Communication_Tower_Inspection,_Maintenance,_and_Repair_Services_(Addendum_#1_Revision).pdf

INVITATION FOR BID

IFB-26-0240

COMMUNICATION TOWER INSPECTION,

MAINTENANCE, AND REPAIR SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: March 9, 2026

DEADLINE FOR QUESTIONS: March 20, 2026

RESPONSE DEADLINE: April 3, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-0240

Communication Tower Inspection, Maintenance, and Repair

Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form

B - Site Tower Inspection Report #301

C - Reference: ITS Wireless Communications Services Policy #201 Tower Safety

D - Reference: ITS Wireless Communications Services Policy #202 Tower Climbing Certification and Training

E - Reference: ITS Wireless Communications Services Policy #203 Tower Climbing Safety

Equipment Management

Invitation For Bid #IFB-26-0240 Title: Communication Tower Inspection, Maintenance, and Repair Services

1. Introduction

1.1. Contact Information

Margaret Worrall

Finance Central Procurement

Email: margaret.worrall@phoenix.gov

Phone: (602) 262-6451

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Margaret Worrall) at (602) 262-6451/Voice or 711/TTY, or margaret.worrall@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: March 9, 2026

Pre-Offer Conference (Non-Mandatory): March 18, 2026, 2:00pm

Registration link:

https://cityofphoenix.webex.com/weblink/reg ister/r992da0f5d9584f37d6ff232f6fce9d3f

Written Inquiries Due Date: March 20, 2026, 2:00pm

Question Response Deadline: March 27, 2026, 4:00pm

Offer Due Date: April 3, 2026, 2:00pm https://cityofphoenix.webex.com/weblink/register/r992da0f5d9584f37d6ff232f6fce9d3f https://cityofphoenix.webex.com/weblink/register/r992da0f5d9584f37d6ff232f6fce9d3f

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix, Information Technology Services (ITS) Department, and Regional Wireless

Cooperative (RWC) invites sealed offers for communication tower inspection, maintenance, and repair services to include installation, parts, and labor for RWC-managed public safety radio sites for a five-year contract commencing on or about September 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and mailto:procurement-support@opengov.com concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/236031. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/236031

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/236031. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/236031 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/236031 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

Offeror agrees that this posting of the award recommendation to the City's Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

2.13. Pre-Award Qualifications

A. Offeror must have been in operation a minimum of 5 years. The Offeror’s normal business activity during the past 5 years will have been providing communication tower inspection, maintenance, and repair services as outlined in this solicitation.

B. All Vendors shall submit an email address of an IT Specialist with the skills and knowledge of the Vendor’s IT systems. As part of the proposal submission process, the https://procurement.opengov.com/portal/phoenix/projects/236031

IT Specialist of Offerors within the competitive range will receive an email communication from the Procurement Officer with a link. The Offers are required to complete and submit the required questionnaire, within the timeframe indicated, for the following:

1. Vendor Privacy Due Diligence Questionnaire

2. Vendor Security Maturity Questionnaire

The City will assess the Offeror’s risk profile based on these submitted documents to determine if the Offeror’s IT security practices align with the required security standards and present an acceptable level of risk. The risk assessment results will be a significant factor in determining the Offeror's pre-award qualification status. Offerors who do not receive a favorable risk assessment may be disqualified from further consideration in the procurement process.

2.14. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer, and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

2.22. Performance Bond

A performance surety in the amount of 10% of the total contract amount shall be provided by the

Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

2.23. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.25. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. Introduction

The City of Phoenix, Information Technology Services (ITS) Department, and Regional Wireless

Cooperative (RWC) is seeking to enter into contract(s) for inspection, preventative maintenance, and repair services for the City of Phoenix and RWC-managed communication towers on an as-needed basis throughout various locations in and around the City of Phoenix. All tower locations, with the exception of Thompson, Wickenburg, Towers, Burnt, and Sacaton, are within

2 hours driving distance of Central Phoenix. These locations are within 3.5 hours driving distance of Central Phoenix. The locations will be provided to the Contractor(s) following contract award.

These services include, but are not limited to:

• Annual tower inspections

• Preventative maintenance

• Emergency repair services

• Installation or removal services

• Tower remediation and modifications

• Testing and documentation

The selected Contractor shall provide all labor, supervision, administration, safety management, tools, equipment, materials, safety and general-use equipment, and transportation necessary to perform as-needed services in accordance with this Scope of Work and the industry’s best practices.

