CON-2026-03 2026-2028 Pole Testing.pdf

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Request for Bid Contract

Contract Title: 2026-2028 Pole Testing Project Number: CON-2026-03

THIS CONTRACT is entered into the date last written below between the CITY OF PORT ANGELES, WASHINGTON ("City") AND ________________, licensed to do business in Washington State ("Contractor").

1. WORK BY CONTRACTOR

The Contractor shall perform the work as described in Attachment A (Attachment A includes Contractor’s Proposal, Scope of Work, Statement of Work, Plans, Specifications, and any other related Contract Documents) that is attached hereto and by this reference is incorporated herein.

2. TERM OF CONTRACT

All work under this Contract is to be completed as indicated (check one):

All work under this Contract is to be completed by this date: December 31st, 2028.

This is intended to be a 3-year contract with 3 distinct term periods (2026, 2027, & 2028). Each term will expire on December 31st of the given year and each new term will require a new notice to proceed issued by the City.

All work under this Contract is to be completed __ days from the Notice to Proceed. No work is to be performed prior to written Notice to Proceed by the City. (See attachment A for specific schedule for work).

The annual performance period under this Contract is comprised of 40 working days per calendar year commencing 10 calendar days after each annual notice to proceed is issued. Total working days under the full 3-year contract are 120 working days.

3. PAYMENT

A. The City shall pay the Contractor for the work performed under this contract (check one):

Force Account - Time and material, not to exceed: $ Force Account - Time and actual expenses incurred, not to exceed: $ Unit prices set forth in the Contractor's bid or quote, not to exceed: $60,000.00 per year Firm Fixed Price set forth in Contractor bid or quote in the amount of: $

The Contractor shall do all work and furnish all tools, materials, and equipment, in accordance with and as described in the Attachment A.

The Contractor shall provide and bear the expense of all equipment, work, and labor of any sort whatsoever that may be required for the transfer of materials and for constructing and completing the work provided for in this contract and every part thereof; except those indicated to be furnished by the City of Port Angeles in Attachment A.

B. The Contractor shall maintain time and expense records that may be requested by the City. The Contractor shall submit invoices to the City for payment for work performed. All invoices must reference the City's contract number. Invoices shall be in a format acceptable to the City. Invoicing is to be monthly, or at completion of contract work.

City of Port Angeles Public Works & Utilities Dept.

Engineering Office 321 E. Fifth Street Port Angeles WA 98362 Tel: 360-417-4541 Fax: 360-417-4709

SMALL WORKS ROSTER

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C. The City shall pay all invoices for non-contested work (See E below) from the Contractor within 30 days of receipt of a properly completed invoice.

D. All records and accounts pertaining to this Contract are to be kept available for inspections by representatives of the City for a period of three (3) years after final payment. Copies shall be made available to the City upon request.

E. If, during the course of the Contract, the work rendered does not meet the requirements set forth in the Contract, the Contractor shall correct or modify the required work to comply with the requirements of this Contract. The City shall have the right to withhold payment for such work until it meets the requirements of the Contract Documents.

4. RESPONSIBILITY OF CONTRACTOR

A. Safety. Contractor shall take all necessary precautions for the safety of employees on the work site and shall comply with all applicable provisions of federal, state, and local regulations, ordinances, and codes. Contractor shall erect and properly maintain, at all times, as required by the conditions and progress of the work, all necessary safeguards for the protection of workers and the public and shall post danger signs warning against known or unusual hazards.

B. Warranty. Contractor shall be responsible for correcting all defects in workmanship and/or materials discovered within one year after acceptance of this work. After correcting defect, Contractor shall be responsible for correcting all defects in workmanship and/or materials in the corrected work for one year after the City accepts the corrections. The Contractor shall start work to remedy such defects within seven (7) days of mailing notice of discovery thereof by City and shall complete such work within a reasonable time. In emergencies where damage may result from delay or where loss of service may result, such corrections may be made by the City, in which case the cost shall be borne by the Contractor. In the event the Contractor does not accomplish corrections at the time specified, the work will be otherwise accomplished and the cost of same shall be paid by the Contractor.

C. Damages. Contractor shall be liable for any costs, losses, expenses, or damages including consequential damages suffered by the City resulting from defects in the Contractors work including, but not limited to, cost of materials and labor expended by the City in making emergency repairs and cost of engineering, inspection, and supervision by the City. The Contractor shall indemnify and hold the City harmless from any and all claims that may be made against the City as a result of any defective work and the Contractor shall defend any such claims at its own expense. When materials or procedures are not specified in the Contract Document, the City will rely on the professional judgment of the Contractor to make appropriate selections.

