Public Utilities-Electric Division

2027-2029

Specifications & Contract Documents

Wood Utility Pole Inspection

CITY OF GARDEN CITY, KANSAS

INVITATION TO BID

BID TITLE: Wood Utility Pole Inspection

ISSUE DATE: September 15, 2026

BID OPENING: October 26, 2026

BID AWARD

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

The City of Garden City, Kansas, is seeking competitive sealed bids for the inspection of wood utility poles.

Responding to the Bid should involve interested companies reviewing and analyzing the information provided herein and responding in writing to items where a response is requested.

The City Electric Division will receive sealed bids until 11:00 a.m. CT on October 26, 2026, at which time they will be publicly opened and read aloud. The bid opening will begin promptly at the appointed time at the Utilities Service Center located at 140 Harvest St., Garden City, KS 67846. No bids may be submitted after the bid opening begins. The bidder is solely responsible for the timely submission of this bid.

Address bids to the City of Garden City, Electric Division ATTN: Wood Utility Pole Inspection

140 Harvest St.-P.O. Box 998 Garden City, KS 67846, on or before October 26, 2026 at 11:00 a.m. CT

No bid may be withdrawn sixty (60) calendar days after the bid opening.

The City of Garden City reserves the right to evaluate bids to determine the lowest responsible bidder according to City policies, to reject any and all proposals, to waive formalities within the scope of authority, and further, the City reserves the right to make an award of the bid that is in the best interest of the City.

Direct all questions on the bidding procedure to Kent Pottorf, Electric Operations Manager Kent.Pottorf@gardencityks.us 140 Harvest St.

P.O. Box 998 Garden City, KS 67846 (620) 276-1290

Billy Villanueva, Electric Superintendent Keo Bounpaseuth, SCADA Generation VFD Foreman Billy.villanueva@gardencityks.us Keo.bounpaseuth@gardencityks.us 140 Harvest St 140 Harvest St PO Box 998 PO Box 998 Garden City, KS 67846 (620)276-1290 Garden City, KS 67846 (620)-276-1290 mailto:Billy.villanueva@gardencityks.us

Introduction

The intent and purpose of this Invitation to Bid are to establish a contract with a qualified Contractor who can provide supervision, labor, material, and incidentals necessary to perform the inspection of our utility poles and provide the necessary reports to be compatible with the City ESRI ARC GIS software.

Scope of Services and Standards of Work

Contractor obligations: To supply the labor and equipment needed to inspect the poles specified.

Safety

Job site activities shall at all times be conducted in accordance with applicable Federal, State, and Local laws, regulations, and requirements.

Damage to Facilities / Insurance Requirements

During the inspections, the Contractor shall be responsible for damages by its employees, agents, or subcontractors to any City of Garden City utility facilities or customer-owned facilities. Furthermore, any damages to utility facilities not owned by the City of Garden City shall be the responsibility of the Contractor.

The Contractor shall submit proof of comprehensive General Liability Insurance carried in the minimum amount of $1,000,000 for bodily injury or death and $1,000,000 for property damage. Workers’ compensation and motor vehicle liability insurance are also required. Proof of insurance must be submitted to the City of Garden City prior to execution of the contract for services.

Supervision / Customer Notification

The Contractor shall remain in close communication with the City’s designated representative.

Contractor Employees

All employees of the Contractor, while performing inspections for the City, will be required to wear some form of identification and proper PPE. Employees will maintain a professional attitude toward the work being performed and toward any and all contacts with the City employees & citizens.

Payment

The Contractor may submit invoices for payment at the Contractor’s discretion, but submissions shall be made at least monthly.

Assignment

No assignment, subcontracting, subletting, or transferring of the Contractor’s obligations or the Contractor's right to receive payment hereunder shall be permitted without the written approval of the City.

Term / Limitation of Time to Complete Work

The Contractor is expected to start work promptly after the authorization to proceed is issued. Work shall begin within thirty (30) days of the execution date of authorization to proceed, and all work shall be completed within (6) weeks of the execution date of the contract.