The contract will be used for occasional, intermittent work and emergency services rather than a regular maintenance contract. The contract will cover services associated with the operation and maintenance of the City of Phoenix/RWC radio network. Services types are, but may not be limited to the following: tower bulb replacement; tower inspection and repair including monopole, structured, or guyed towers; installation and/or removal of transmission antenna, coax, waveguide, tower appurtenances; additional tower remediation and/or modification, alignment/adjustment of antenna, painting of tower structure; provide structural engineering analysis of towers; repair or testing of ground systems; and various other testing activities.

3.2. Background

The City of Phoenix, through its Information Technology Services (ITS) Department, is the managing partner of the Regional Wireless Cooperative (RWC). The RWC owns, operates, and maintains approximately 65 microwave and land/mobile radio communication systems and their associated towers.

The towers covered by this contract are used to support mission-critical public safety and municipal communications. The towers include self-supporting, monopole, and guyed structures up to 300 feet above ground level. Most towers are equipped with safety climb devices.

3.3. General Requirements

This section outlines the Contractors performance standards for performing installation, rearrangement, removal of work, pressurization testing of antennas and/or transmission lines, tower maintenance guidelines, and provisions for safety for the City of Phoenix (COP), Regional

Wireless Cooperative (RWC), and RWC partner at various communication site locations and in accordance to the Federal Communications Commission (FCC), Federal Aviation Administration

(FAA), Occupational Safety & Health Act (OSHA), and National Fire Protection Association

(NFPA):

A. Federal Communication Commission (FCC): No transmitter shall be placed “on-line” at the radio site until FCC licensing processes have been fulfilled by the City’s designee or authorization has been provided.

B. Surveying: Contractor is responsible for all construction surveying or any other drawings or engineering documents that may be required to complete work in the best manner possible, and in accordance with the requirements specified herein.

1. The site shall be located per the construction permit with the tolerances allowed by the Code of Federal Regulations Title 47 – Telecommunications (CFR47).

3.4. Contractor Responsibilities

Contractor shall:

A. Maintain compliance with all FCC licensing requirements, FAA obstruction lighting requirements, and OSHA safety standards, including:

1. Have a Contractor Safety Program & Emergency Contact Roster available.

2. Provide and maintain an on-site Safety Officer for all climbs.

3. Ensure personnel maintain applicable certifications and meet applicable qualifications in tower climbing, rescue, and the required services outlined in the scope to ensure compliance.

4. Possess all required certifications for all technicians (RF Safety, OSHA 10/30, CPR/First Aid).

5. Maintain 100% tie-off.

6. Utilize compliant PPE.

B. Ensure materials meet ASTM, EIA/TIA 222G, and Motorola R56 standards.

C. Prevent any damage to City, RWC, or RWC partner property, prevent service disruptions, and coordinate with RWC at all times.

D. Contractor personnel must be knowledgeable in the installation and maintenance of antenna supporting structures, antenna systems, and radio transmission lines.

E. Contractor personnel must use discretion when weather conditions become extreme or inclement.

F. The Contractor must possess and maintain the necessary tools and equipment to perform the work efficiently and safely and ensure compliance with industry standards.

G. Adhere to all relevant safety and environmental regulations during inspections, maintenance, and repairs.

H. Establish quality control measures and inspections to ensure that the equipment meets the City’s quality standards and adheres to manufacturer recommendations.

I. Safety: Safety on the job is an important consideration for the City of

Phoenix. Responsibility rests on the Contractor to be sure that the job is done safely.

The City maintains an interest in protecting employees and equipment.

1. The Contractor must comply with any applicable requirements as set forth by the U.

S. Department of Labor, OSHA, and the NFPA.

2. The Contractor must designate a responsible employee (generally the job foreman) as "Safety Officer" and should maintain a first aid kit on the job. The contents of the safety kit should include all items required by appropriate OSHA specifications (e.g., Comprehensive Trauma First Aid Kit).

3. Work aloft or on the ground by the Contractor shall be performed in accordance with the tower climbing policies and all appropriate Local, City, County, Federal, State, OSHA, and NFPA regulations. Climbers will not “ride the Load Line” or the capstan winch (if one is utilized)

3.5. Labor Rates and Pricing

Labor rate(s) will start upon arrival at job site and end upon completion of work that day at job site. The Contractor shall not charge additional charges not listed in the price schedule.