D. Nondiscrimination/Affirmative Action. Contractor agrees not to discriminate against any employee or applicant for employment or any other persons in the performance of this Contract because of race, creed, color, national origin, marital status, sex, age, sexual orientation, genetic information, or handicap, or other circumstances as may be defined by federal, state or local law or ordinance, except for a bona fide occupational qualification.

Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by Contractor setting forth the provisions of the nondiscrimination clause.

E. Employment. Any and all employees of the Contractor, while engaged in the performance of any work or services required by the Contractor under this Contract, shall be considered employees of the Contractor only and not of the City. Any and all claims that may arise under the Workers Compensation Act on behalf of those employees, while so engaged, and all claims made by a third party as consequence of any negligent act or omission on the part of the Contractor's employees, while so engaged on any of the work or services provided or rendered herein, shall not be the obligation of the City.

5. COMPLIANCE WITH LAWS

The Contractor shall comply with all federal, state and local laws and regulations applicable to the work done under this Contract. Any violation of the provisions of this paragraph shall be considered a violation of a material provision of this Contract and shall be grounds for cancellation, termination or suspension of the Contract by the City, in whole or in part, and may result in ineligibility for further work for the City.

6. ACTS AND REGULATIONS

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1. Compliance with Regulations: The Contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Non-discrimination in Federally-assisted programs of the U.S.

Department of Transportation, Washington State Department of Transportation, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.

2. Non-discrimination: The Contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part 21.

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 leases of equipment, each potential subcontractor or supplier will be notified by the Contractor of the Contractor's obligations under this contract and the Acts and the Regulations relative to Non-discrimination on the grounds of race, color, or national origin.

4. Information and Reports: The Contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the City or the Washington State Department of Transportation to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a Contractor is in the exclusive possession of another who fails or refuses to furnish the information, the Contractor will so certify to the City or the Washington State Department of Transportation, as appropriate, and will set forth what efforts it has made to obtain the information.

5. Sanctions for Noncompliance: In the event of a Contractor's noncompliance with the Nondiscrimination provisions of this contract, the City will impose such contract sanctions as it or the Washington State Department of Transportation may determine to be appropriate, including, but not limited to:

a. withholding payments to the Contractor under the contract until the Contractor complies; and/or

b. cancelling, terminating, or suspending a contract, in whole or in part.

6. Incorporation of Provisions: The Contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The Contractor will take action with respect to any subcontract or procurement as the City or the Washington State Department of Transportation may direct as a means of enforcing such provisions including sanctions for noncompliance.

Provided, that if the Contractor becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the Contractor may request the City to enter into any litigation to protect the interests of the City. In addition, the Contractor may request the United States to enter into the litigation to protect the interests of the United States.

Pertinent Non-Discrimination Authorities:

• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21.

• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);

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• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;

• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);

• Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);

• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);

• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;

• The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures Non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of Limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);

• Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).

7. TERMINATION OF CONTRACT

A. This Contract shall terminate upon satisfactory completion of the work described in Attachment A and final payment by the City.

B. The City may terminate the Contract and take possession of the premises and all materials thereon and finish the work by whatever methods it may deem expedient, by giving 10 days written notice to the Contractor, upon the occurrence of any one or more of the events hereafter specified:

1. The Contractor makes a general assignment for the benefit of its creditors.

2. A receiver is appointed as a result of the insolvency of the Contractor.

3. The Contractor persistently or repeatedly refuses or fails to complete the work required herein.

4. Contractor fails to make prompt payment to subcontractors for material or labor.

5. Contractor disregards federal, state or local regulations and ordinances.

6. Contractor disregards instructions of the Contract Administrator, or otherwise substantially violates the terms of this Contract.

7. The City determines that sufficient operating funds are not available to fund completion of the work contracted for.

8. The Director of the Public Works and Utilities Department or his/her designee determines that such termination is in the best interest of the City.

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C. In the event this Contract is terminated by the City, Contractor shall not be entitled to receive any further amounts due under this Contract until the work specified in Attachment "A" is satisfactorily completed, as scheduled, up to the date of termination. At such time, if the unpaid balance of the amount to be paid under this Contract for the satisfactorily completed work exceeds the expense incurred by the City in finishing the work, and all damages sustained by the City or which may be sustained by reason of such refusal, neglect, failure or discontinuance of employment, such excess shall be paid by the City to the Contractor. If the City's expense and damages exceed the unpaid balance for the work Contractor and its surety shall be jointly and severally liable therefore to the City and shall pay such difference to the City. Such expense and damages shall include all legal costs incurred by the City to protect the rights and interests of the City under the Contract, provided such legal costs shall be reasonable.

