• Meet OSHA requirements

• Meet manufacturer inspection and maintenance requirements

• Have current annual inspections available upon request

• Be equipped with all required safety devices and load charts

• Arrive clean, operational, and ready for service

2.4. Operator Qualifications

When operated equipment is requested, crane operators shall:

• Hold current NCCCO certification or equivalent

• Possess all licenses required by the State of Florida

• Be trained in OSHA crane safety requirements

• Have a minimum of three (3) years of experience operating the type of crane provided

• Wear appropriate personal protective equipment (PPE)

The Contractor shall provide proof of certifications and qualifications upon request.

2.5. Response Time

The Contractor shall provide services on an as-needed basis during normal business hours and for emergency situations.

Normal Service Requests

The Contractor shall respond within:

• Twenty-four (24) hours for scheduled work, unless otherwise approved

Emergency Service Requests

The Contractor shall provide emergency response:

• Twenty-four (24) hours per day

• Seven (7) days per week

• Including holidays

Emergency response time shall be within:

• Two (2) to four (4) hours after notification, unless otherwise approved by GRU.

2.6. Scheduling and Coordination

All work shall be coordinated through GRU’s designated representative. The Contractor shall:

• Confirm equipment availability

• Coordinate delivery and site access

• Comply with all site-specific safety and operational requirements

• Participate in pre-lift meetings when required

2.7. Safety Requirements

The Contractor shall comply with all applicable safety regulations including, but not limited to:

• OSHA 29 CFR 1926 Subpart CC

• OSHA 29 CFR 1910

• Applicable Florida safety regulations

• Utility/site-specific safety requirements

The Contractor shall:

• Conduct required equipment inspections

• Use qualified rigging personnel

• Maintain traffic control when necessary

• Immediately report accidents, incidents, or property damage

GRU reserves the right to stop work for unsafe conditions.

2.8. Permits and Compliance

The Contractor shall obtain and pay for all permits, licenses, and fees necessary to perform the work unless otherwise specified by GRU.

The Contractor shall comply with:

• Federal regulations

• State of Florida laws

• Local ordinances

• Department of Transportation requirements for oversize loads

2.9. Work Locations

Services may be required at various facilities and project sites within GRU's service area, including:

• Power generation facilities

• Water/wastewater treatment facilities

• Substations

• Administrative facilities

• Construction sites

• Rights-of-way

2.10. Pricing

Pricing shall be firm for the initial contract term and shall include:

• Hourly equipment rates

• Minimum Charge Per Day Rate

• Daily/Weekly/Monthly Rates

• Operator rates

• Operator Travel Rates (if applicable)

• Mobilization/demobilization

• Standard Rates

• Overtime rates

• Double-time rates

• Standby rates

• Emergency response rates

• Fuel charges, if applicable

Billing shall begin upon arrival at the job site unless otherwise approved.

2.11. Performance Requirements

The Contractor shall:

• Perform services in a timely and professional manner

• Provide reliable and properly maintained equipment

• Maintain adequate staffing and equipment availability

• Replace defective or unsafe equipment immediately upon request

Failure to meet performance standards may result in termination of the contract.

2.12. Invoicing

Invoices shall include:

• Date of service

• Job location

• Equipment used

• Hours worked

• Operator name

• Purchase order or work authorization number

• Itemized charges

Supporting documentation shall be provided upon request.

2.13. Special Conditions

GRU does not guarantee any minimum quantity of work under this contract. Services shall be requested on an as-needed basis. GRU reserves the right to obtain services from other sources if required to meet operational needs.

2.14. Emergency Response

The Contractor shall be capable of responding to emergency requests, including:

• Storm restoration

• Infrastructure failures

• Equipment removal or installation following system outages

• Hazardous or unstable equipment removal

Emergency response may require 24-hour availability, including nights, weekends, and holidays.

2.15. Operator and Personnel Requirements

When crane operators are provided by the Contractor:

• Operators must be trained, qualified, and certified to operate the specific crane type.

• Operators must possess the knowledge, skills, and experience necessary to safely perform lifting operations.

Operators shall comply with federal requirements under 29 CFR 1926.1427, which requires crane operators to be trained, certified or licensed, and evaluated before operating covered equipment.

Operators must also:

• Follow all applicable rigging and signaling procedures

• Maintain communication with designated signal persons

• Conduct pre-lift safety inspections

2.16. Equipment Requirements

All cranes and lifting equipment shall:

• Be maintained in safe operating condition

• Meet manufacturer specifications

• Have all required safety devices operational

• Include load charts, manuals, and required documentation

• Certified rigging equipment

Contractor shall provide:

• Rigging gear

• Spreaders

• Slings

• Shackles

• Tag lines

• Safety devices

All equipment must be inspected regularly and documentation must be available upon request.

2.17. Inspection and Maintenance

The Contractor shall ensure cranes are inspected and maintained in accordance with:

• Manufacturer recommendations

• OSHA inspection requirements

• Applicable industry standards

Inspection documentation shall be provided to GRU upon request.