Standard Work Hours

Standard Work Hours are 6:00 a.m. until 4:30 p.m., Monday through Thursday. Actual work hours may vary and will be dependent upon the scheduled site inspections, maintenance, and repairs.

After Work Hours

Work hours outside of the Standard Work Hours defined above will be considered After Work

Hours.

After Work Hours include weekdays between 4:31 p.m. and 5:59 a.m., as well as Fridays, Saturdays, Sundays, and City Holidays. The use of After Work Hours shall have the prior approval of the City.

Emergency – Standard Work Hours and After Work Hours

Refer to 3.6.C. for applicability of Emergency Work Hours.

Emergency Standard Work Hours are 6:00 a.m. until 4:30 p.m., Monday through Thursday.

Emergency after-work hours include weekdays between 4:31 p.m. and 5:59 a.m., as well as

Fridays, Saturdays, Sundays, and City Holidays.

Overtime Work

All work on Sunday, or at any time that would require overtime by a City of Phoenix employee, is prohibited unless authorized in advance by the City’s designee.

Standby Pay

Requires approval by the RWC Representative on site on the occasion of unforeseen delays or temporary work stoppage (billable hourly).

Pricing

Contractor shall provide pricing in Section 10. Pricing Proposal.

A. Tower Inspection Services: Contractor shall provide an all-inclusive cost per individual tower.

B. Labor Rates for Maintenance and Repair Services: Labor rates are defined in 3.5

Labor Rates. Contractor shall provide an all-inclusive hourly rate for each of the following

Labor Hours classifications:

1. Standard Hours

2. Emergency – Standard Hours

3. After Hours

4. Emergency – After Hours

5. Standby Pay – All Hours

C. Individual Tower Components: This table identifies the City’s preferred Manufacturer &

Part No. Provide your fixed rate for each item identified on the table for the corresponding Unit of Measure (UOM). For the items that do not identify a Manufacturer

& Part Number, please complete the table to provide your proposed Manufacturer and corresponding part number.

D. Published Catalogs and Price Lists: Contractor shall provide a percentage % discount from the manufacturer’s published catalog(s) and price lists and/or the Contractor’s own published catalog(s) and price lists. Identify the date for each published catalog and price list.

E. Additional Charges: Contractor’s prices shall be all-inclusive. Additional charges such as fuel surcharges, administrative fees and overhead, equipment, transportation, permits, environmental fees, or any other costs related to these services shall not be charged separately.

3.6. Scope of Services

A. Annual Tower Inspections

1. Each tower shall undergo a comprehensive climb inspection at least once every 5 years.

2. A schedule of what towers need to be inspected will be provided by the City.

3. Inspections shall include structural, mechanical, electrical, and safety systems.

4. Contractor must use standardized checklists (e.g., City of Phoenix Tower Inspection

Form #301 - Attachment B or approved equivalent).

5. Findings shall be documented with photographs, measurements, and repair recommendations.

B. Preventative Maintenance

1. Includes tower lighting, grounding systems, transmission lines, waveguide supports, antennas, safety climbs, painting, and alignment verification.

2. Minor deficiencies (3.7 - Class I items) shall be corrected during inspection when possible.

3. Major deficiencies (3.7 - Class II items) shall be reported and scheduled per City approval.

C. Emergency Repair Services

Information Technology requires guaranteed response time outside of standard business hours and scheduled services. The response time must consist of the following

(measured from the time the initial service call was made):

1. Contractor shall:

a. Provide 24/7/365 availability with a dedicated emergency contact,

b. Restore safety and functionality of towers and appurtenances,

c. Comply with the following response standards:

• Call acknowledgment: within 120 minutes,

• On-site presence: within 4 hours for critical outages,

• Completion target: within 36 hours, unless delayed by weather, access, or specialty parts (must be documented and communicated).

D. Additional Work

1. May include tower reinforcement, structural engineering analysis, replacement of microwave dishes, or upgrades directed by RWC.

2. Installation or removal of antennas, microwave dishes, coaxial, and waveguide systems.

3. All work requires pre-approved Method of Procedure (MOP) when service continuity may be impacted.

E. Documentation

The Contractor shall keep all manufacturers’ installation/operation information, sweep documents, Antenna/Waveguide/Pressurization/Radio acceptance and other documentation as required in an orderly manner and shall turn this information over to the City’s designee after inspection of the work.