8. OWNERSHIP OF DOCUMENTS

A. On payment to the Contractor by the City of all compensation due under this Contract, all finished or unfinished documents and material prepared by the Contractor with funds paid by the City under this Contract shall become the property of the City and shall be forwarded to the City upon its request.

B. Any records, reports, information, data, or other documents or materials given to or prepared or assembled by the Contractor under this Contract will be kept confidential and shall not be made available to any individual or organization by the Contractor without prior written approval of the City or by court order.

9. CLAIMS

Any claim against the City for damages, expenses, costs, or extras arising out of the performance of this Contract must be made in writing to the City within thirty days after the discovery of such damage, expense or loss, and in no event later than the time of approval by the City for final payment. Contractor, upon making application for final payment, shall be deemed to have waived its right to claim for any other damages for which application has not been made, unless such claim for final payment includes notice of additional claim and fully describes such claim.

10. GENERAL ADMINISTRATION AND MANAGEMENT

The Director of the Public Works and Utilities Department or his/her designee shall have primary responsibility for the City under this Contract and shall oversee and approve all work to be performed, coordinate communications, and review and approve all invoices, under this Contract.

The City reserves the right to utilize an online cloud-based project management system, Virtual Project Manager (VPM), to allow for paperless documentation and project administration.

11. INDEMNIFICATION / HOLD HARMLESS

A. The Contractor shall defend, indemnify, and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Contract, except for injuries and damages caused by the sole negligence of the City.

B. However, should a court of competent jurisdiction determine that this Contract is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Contract.

12. INSURANCE, BONDS, & RETAINAGE

A. The Contractor shall maintain insurance as set forth in Attachment B.

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B. If the total bid amount including tax exceeds $35,000, this project will be awarded as a small works roster contract and payment and performance bonds will be required in accordance with Washington State law. A retainage of 5% will also be applicable to this contract. The Contractor shall obtain payment and performance bonds in accordance with this Contract and all Attachments incorporated herein. Copies of the Bid Security Transmittal Form, Performance Bond and Payment Bond form(s), and Escrow Agreement for Retained Percentage form are available from the Operations Office of Public Works & Utilities (Telephone 360-417-4541). Performance Bond and Payment Bond forms are provided in Attachment C. The party to whom the Contract is awarded will be required to execute the Contract and obtain the Performance and Payment Bond within ten (10) calendar days from the date the notice of award is delivered to the bidder. Such bonds shall be on the form provided by the City, specify the name, contact phone, and address of the surety, and shall include a power of attorney appointing the signatory of the bonds as the person authorized to execute it (them).

13. PREVAILING WAGE

This Contract is subject to Chapters 39.12 and 49.28 RCW, amendments thereto and regulations issued thereunder, relating to prevailing wages, benefits and other requirements. Workers shall receive no less than the prevailing rate of wage. The City shall verify that contractor has received, or is exempt from, training on the requirements related to public works and prevailing wage under RCW 39.12. Contractor shall verify first-tier subcontractors have also received, or are exempt from, such training. Each subsequent tier shall verify that the tier below has received, or is exempt from, such training. No claim for additional compensation will be allowed which is based upon a lack of knowledge or a misunderstanding of any such requirements by the Contractor or a failure to include in Contractor’s price adequate increases in such wages during the performance of this Contract.

The Contractor is advised to consult the Washington State Department of Labor and Industries to determine the prevailing wages that must be paid.

This public works project is being done in Clallam County. Washington State wage determinations for Clallam County Journeymen, Apprentices, and Description can be found at:

Journey Level Rates: https://secure.lni.wa.gov/wagelookup/

Apprentice Rates: https://secure.lni.wa.gov/wagelookup/ApprenticeWageLookup.aspx

Description of Classifications: https://lni.wa.gov/licensing-permits/public-works-projects/scopes-of-work

Use the applicable wage determinations effective on the bid due date.

A copy of the applicable wage rates is available for viewing at the Port Angeles Public Works and Utilities Contracts Office. In addition, the City will mail a hard copy of the applicable wage rates upon request.