Indemnification

The Contractor agrees to and shall indemnify and hold the City harmless from and against all liability, loss, damage, or injury, all costs and expenses (including attorney’s fees and costs of any suit related thereto), suffered or incurred by the City, arising from or related to Contractor’s negligent performance under the contract, or the negligence of Contractor’s employees, agents or subcontractors.

References

The Contractor shall supply, with its bid, professional references of companies or organizations for which it (and any subcontractors) has performed similar pole inspections within the last twenty-four (24) months. At least three (3) references shall be included with a contact name and telephone number.

Equal Opportunity and Nondiscrimination

Equal Employment Opportunity. The Contractor and subcontractors will be required to comply with the President’s Executive Order 11246 (Equal Employment Opportunity), as amended, which prohibits discrimination in employment regarding race, color, creed, sex, or national origin. The Contractor must certify that they do not or will not maintain or provide for their employees any facilities that are segregated on the basis of race, color, creed, or national origin. The documents within Section 00201 (Equal Employment Opportunity) are made a condition of the bid. (See attachment).

Nondiscrimination Clauses. Bidders on this work, including subcontractors or vendors, will be required to comply with regulations as outlined within the documents included within Section 00202 (Non- Discrimination Clauses 0708). (See attachment).

Special Provisions. The Contractor and subcontractors will be required to comply with the Civil Rights Act of 1964, Rehabilitation Act of 1973, Americans with Disabilities Act of 1990, Age Discrimination Act of 1975, Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations of 1994 and 49 C.F.R. Part 26.1 (DBE Program), along with any amendments thereto.

17-100-063-12 Equal Employment Opportunity 00201-1

EQUAL EMPLOYMENT OPPORTUNITY

During the performance of this contract the Contractor agrees as follows:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following:

Employment upgrading, demotion or transfer, recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Contracting Officer, setting forth the provisions of this nondiscrimination clause.

2. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin.

3. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the Contract Compliance Officer advising the said labor union or worker’s representatives of the Contractors commitment under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

4. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and relevant orders of the Secretary of Labor.

5. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto and will permit access to his books, records and accounts by the Department and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

6. In the event of the Contractors noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations or orders, this contract may be canceled, terminated or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contract procedures authorized in Executive Order 11246 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law.

7. The Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204, provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the Department may direct as a means of enforcing such provisions, including sanctions for noncompliance. Provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the Department the Contractor may request the United States to enter into such litigation to protect the interest of the United States.

8. The Contractor will, prior to the approval of any construction contract, submit an acceptable Affirmative Action Plan to the City for review and approval

17-100-063-12 Nondiscrimination Clauses (Garden City 0708) 00202-2

NONDISCRIMINATION CLAUSES

During the performance of this Contract, the Contractor or Consultant, for itself, its assignees and successors in interest (hereinafter referred to as the "Contractor"), agrees as follows:

(1) COMPLIANCE WITH REGULATIONS:

The Contractor will comply with the Regulations of the United States Department of Transportation relative to nondiscrimination in federally assisted programs of the United States Department of Transportation (Title 49, Code of Federal Regulations, Parts 21, 23 and 27), hereinafter incorporated by reference and made a part of this contract.

(2) NONDISCRIMINATION:

The Contractor, with regard to the work performed by it after award and prior to completion of the Contract work, will not discriminate on the grounds of race, religion, color, gender, age, disability, national origin or minority populations and low income populations in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Contractor will not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the Contract covers a program set forth in Appendix "A", "B", and "C" of the Regulations.

(3) SOLICITATIONS FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF MATERIALS AND EQUIPMENT:

In all solicitations, either by competitive bidding or negotiation made by the Contractor for work to be performed under a subcontract, including procurements of materials or equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor's obligations under this Contract and the Regulations relative to nondiscrimination on the grounds of race, religion, color, gender, age, disability, national origin or minority populations and low income populations.