F. Temporary Toilets

If required, Contractor must provide portable chemical type temporary toilets. These facilities must be approved by the City and shall agree with local building code requirements. The toilets must be maintained in a neat and sanitary condition at all times. Temporary toilets and any litter shall be removed upon completion of the work.

G. Welding

Where welding is required or permitted, it must conform to all local codes and the requirement of the American Welding Society; unless documented in the specification and drawings, written permission for welding must be obtained from the City.

H. Cut, Welded, or Damaged Surfaces

Freshly cut surfaces or any surface where galvanizing has been damaged, such as by welding, must be painted immediately with a zinc rich touch-up paint (e.g. cold galvanizing compound). Any surface that is damp, coated with mud, greasy, etc., must be cleaned and dried before painting.

I. Surplus Material

The Contractor shall report, in writing, surplus Contractor’s factory furnished material to the City.

1. Upon receipt of the shipping instructions from the City, the Contractor must package and ship the surplus material as directed.

2. The Contractor must be responsible for transporting the surplus material to the original warehouse or to another location of equal or less distance, as determined by the City.

J. Storage of Material on the site

Contractor must unload and store material in a careful, systematic manner to prevent damage from rust or other causes and to prevent loss of small pieces. Proper precautions, such as the use of skids, shall be taken to prevent material from resting on the ground or in water.

K. Protection of the Public

Contractor must take the necessary precautions, as directed by the City representative;

to protect the public from injury during and after the Contractor’s working hours. For example, before the permanent fencing is erected, temporary fencing shall be placed around the tower at the Supplier's expense to discourage unauthorized climbing (i.e.

eliminate an attractive nuisance).

L. Personal Protection Equipment

Contractor performing work upon a COP, RWC, or RWC partner communications site shall utilize proper PPE (Personal Protective Equipment) at all times and shall comply with all appropriate Local, City, County, Federal, State, OSHA and NFPA regulations pertaining to the job task and/or job being performed (e.g. proper footwear, RF

Monitoring/Safety, hard hats, etc.). All PPE must be in good repair.

1. All Tower Climbers will wear and utilize a Personal Fall Arrest System to where the climber shall maintain 100% tie-off at all times.

2. All personnel performing ground functions and/or within the “drop-zone” of the tower activities shall wear hard hats, wear safety shoes, and have the use of appropriate work gloves.

3. Tower climbing and Personal Fall Arrest System (PFAS) equipment shall be inspected for defects before each use to where defective equipment shall be removed from service and follow the contractor’s process for disposal and/or replacement.

4. Tower climbing and PFAS equipment shall be inspected for service life per manufacturer and/or industry standards. Any equipment identified to be beyond the service life date shall be removed from service and follow the Contractor’s process for disposal and/or replacement.

M. Tower Climbing Certification

Contractor tower climbing personnel shall be certified by a third-party entity that is qualified in providing tower climbing certification in accordance with recognized industry practices and applicable Federal/State laws and regulations. Any subcontractor personnel who does not possess or provide these credentials are not permitted to perform tower or antenna work.

1. Contractor tower climbing personnel certification shall include competency in performing tower rescues, performing tower rigging, and curriculum for ground support personnel (who may or may not perform the act of climbing).

2. Any contractor tower climbers shall be deemed “physically fit” by the contractor to perform tower climbing activities and/or work tasks.

N. Job Hazard Assessment

Contractor performing work upon a tower structure will ensure a Job Hazard

Assessment (JHA) is completed for each climbing event and is on-site for the duration of the climbing event or work performed. JHA are to be submitted daily to the City’s designee upon request.

O. Tower Climbing Pre-Requisites

Any climbing activities will have the following items in place prior to climbing activities being authorized to proceed:

1. Completed Job Hazard Assessment (JHA)

2. Safety Meeting and Plan

3. Rescue and/or Emergency Plan

4. Equipment Inspections

5. Declaration of the Climbing Event Foreman

▪ Provides direction for the duration of the climbing event

▪ Addresses any safety issues that occur

▪ Possesses final decision-making ability

▪ Assigns duties as needed or required

▪ Ensures personnel use of PSE is properly used for which it is intended

▪ Ensures equipment manufacturers' safety, maintenance, and use guidelines are observed

6. Assessment of the tower structure

P. Leased Equipment

Any equipment leased by the Contractor shall be the Contractor’s full responsibility and subject to applying safety procedures, equipment inspections, and competency in the operational use of the equipment (e.g. man-lift or articulating boom).