For a contract award under $2,500, and in accordance with RCW 39.12.040(2), the Contractor or subcontractor is authorized to submit a combined Statement of Intent to Pay Prevailing Wages & Affidavit of Wages directly to the City of Port Angeles at final invoicing. Submission shall be made on the form developed by the Washington State Department of Labor and Industries and available from the City of Port Angeles Public Works and Utilities Department.

Should any dispute arises as to the prevailing rates of wages for a specific trade, craft or occupation and such dispute cannot be adjusted by the parties in interest, including labor and management representatives, the matter shall be referred for arbitration to the Director of the Department of Labor and Industries, and his decision shall be final, conclusive, and binding on all parties involved in the dispute.

14. INTERPRETATION AND VENUE

This Contract shall be interpreted and construed in accordance with the laws of the State of Washington. The venue of any litigation between the parties regarding this Contract shall be Clallam County, Washington.

15. BRANDS OR EQUAL

When a special “brand or equal” is named, it shall be construed solely for the purpose of indicating the standards of quality, performance, or use desired. Brands of equal quality, performance, and use shall be considered, provided Contractor specifies the brand and model and submits descriptive literature when available. Any bid

CON 2026-03 Page 7 [TEMPLATE REVISED 5/22/2025] containing a brand which is not of equal quality, performance, or use specified must be represented as an alternate and not as an equal, and failure to do so shall be sufficient reason to disregard the bid.

16. INSPECTION AND REJECTION

All goods, services, work, or materials purchased herein are subject to inspection and to approval by the City. Any rejection of goods, services, work, or materials resulting because of nonconformity to the terms and specifications of this order, whether held by the City or returned, will be at Contractor's risk and expense.

17. SUBLETTING OR ASSIGNING OF CONTRACTS

Neither the City nor the Contractor shall assign, transfer, or encumber any rights, duties or interest accruing from this Contract without the express prior written consent of the other.

18. INDEPENDENT CONTRACTOR

Contractor is an independent contractor, and this is not an agreement of partnership, agency, or employment of contractor or any of the Contractor's employees by the City. It is understood and agreed that the equipment used and personnel employed by Contractor in performing this Agreement shall at all times be under the sole and exclusive control of the Contractor.

19. EXTENT OF CONTRACT/MODIFICATION

This Contract, together with the attachments and/or addenda, represents the entire and integrated Contract between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This contract may be amended, modified, or added to only by written instrument properly signed by both parties hereto.

20. SUBCONTRACTOR RESPONSIBILITY

The Contractor shall include the language of this section in each of its first-tier subcontracts and shall require each of its subcontractors to include substantially the same language of this section in each of their subcontracts, adjusting only as necessary the terms used for the contracting parties. The requirements of this section apply to all subcontractors regardless of tier.

At the time of subcontract execution, the Contractor shall verify that each of its first-tier subcontractors meet the following bidder responsibility criteria:

- At the time of subcontract bid submittal, have a certificate of registration in compliance with chapter 18.27

RCW;

- Have a current state unified business identifier number;

- If applicable, have:

1) Industrial insurance coverage for the subcontractor’s employees working in Washington as required in Title 51 RCW;

2) Subcontractor’s Insurance as required by Attachment B, “Insurance”;

3) An employment security department number as required in Tile 50 RCW; and

4) A state excise tax registration number as required in Tile 82 RCW;

5) An electrical contractor license, if required by Chapter 19.28 RCW;

6) An elevator contract license, if required by Chapter 70.87 RCW.

- Not be disqualified from bidding on any public works contract under RCW 39.06.010 or 39.12.065(3).

- Have received, or be exempt from, training on the requirements related to public works and prevailing wage under RCW 39.12.

21. COMPENSATION AND METHOD OF PAYMENT.

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A. The City shall pay the Contractor for work performed under this Contract as detailed in the bid, as incorporated in the Contract.

B. Payments for work provided hereunder shall be made following the performance of such work, unless otherwise permitted by law and approved in writing by the City. No payment shall be made for any work rendered by the Contractor except as identified and set forth in this Contract.

C. Progress payments shall be based on the timely submittal by the Contractor using the City’s Virtual Project Manager.

D. Payments for any alterations in or additions to the work provided under this Contract shall be in accordance with the Request for Information (RFI) or Construction Change Order (CCO) process as set forth in the Virtual Project Manager Documents. Following approval of the RFI or CCO, the Contractor shall submit the payment request through Virtual Project Manager.

E. The Contractor shall submit payment requests through Virtual Project Manager. The City shall initiate authorization for payment after receipt of a satisfactorily completed payment request and shall make payment to the Contractor within approximately thirty (30) days thereafter. Final payment requests shall also include a Certification of Work Completion and Acceptance (located in Attachment D).