2.18. Federal Regulatory Compliance

The Contractor shall comply with all applicable federal regulations including, but not limited to:

OSHA Standards

• 29 CFR 1926 Subpart CC – Cranes and Derricks in Construction

• 29 CFR 1926.1427 – Operator training, certification, and evaluation

• 29 CFR 1910.179 – Overhead and gantry crane safety

These regulations require that crane operators be properly trained, certified, and evaluated before operating crane equipment.

2.19. Additional Applicable Federal Requirements

Where federal funding applies, the Contractor shall also comply with:

• Equal Employment Opportunity requirements (41 CFR 60)

• Contract Work Hours and Safety Standards Act

• Davis-Bacon Act (if applicable)

• Copeland Anti-Kickback Act

• Federal Occupational Safety and Health requirements

2.20. State of Florida Compliance

The Contractor shall comply with all applicable Florida laws including:

• Florida occupational safety requirements

• Florida motor carrier and transportation regulations

• Florida Department of Transportation oversize/overweight permitting requirements

• Local permitting requirements within the City of Gainesville

2.21. Permits and Transportation

The Contractor shall be responsible for:

• Securing transportation permits

• Oversize load permits

• Road use permits

• Traffic control requirements (if applicable)

2.22. Scheduling and Dispatch

GRU will issue work requests as needed.

The Contractor shall:

• Provide response within a reasonable timeframe

• Provide estimated arrival times

• Coordinate scheduling with GRU representatives

2.23. Contractor Responsibilities

The Contractor shall:

• Provide competent supervision

• Maintain safe work practices

• Coordinate with GRU personnel

• Protect GRU property and infrastructure

• Comply with all applicable environmental and safety regulations

2.24. Damage or Incident Reporting

Any incident involving:

• Property damage

• Equipment failure

• Injury

• Near-miss events must be reported to GRU immediately.

2.25. Documentation

Upon request, the Contractor shall provide:

• Operator certifications

• Equipment inspection records

• Maintenance records

• Lift plans (when required)

• Safety documentation

2.26. General Requirements

The selected contractor(s) shall provide as-needed crane services to support GRU electrical infrastructure projects, including the installation, removal, and relocation of power poles, transformers, switchgear, and other electrical equipment. The contractor shall furnish all necessary equipment, personnel, and materials to perform the work safely and efficiently in accordance with applicable industry regulations and City requirements. The work covered in these Specifications shall be at various locations throughout the Alachua County and GRU territory.

The contractor shall:

• Provide crane services on an as-needed basis, including scheduled work and emergency response.

• Supply appropriately sized cranes, rigging equipment, and certified personnel to safely lift and position power poles, transformers, switchgear, and related equipment.

• Ensure compliance with OSHA, CAL/OSHA, ANSI, and other applicable safety regulations for all lifting and rigging operations.

• Provide qualified and certified crane operators and rigging personnel with experience in utility infrastructure work.

• Coordinate with PWP crews to ensure safe and efficient execution of work.

• Maintain equipment in good working condition, with routine inspections and compliance with manufacturer specifications.

• Be available for both regularly scheduled work and emergency response, with response times specified in the contract.

• Obtain and maintain all necessary permits, licenses, and insurance coverage as required by the

City and regulatory agencies.

• Provide detailed lift plans for complex or high-risk lifts, as requested by PWP.

The resulting contract(s) will be for a multi-year term, with work performed on an as-needed basis.

Bidders must demonstrate experience in utility-related crane operations and provide proof of appropriate licensing, certifications, and insurance coverage.

2.27. Hours of Operation

Normal work hours are Monday thru Friday, excluding holidays, between the hours of 7:00 A.M. and 5:00 P.M. Overtime is any work time performed outside the hours of 7:00 A.M. to 5:00 P.M.

2.28. Emergency Response Services

The vendor must be available for rapid response to provide emergency crane services for unforeseen events affecting the power distribution system.

Response Time Requirements:

• 4-Hour Response Time – Applies to 15- to 90-ton cranes.

6-8 Hour Response Time – Applies to 120+ ton cranes, allowing for additional transport and setup time.

Emergency services include, but are not limited to:

• Storm Response – Assisting in power restoration by replacing poles, transformers, and electrical equipment damaged by high winds, flooding, or other natural disasters.

Traffic Accident Recovery – Removing damaged poles and electrical equipment after vehicle collisions to ensure safe and efficient site clearance.

Equipment Failure Response – Providing immediate crane support for transformer or switchgear failures requiring replacement to restore electrical service.

Fire-Damaged Infrastructure Removal – Hoisting and removing power poles, transformers, and electrical enclosures damaged by fire.

Structural Failure Mitigation – Assisting with stabilization and controlled removal of structurally compromised electrical infrastructure.

Contractor Responsibilities:

• Provide a dedicated emergency point of contact (POC) with 24/7 availability for dispatching emergency services.

• Ensure all required permits are secured in advance or expedited when necessary.