Q. Decertification

Contractor’s personnel who fail to demonstrate proper safety procedures or proper use of safety equipment shall be required to re-certify as specified in Item 3.6, paragraph M.

A substantial safety violation may permanently bar a Contractor from performing tower work at any site at the discretion of the City.

R. Pre-Construction Conference

1. Prior to the commencement of any work the Contractor together with sub-contractors

(if applicable) and their supervisors, will meet with the City’s designee to review the plans and specifications and determine a satisfactory schedule and resolve any questions. At this meeting, the City’s designee also cover "conduct of work", "sequence of work", "safety" and "overtime".

2. The pre-construction conference shall also provide for the preliminary version of the

Method of Procedure (MOP). Final version of the MOP with all corrections is submitted and approved prior to commencement the work task(s).

S. Wildlife

Active wildlife nests upon a tower structure shall be immediately reported to the City prior to climbing the structure. The City’s designee shall provide guidance to the climbing team's ability to proceed with the tower climbing event.

3.7. Preventative Maintenance Classifications

Class I

(Corrected During Inspection Visit)

(01) Incorrect guy tension; loose guy clamps, rods, wire rope serving, jam nuts, turnbuckles; all exposed ground connections.

(02) Base Plate: Loose nuts, bolts, general condition of grout.

(03) Loose and Missing parts: All accessible bolts, nuts, washers, ring fills, and palnuts on towers, stub towers, or antenna support standoffs, waveguide runs, waveguide supports, antennas, reflectors, and associated equipment.

(04) Tower Lighting: Replace lamps in beacon and sidelights. Lighting conduit and junction boxes that may be loose, have plugged drains, or bad water seals. Test and repair if needed, photo cell, control panel operation, and alarms.

(05) Loose Step Bolts. Ladders, and Safety Climb devices used on ladders or step bolts or safety cables on towers.

(06) Drain holes in tubular members.

Class II

(Corrected as Soon as It Can Be Arranged)

(01) Guy Cables: Kinks, broken, rusted, dented or broken strands, "bird caging", etc. Any items broken, damaged, or missing listed under "Minor" (I).

(02) Component parts of any tower or associated equipment that may be broken, bent, deformed or missing.

(03) Tower lighting: Broken or cracked lens, frayed insulation, broken or leaking conduit or exposed wiring.

(04) Missing Step Bolts.

(05) Foundations and Anchors: Shifting, cracking and scaling. Corrosion of guy rods below grade.

(06) Finish -- Paint and Galvanize: Loose, scaled, peeling, absent, faded.

(07) Tower Bow and Plumb.

(08) Cracked tubular or angular members.

A. Emergency Work

Emergency work performed the Contractor should be coordinated with the Network

Operations Center personnel. All Emergency work requires that City personnel perform work review/inspection and provide detail of the work to be done to the Contractor and confirmation from the Contractor of the charges including travel, labor rate, and any miscellaneous charges that may be associated with the work to be done. The Contractor shall EMAIL the confirmation on the Contractor's letterhead to the City Wireless System

Manager or his delegate and, if accepted, a purchase order will be provided to the

Contractor. The City will issue a purchase order number after proper approval of work is obtained. That order number must be listed on all invoices submitted by the Supplier.

The correct account coding will be provided when the purchase order is requested, or detailed when the invoice for work done is received

1. Contractor is required to complete a Method of Procedure (MOP) for all work to be done.

2. A detailed MOP will be required if working service will be affected. If service is degraded or interrupted due to the work operation, notification to the appropriate City of Phoenix Network Operations Center (NOC) and City’s designee must be completed before any work can proceed.

3. After the work is complete, a Job Completion Notice is required from the Contractor prior to payment of the invoice.

B. Safety

1. Work aloft or on the ground by Contractor requires strict adherence to all Local, City, County, Federal, State, and OSHA regulations. The Contractor must designate an onsite safety person and discuss all safety precautions with the City’s designee.

2. The following reminders apply to the Contractor personnel:

3. Persons not part of the work operation should be informed of the work to be done aloft and the need to keep a safe distance away. JHA guidelines must be adhered in all processes

▪ All persons on the ground and aloft must wear hard hats while work is being performed.

▪ Vehicles not involved in the work operation should be kept at a safe distance

(minimum of 50 ft. radius from a tower where possible) or otherwise protected while work is being performed aloft to prevent damage.

C. Precautions

Tampering with the tower or its appurtenances, antennas, antenna mounts, waveguide or supporting structures by unauthorized persons may result in damaged…