IN WITNESS WHEREOF, the parties have executed this Contract as of the date of the last signature affixed below.

CONTRACTOR CITY OF PORT ANGELES

By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

APPROVED AS TO FORM:

BY:

CITY ATTORNEY

ATTEST:

BY:

CITY CLERK

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City of Port Angeles Engineering Office Public Works and Utilities Department

The Contractor shall do all work and furnish all tools, materials, and equipment in order to accomplish the project described below. Unless otherwise provided for in the Statement of Work, the Contractor will be responsible for obtaining and paying for any and all permits required for this work.

General Scope: Multi-year wood power pole inspection, testing, and treating.

Location:

Year 1 (2026): Zone 5 on the map below and other specified locations within the City, as directed.

Year 2 (2027): Zone 1 on the map below and other specified locations within the City, as directed.

Year 3 (2028): Zone 2 on the map below and other specified locations within the City, as directed.

Award: This multi-year contract shall be awarded to the lowest responsible bidder with the lowest total price for the estimated quantities on all 3 bid tables of the bid form.

Project Manager: Vic Smith, Electrical Engineering Specialist at 360-417-4706.

Work Hours and Schedule: City Light Operations crews work 7:00 am to 3:30 pm, Monday through Friday.

Engineering staff is available between 7:00 am and 4:30 pm. No support from City personnel is available outside of these hours or on legal holidays. Contractor is to consider these time periods when planning their schedule.

Specifications:

All work shall be executed in strict accordance with the latest edition of the following standards and codes and all local ordinances and regulations and shall meet industry standards. The Contractor is required to obtain all permits required by City of Port Angeles municipal codes and the current adopted codes:

• National Electrical Safety Code (NESC)

• International Building Code (IBC)

• International Residential Code (IRC)

• Uniform Plumbing Code (UPC)

• International Fuel and Gas Code (IFGC)

• International Mechanical Code (IMC)

• Washington State Energy Code (WSEC)

• Washington State Ventilation and Indoor Air Quality Code (VIAQ)

• ANSI 117 (Ada Accessibility Code)

• International Fire Code (IFC)

• National Electrical Code (NEC)

• Underwriters Laboratories (UL)

• WSDOT/APWA Standard Specifications - as referenced below

ATTACHMENT ”A”

WORK BY CONTRACTOR

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WORK REQUIREMENTS:

ZONE MAP

POLE INSPECTION, TESTING, AND TREATMENT

1.0 GENERAL

1.1 Scope

This specification is intended as a basis for the inspection and supplemental treatment of wood poles. Poles from 0-5 years old, or poles treated within 5 years, will only be visually inspected and reported, if visual inspection warrants no further action. All poles 6 years and older are to be inspected both above and below the groundline area. Actual extent of treatment will be field determined by the inspection. A list of poles and maps will be provided to the successful bidder prior to starting work.

As time and money allows within the contract limits, poles on the prior year contract test list may be added to the current year test list of the contract by the Project Manager.

1.2 Specification

These specifications are meant as a minimum. Exceptions to the specifications must be noted when responding to the Bid.

1.3 Contractor Requirements

1.3.1 The Contractor shall furnish all transportation, supervision, labor, tools, material, equipment, report forms and electronic imaging and data collection devices necessary

CON 2026-03 Page 11 [TEMPLATE REVISED 5/22/2025] for the inspection and treatment of City's poles as identified. City will furnish copies of this specification and necessary maps showing locations of poles which are the subjects for inspection and/or treatment. Copies of this specification shall be available for field personnel. A sample pole report is included as an attachment to this contract.

1.3.2 The Contractor is required to have a minimum of five (5) years in the in-service pole inspection and treatment business. The Contractor must have documented programs/policies conforming to EPA, OSHA, DOT, and WISHA along with all Federal and State pesticide regulations. These policies must include Safety Manual, Pesticide Training Manual and testing, standards for safe storage of preservatives on vehicles, operating policies for Contractor's personnel to handle preservatives and procedures for disposing of empty containers used for pole treatment in compliance with label requirements, and OSHA regulations involving personal protective equipment.