(4) INFORMATION AND REPORTS:

The Contractor will provide all information and reports required by the Regulations, or orders and instructions issued pursuant thereto, and the City or the Secretary of Transportation of the State of Kansas, will be permitted access to its books, records, accounts, other sources of information and its facilities as may be determined by the City, Secretary of Transportation of the State of Kansas to be pertinent to ascertain compliance with such regulations, orders and instructions. Where any information required of a Contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to the City, Secretary of Transportation of the State of Kansas as appropriate; and shall set forth what efforts it has made to obtain information.

(5) EMPLOYMENT:

The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, gender, age, disability, or national origin.

(6) SANCTIONS FOR NONCOMPLIANCE:

In the event of the Contractor’s noncompliance with the nondiscrimination provisions of this Contract, the City shall impose such Contract sanctions as it, or the Secretary of Transportation of the State of Kansas, may determine to be appropriate, including, but not limited to,

(a) withholding of payments to the Contractor under the Contract until the Contractor complies, and/or

(b) cancellation, termination or suspension of the Contract, in whole or in part.

17-100-063-12 Nondiscrimination Clauses (Garden City 0708) 00202-2

(7) DISADVANTAGED BUSINESS OBLIGATION:

(a) Disadvantaged Businesses as defined in the Regulations, shall have a level playing field to compete fairly for contracts financed in whole or in part with Federal funds under this contract.

(b) All necessary and reasonable steps shall be taken in accordance with the Regulations to ensure that Disadvantaged Businesses have equal opportunity to compete for and perform contracts. No person(s) shall be discriminated against on the basis of race, color, gender, or national origin in the award and performance of federally‐assisted contracts.

(c) The Contractor, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of Federally‐assisted contracts. Failure by the contractor to carry out these requirements is a material breach of contract, which may result in the termination of this contract or such other remedy, as the recipient deems appropriate.

(8) EXECUTIVE ORDER 12898:

(a) To the extent permitted by existing law, and whenever practical and appropriate, all necessary and reasonable steps shall be taken in accordance with Executive Order 12898 to collect, maintain, and analyze information on the race, color, national origin and income level of persons affected by programs, polices and activities of the Secretary of Transportation and use of such information in complying with this Order.

(9) INCORPORATION OF PROVISIONS:

The Contractor will include the provisions of paragraph (1) through (8) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the regulations, orders of instructions issued pursuant thereto. The Contractor will take such action with respect to any subcontract or procurement as the City or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subconsultant or supplier as a result of such direction, the Contractor may request the State to enter into such litigation to protect the interests of the State.

NONDISCRIMINATION UNDER TITLE VI

OF THE CIVIL RIGHTS ACT OF 1964

The City, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and 49

CFR Part 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantage business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

POLE INSPECTION SPECIFICATIONS

1. Resistograph drilling procedure done with two ground-level drills using a 1/8” bit at a 45-degree angle. The second drill point will be 90 degrees from the first drill point.

2. The inspection shall consist of the following information.

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

b. Pole manufacture year and type

c. Pole height

d. Pole class

3. Insect damage/infestation.

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

5. Note any other utility attachments.

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

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

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

9. Note fire, collision, or vandalism damage.

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

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

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

13. Compatible software to use with ESRI ArcGIS.

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

15. Priority rejected poles must be marked with two (2) red tags installed 5’ above the ground.

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

INSTRUCTIONS AND CONDITIONS

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

1. Bidder must bid on the Bid Sheet & Certification (page) and submit references on the Bidder

References Form (page), as requested.

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

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

Certification (page).

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

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

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

7. No late bids will be opened.

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

9. No bid award will be made at the time of the opening. The successful bidder will be contacted immediately following bid approval by the Governing Body of the City of Garden City, Kansas.

Bidders may contact the City of Garden City Electric Division at (620) 276-1290 to find out the results of the bid award.