• Maintain pre-positioned equipment or rapid mobilization capabilities to meet response time commitments.

• Confirm crane and crew availability before accepting an emergency dispatch request.

• Failure to meet response time requirements may result in disqualification from future emergency work.

2.29. Special Requirements/Responsibilities/Procedures

• The contractor shall obtain all necessary Road and Traffic permits from the City’s Transportation and Police Departments to execute the work for all their cranes or any heavy / over-size equipment.

• Contractor shall comply with the applicable safety provisions of OSHA.

• The Contractor shall comply with all applicable federal, state, and local laws and regulations concerning the use/operation of cranes or any other heavy equipment to be used.

• Upon notice of a project, the Contractor shall contact the PWP project lead or PWP Project

Manager for the specific project within 24 hours to coordinate the activities related to the specific task and schedule a joint job-site inspection.

• Contractor shall always comply with City Traffic Control Requirements as applicable.

• Before starting work, the Contractor shall designate an authorized Field Supervisor who shall have the authority to represent and act for the Contractor.

• The authorized Field Supervisors of the Contractor shall have the responsibility of explaining the work procedure and the crane operations to his or her staff for each individual service order after the walk-thru meeting (s) with the City supervisor on the job.

• Contractors’ authorized Field Supervisor shall always examine the local conditions for proper clearances for operation of all equipment and take all measures needed to accomplish the project/job in a Safe manner.

2.30. Rental Hourly Rate and Minimum Rental Time

Rental time is based on equipment being in service at the City facility. The cost per hour bid shall be inclusive of the following: equipment, operator, fuel, and standard setup. The City will not pay additional charges for operator travel time, standby time, or administrative fees.

2.31. Bid Item Categories & Pricing Structure

The following bid item categories define the scope of services required for crane rental operations.

Bidders shall provide unit pricing for each applicable category.

Multi-Year Pricing Structure This contract includes three bid tables:

• Contract Year 1 Pricing

• Contract Year 2 Pricing

• Contract Year 3 Pricing

Bidders must submit pricing for all three contract years in the appropriate tables. If a bidder anticipates price adjustments over the contract term, they should reflect these changes in the Contract Year 2 and Contract Year 3 tables accordingly. If pricing remains the same for all three years, bidders may repeat the same values in each table.

All bid items, descriptions, and unit structures remain identical across all contract years to ensure consistency and comparability during bid evaluation.

Fuel Costs: All fuel costs must be included in the bid prices. The City will not accept separate fuel surcharges or markups. Bidders should incorporate any anticipated fuel-related costs within their standard pricing structure.

Crane Rental Services (Hourly Rates)

Bidders shall provide an hourly rental rate for each crane size. The minimum rental time per day shall be four hours. The City will not pay for operator standby time unless work is delayed due to reasons outside the vendor’s control.

• Bidders shall provide an hourly rental rate for cranes ranging from 15-ton to 300-ton capacity for each contract year.

• The hourly rate shall include:

o Crane equipment o Operator o Fuel o Standard setup and positioning at the worksite

• Exclusions: Mobilization, demobilization, and permit fees shall be covered under separate bid items.

Permit Fee (Per Permit) Permit Requirements: Certain jurisdictions may require permits for crane mobilization and demobilization (e.g., oversize/overweight travel permits). Bidders shall provide a fixed per-permit rate to cover these costs.

Vendor Responsibility:

• The vendor is responsible for obtaining all required permits.

• The City will not secure permits or reimburse penalties due to vendor non-compliance.

Bid Pricing & Scope:

• Fixed Cost Per Permit – Bidders shall submit a uniform per-permit cost.

• Applies to Any Required Permit – The rate applies regardless of the agency issuing the permit.

• No Additional Fees Allowed – The per-permit price must include all processing and administrative costs.

Mobilization & Demobilization (Fixed Per-Job Fees)

• Mobilization and demobilization fees shall cover the cost of transporting cranes to and from job sites.

• Fees shall be fixed per job and bid separately for:

o Small cranes (40-90 tons) o Large cranes (15-300 tons)

• Fees shall include:

o Transportation logistics and coordination

Pilot/escort vehicle coordination

Route planning

Support Equipment & Personnel (Daily Rates)

• Bidders shall provide hourly rental rates for additional equipment and support personnel required for lifting operations.

• Equipment and services include:

o Support trucks/vehicles o Pilot cars for oversized load transport o Spreader bars for load stabilization o Man baskets for personnel hoisting o Custom rigging equipment (chains, slings, shackles, etc.)

Daily Rate Definition: A “day” shall be defined as a maximum of 8 working hours. If equipment is required beyond 8 hours, additional charges shall be billed at a pro-rated daily rate or overtime hourly rate as specified by the bidder.

Labor Rates (Hourly Rates for Crew)

• Bidders shall provide hourly rates for qualified labor required for crane operation and rigging.

• Pricing shall be provided for:

o One-Man Crew (Operator only) o Two-Man Crew (Operator & Rigger)

• Overtime labor rates shall…