1.3.3 The Contractor must comply with the General Terms and Conditions to which these specifications are attached.

1.4 Personnel Qualifications

1.4.1 All pole inspection and treatment must be performed by professional in-service groundline pole inspection and treatment specialists. They must be a licensed applicator in the State of Washington, trained and with a minimum of one (1) year experience in the inspection and treatment of in-service wood poles. The City reserves the right to ask for evidence of previous experience and training in the form of letters of reference and test results. Personnel are subject to approval by the City before awarding the contract, or at any time thereafter. Failure to maintain an adequately trained inspector will result in payment being withheld by the City in the area being inspected.

1.4.2 Supervision of pole inspection and treating specialists of in-service poles shall be by a licensed applicator and a full-time supervisor with at least two (2) years of field experience.

1.4.3 Personnel not qualified to inspect and treat in-service poles shall work directly under the supervision of a qualified licensed professional. Where required by law or agency, material treatment of any pole shall be done only by certified or licensed individuals. Pesticide applicators shall be licensed as required in RCW Chapter 17.21.

1.5 Workmanship and Damages

Any damages, real or personal, off the right-of-way arising directly from the performance of the work specified herein, or any damages on the right-of-way, as a result of negligent operations, shall be settled promptly by the Contractor.

1.6 Definitions for Inspection and Treatment

Pole inspection and treatment categories are defined as follows:

1.6.1 Service Pole: Any wood pole owned by the City which is classified as service in the City’s records and supports either duplex, triplex, or quadruplex overhead service cable at a phase-to-ground voltage equal to or greater than 120 V.

1.6.2 Guy Pole: Any wood or fiberglass pole owned by the City which supports a distribution or transmission pole directly via one or more stranded guy wires which are then fastened from the top of the guy pole to one or more anchors at the groundline.

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1.6.3 Distribution Pole: Any wood or fiberglass pole owned by the City which is classified as distribution in the City’s records and supports bare copper or aluminum conductors at a phase-to ground voltage equal to or less than 20.2 kV.

1.6.4 Transmission Pole: Any wood or fiberglass pole owned by the City which is classified as transmission in the City’s records and supports bare aluminum conductors at a phase-to-ground voltage equal to or greater than 20.2 kV.

1.6.5 Unclassified Poles: Any pole listed for inspection which is not classified as a service, distribution or transmission pole in the City’s records shall be identified by the City before being inspected. Once identified, the Contractor may request the City to furnish evidence to support its determination before conducting a sounding, boring, excavation or treatment of the pole. This procedure shall also apply to any poles which are described by contradictory data in the City’s records.

1.6.6 Reported Pole (Visual Inspection): A reported pole is less than 5 years old about which the City desires information OR any pole that is judged to be unserviceable prior to excavation (per Section 3.2) OR any pole where the City is the joint user (tagged per Section 7.1) OR is underground primary equipment (secondary pedestals and meter pedestals are NOT included) OR any pole which is determined by the Contractor, in the Contractor’s reasonable opinion, to be inaccessible. If a pole is determined to be inaccessible, the Contractor must immediately inform the City of the number and location of the pole, and the City shall reserve the option to make reasonable accommodations to provide access before the close of the contract. Poles less than 5 years old may be subjected to further evaluation at the City's discretion.

1.6.7 Sounding and Boring: Poles shall be sounded with a hammer from either groundline or above groundline as applicable, to as high as an inspector can reach in order to locate exterior decay or interior pockets of decay. Contractor shall bore pole at least once to detect interior decay. A shell thickness indicator shall be used to detect the existence and extent of any interior decay. If it is present, pole shall be bored a sufficient number of times to determine location and extent of decay. Bored holes shall be plugged with tight-fitting plastic or treated wood dowels.

1.6.8 Full Excavation: Poles that are fully excavated according to Section 3.3 below.

1.6.9 Partial Excavation: Poles that are partially excavated on one side of the pole according to Section 3.4 below.

1.6.10 Externally Treated Pole: A groundline treated pole is any pole designated by the City which, upon inspection, is found to be a candidate for external preservative treatment, provided enough sound wood remains. Treatment shall consist of the treatment specified in Section 5.2 of these specifications.

1.6.11 Rejected Poles: The City is responsible for determining when a pole shall be deemed rejected. A rejected pole is any pole designated by the City which, upon inspection, is found deteriorated below the required minimum as indicated on the shell thickness table supplied in Section 4.3 or otherwise designated by the City. Poles may also be classified as visual or sound and bore rejects according to Section 3.2.