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

BID SHEET & CERTIFICATION

The City of Garden City is seeking competitive sealed bids for Wood Utility Pole Inspection in 2024 and

2025. The City of Garden City desires to engage with a qualified Contractor for this project.

Qty. Description

(1)- 2,821 Wood utility poles to be inspected within six (6) weeks in 2027. (Districts 1 & 2)

2027 unit cost per pole:_________________

(2)-2,108 Wood utility poles to be inspected within six (6) weeks in 2028. (Districts 3 & 4)

2028 unit cost per pole:_________________

(3)-2,095 Wood utility poles to be inspected within six (6) weeks in 2029. (Districts 5 & 6)

2029 unit cost per pole:_________________

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same material, supplies, equipment, or service, that it meets or exceeds all specifications contained herein and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid, all specifications as stated, and prices, and certify that I am authorized to sign for the bidder.

Company Name:______________________________________________________________________

Company Address:____________________________________________________________________

Taxpayer Identification Number (T.I.N.):____________________________________________________

Telephone No._________________________Fax No.________________________________________

Email Address:_______________________________________________________________________

Print Name:__________________________________________________________________________

Signature:___________________________________________________________________________

LIST OF SUBCONTRACTORS

Bidders shall submit the following information pursuant to the conditions herein.

Please check the box accordingly:

Subcontractors WILL NOT be utilized to complete work.

Subcontractors WILL be utilized to complete work. (Complete the rest of the form)

No Contractor whose bid is accepted shall permit any subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original bid without the consent of the City.

Subcontractor:

Category of

Work:

Address of

Business: Phone #:

BIDDER REFERENCE FORM

The Contractor shall supply, with its bid, professional references of companies or organizations for which it has performed similar testing of wooden utility power poles within the last twenty-four (24) months. At least three (3) references shall be included with a contact name and telephone number.

1. Company Name:________________________________________________________________

Contact Name:____________________________________________________________________

Contact Phone:________________Contact Email:________________________________________

Date(s) of Services Rendered:________________________________________________________

Brief Description of Specific Services Rendered:__________________________________________

2. Company Name:________________________________________________________________

Contact Name:____________________________________________________________________

Contact Phone:________________Contact Email:________________________________________

Date(s) of Services Rendered:________________________________________________________

Brief Description of Specific Services Rendered:__________________________________________

3. Company Name:________________________________________________________________

Contact Name:____________________________________________________________________

Contact Phone:________________Contact Email:________________________________________

Date(s) of Services Rendered:________________________________________________________

Brief Description of Specific Services Rendered:__________________________________________

ADVERTISEMENT

NOTICE TO BIDDERS

The City of Garden City Electric Department is soliciting bids for Wood Utility Pole Inspection for 2027-2029. Sealed bids are to be returned by 11:00 AM, CT, Monday, October 26, 2026, at the Electric Utility Service Center, 140 Harvest St., PO Box 998, Garden City, KS 67846, at which time the bids will be opened and publicly read. Bids received after this time will be returned unopened.

The work consists of Wood Utility Pole Inspection in various locations throughout the City of Garden City. Bid sheets and specifications are available online at the City of Garden City website at https://www.garden-city.org/bids.aspx.

Bids shall be made on printed forms, which may be obtained from the City Electric Department.

Electronic bids will also be accepted via email. No bidder may withdraw his bid for at least sixty

(60) days after the scheduled time for the receipt of bids. The City reserves the right to reject any or all bids, waive informalities, and accept the bid deemed to be in the best interest of the City.

Kent Pottorf Electric Operations Manager kent.pottorf@gardencityks.us https://www.garden-city.org/bids.aspx mailto:kent.pottorf@gardencityks.us kent pottorf Textbox District 1 kent pottorf Textbox District 2 kent pottorf Textbox District 3 kent pottorf Textbox District 4 kent pottorf Textbox District 5 kent pottorf Textbox District 6