Contractor will provide methodology and charts for determining rejects. The guidelines recommended shall be designed to identify those poles which are at or below 67% remaining capacity as per NESC Standards. In addition, the depths and size of various decay conditions along with mechanical damage and insect infestation shall be recorded. An input of percentage remaining capacity shall be part of the data deliverable requirements. Poles not meeting the strength requirement will be rejected and

CON 2026-03 Page 13 [TEMPLATE REVISED 5/22/2025] immediately reported to the City for replacement. Poles rejected that are suspected of being in a hazardous condition and/or needing immediate corrective action shall be reported to the designated City’s representative within 24 hours. Poles requiring immediate corrective action will be reported in the database as priority poles.

1.6.12 Wood Preservative: Application of E.P.A. registered fumigant that has supporting documentation proving the efficacy of said product to the City’s satisfaction, to poles according to Section 5.3.

1.6.13 Priority Pole: A pole that is in need of immediate attention (replacement); usually has average shell of 1½ inches or less for distribution and two inches or less for transmission, or less than one-third of its original circumference. The location of priority poles will be reported to the City’s representative daily.

2.0 GENERAL PRECAUTIONS AND REQUIREMENTS FOR PRESERVATIVE APPLICATIONS

2.1 General Restrictions and Requirements

2.1.1 All preservatives shall be handled and applied in accordance with the product label, and in a manner that will prevent damage to vegetation and property. Only preservatives registered by the Environmental Protection Agency (EPA) and the appropriate State Department of Agriculture for the intended use of remedial pole treatments will be considered for approval by the City.

2.1.2 No preservatives shall be applied by the Contractor where a pole is readily identifiable as (a) located on any school property; or (b) in a vegetable garden, or (c) within ten (10) feet of a stream or standing water body or (d) within fifty (50) feet of a private well.

2.1.3 Any container in which a preservative is stored shall be stored in a securely locked container or toolbox or bolted to vehicles on the right-of--way and kept locked when left unattended. Empty preservative containers shall be removed from the right--of---way and kept in a locked compartment until disposal. Disposal of preservatives and their containers shall be in accordance with the product label as well as the rules and regulations of all appropriate Federal and State agencies.

2.2 Pesticide Licensing and Reporting Requirements

2.2.1 The Contractor shall be a certified commercial pesticide application for the preservative application set forth under this Agreement, and each crew shall be supervised by a full time Supervisor who is licensed and certified by the State of Washington. The Contractor shall be responsible for the accurate recording and submitting of all pesticide usage forms required by the various pesticide regulatory agencies and for meeting all applicable Federal and State rules and regulations.

2.2.2 The Contractor is required to have in his possession copies of the preservative labels and SDS for all pesticides being used. A copy of all SDS will be provided to the City with Bid documents. Upon request, the SDS and labels will be shown to anyone desiring this information. Properly completed shipping papers will also be carried on each vehicle which is transporting pesticides.

2.3 Material Handling

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2.3.1 Incidental releases of preservative shall be immediately cleaned up in a manner consistent with label requirements, Federal and State regulations, and relevant environmental procedures.

2.3.2 The Contractor shall provide each crew with a recovery kit containing sufficient materials for cleaning up and neutralizing incidental releases of both paste and liquid preservatives.

2.4 Proper Equipment

2.4.1 The Contractor shall provide each crew with all required personal protective equipment (PPE) as specified by the label. In addition, hard hats and a change of clothing will be provided. All field employees are required to provide and wear work boots.

2.4.2 The Contractor shall provide a truck that has covers and locks adequate to satisfy federal and state DOT regulations in which to store and transport the preservatives.

2.4.3 The City will provide Contractor with a letter to be carried in the Contractor vehicles approving the work for the City.

2.5 Pesticide Training

2.5.1 Each pole inspector or foreman shall be required to have documented pesticide training that meets state requirements for applicator licensing and is to be submitted as part of their proposal.

2.5.2 Hazard Communication and Safety Program: The Contractor shall provide to its employees a hazard communication program which addresses the purpose of using pesticides, safety data sheets (SDS) and product labels, protective safety equipment and clothing and product information. A safety manual and program is to be provided and utilized by the Contractor and its employees.

3.0 INSPECTION

3.1 Preparation

3.1.1 When work is to be done in close proximity to a home, the property owner should be notified in person if possible, as to what is being accomplished. Light brush will be removed from around the pole to allow for proper excavation, inspection and\or treatment unless permission for removal is denied by property owner. Denial will be indicated in the remarks column on the pole report. If permission for excavation is denied, the pole will be sounded and bored above grade, and fumigant treated, providing the pole is serviceable. Contractor will not inspect or perform work on poles inaccessible by acts of God or by any causes beyond the control of Contractor, as determined by the City’s Project Manager. Reason for the lack of inspection will be noted in the remarks column of the pole report. When there is no separate bid item for preparatory work described here-in or other preparatory work not specifically defined but necessary to perform the work, then this work shall be considered incidental to other existing bid items and no separate pay item shall apply.

3.1.2 Field conditions may indicate the need for different examinations for different poles. Additional inspection or treatment shall be provided with City approval at the unit costs indicated in the bid schedule. Billing will be based on actual tasks performed for

CON 2026-03 Page 15 [TEMPLATE REVISED 5/22/2025] each pole. For bidding, the Contractor shall know, understand, and apply all of the contract specifications, including the following:

a. Pole Tagging and Numbering per Section 7.0

b. Above ground inspection per Section 3.2

c. Full excavation per Section 3.3 or

d. Partial excavation per Section 3.4

e. Sounding per Section 3.5

f. Boring per Section 3.6

g. Internal treatment per Section 5.3

3.2 Above-Ground Inspection

3.2.1 An above-ground visual inspection of all poles shall be made from groundline to the top of the pole. A digital image in JPG format shall be taken of the pole in its entirety, which shall include the pole-top assembly and any obstructions or natural features within a five-foot radius of the pole. The image shall be named exactly as listed in the City records. For example, a digital image taken of pole 12-AB-34 must be named “12-AB- 34”. The following visible defects shall be noted: woodpecker holes, split tops, decayed tops, broken insulators, decayed or broken crossarms, missing hardware, slack/broken guy wires. If the pole is obviously not suited for continued service due to serious defects, immediately contact the City representative. Relevant pole data shall be collected using a City provided online accessible data set or equivalent as described in Section 8.1 of this attachment. An above-ground visual inspection, which includes digital image capturing, shall be conducted for all poles which are to be inspected per the City’s records. Only an above-ground visual inspection is required for poles less than five years old, or poles inspected in the past five years.

3.3 Full Excavation

3.3.1 All poles that pass the above ground visual inspection and are more than 5 years old since last inspection shall be fully excavated to a depth of eighteen (18) inches.

(Exceptions include poles in pavement and poles in vegetable gardens. These poles will be sound and bore inspected per Sections 3.5 and 3.6.) The pole will be sounded and bored according to Sections 3.5 and 3.6 and the pole surface will be checked for signs of external decay.

3.3.2 If no surface decay is suspected and the borings indicate no internal decay, paste preservative (Section 5.2) application is required. The full excavation will be backfilled.

3.3.3 Poles will be treated with a fumigant according to Section 5.3 and the full excavation will be backfilled after pasting preservative application (Section 5.2).

3.3.4 If an internal void is present, the pole will be treated with a fumigant according to Section 5.3 and an internal treatment according to Section 5.3.3 and the full excavation will be backfilled after paste preservative application (Section 5.2).

3.4 Partial Excavation

3.4.1 All poles that pass the above ground visual inspection that are more than 5 years old since last inspection but could not be fully excavated due to obstructions shall be partially excavated on one (1) side of the pole to a depth of eighteen (18) inches.

(Exceptions include poles in pavement and poles in vegetable gardens. These poles will be Sound and Bore inspected.) The pole will be sounded and bored according to Sections 3.5 and 3.6 and the pole surface will be checked for signs of external decay.

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Transmission Poles which are unable to be fully excavated must be reported to the City prior to excavation. The City shall then determine whether the condition preventing full excavation can be addressed. If the condition or obstruction cannot be addressed, the Contractor shall proceed with a partial excavation of the transmission pole.

3.4.2 If no surface decay is suspected and the borings indicate no internal decay, paste preservative (Section 5.2) application is required. The partial excavation will be backfilled.

3.4.3 Poles will be treated with a fumigant according to Section 5.3 and the partial excavation will be backfilled after paste preservative application (Section 5.2).

3.4.4 If an internal void is present, the pole will be treated with a fumigant according to Section 5.3 and an internal treatment according to Section 5.4 and the partial excavation will be backfilled after pasting preservative application (Section 5.2).

3.5 Sounding

3.5.1 Poles shall be sounded from as high as the inspector can reach to the exposed groundline area in order to locate interior pockets of decay. Hammer marks should be visible to indicate that the area was sounded.

3.6 Boring

3.6.1 Inspector shall bore the pole with a ¾" bit. Poles of 50-inch circumference or more (transmission) shall be bored with 4 holes; poles of 34 to 49-inch circumference (distribution) shall require 3 bore holes; poles 33-inches or…