ITB Old Moody Line Rebuild Project.pdf

INVITATION TO BID

OLD MOODY ROAD LINE REBUILD PROJECT

Version: 001

Issued: 1/27/2023

Response Deadline: February 21, 2023 2:00 PM Responses after this time will not be considered.

Summary

Northern Wasco County People’s Utility District (hereinafter called “District”) issues this Invitation to Bid soliciting bids for the Old Moody Road Line Rebuild Project (hereinafter called “Project”) involving rebuilding approximately 6.5 miles of 12.47 kV overhead distribution lines.

Project Description and Scope of Work

The work associated with the Project is located in or near the town of The Dalles within Wasco County, Oregon.

The scope of work may include but is not limited to the following:

The Project will consist of replacing approximately 6.5 miles of 12,470Y/7200 volt overhead distribution line, transferring existing services to the new lines, and removal of the existing overhead distribution lines. All material installed on the Project shall be District furnished.

The Project’s starting location is on Fifteen Mile Road approximately 1.5 miles west of the intersection of Old Moody and Fifteen Mile Roads in Fairbanks, Oregon. The Project starts in a northeasterly direction across wheat fields for approximately 1.25 miles. The route then crosses and follows Old

Moody Road to the east. The route continues east along Old Moody Road for approximately 5 miles and ends at the Heritage Landing State Park boundary.

The Contractor shall furnish all supervision, labor, tools, equipment, transportation, and handling of all

District furnished materials necessary for the rebuild of the District’s distribution systems, more fully described in the attached items:

Unit Price Proposal Form Staking Sheets Framing Standard Drawings Stringing Tables Plan View Drawings

Due to the short time frame between dry soil and fire season, Contractor shall have 5 weeks from the time poles start to get set in the ground to project completion. The start date shall be directed by the

District based on dry soil conditions and can be 3 weeks before or after the projected start date.

Contractor may start to drill pole holes immediately after execution of the contract depending on soil conditions and approval by the District.

Contractor is responsible for providing a site specific wildfire mitigation plan and include all fire mitigations, fire watch, and equipment safety regarding wildfire prevention.

Contractor shall cover and protect all holes at the end of each shift or as necessary to keep a safe work environment for Contractor’s employees, District employees, land owners, and civilians.

The district will provide dumpsters and recycling. Contractor is responsible for placing all materials into the correct bin and shall notify the District at least 48 hours prior to pick‐ups being required.

Contractor shall pickup all materials from the District warehouse. Contractor shall inventory and sign a receiving ticket for all material from the warehouse. Once material has been signed for, the Contractor bears full responsibility for the security and install of the material. Any lost, missing or damaged material will be reimbursed to the District including any expediting, shipping, taxes or any other fees/costs.

Contractor shall not procure any material to replace missing, damaged, or lost material for any reason.

Bid Schedule

Description Date ITB Issued 1/27/2023 Mandatory Pre‐Bid Meeting 2/9/2023 @ 8:00 am PST Request For Information 2/13/2023 @12:00 pm PST Request for Information Response 2/16/2023 Bids Due Bid Opening Contract Negotiations District Board Approval

2/21/2023 @ 2:00 pm PST 2/21/2023 @ 2:10 pm PST 2/21/2023‐3/3/2023 3/7/2023

Project Schedule

Description Date Contract Issued 3/10/2023 Project Start 5/22/2023 Project Complete 6/30/2023

Obtaining Documents

The Plans, Specifications and Construction Drawings, together with all necessary forms and other documents for Contractors may be obtained by request from the District through Steven Horzynek <steven‐horzynek@nwascopud.org> or phone (541) 506‐3806 or from the office at Northern Wasco County PUD, 2345 River Road, The Dalles, OR 97058. Specifications, and Construction Drawings may also be examined at the office of the District.

Familiarity with Conditions

Prior to the submission of the Proposal, the Contractor shall make and shall be deemed to have made a careful examination of the site of the Project and of the Plans, Specifications, Construction Drawings, and forms of Contractor's Proposal and Contractor's Bond on file with the District and with the Engineer, and shall become informed as to the location and nature of the proposed construction, the transportation facilities, the kind and character of soil and terrain to be encountered, the kind of facilities required before and during the construction of the Project, general local conditions and all other matters that may affect the cost and time of completion of the Project. Contractors will be required to comply with all applicable statutes, regulations, etc., including those pertaining to the licensing of contractors, and the so‐called "Kick‐Back Act of 1986 (41 U.S.C. 51 et seq) and regulations issued pursuant thereto.

Contractor shall provide an hourly rate for drilling, chipping, or blasting rock as encountered for poles.

Costs for placing poles in rock will be calculated by actual verified time applied to the hourly rate. Time is to be verified daily and signed on a daily time ticket by the District and Contractor. Failure by the Contractor to notify the District before rock mediation activities begin will be considered non‐verifiable costs and not reimbursable.

Bid Bond

Each Proposal must be accompanied by a Bid Bond in the form attached or a certified check on a bank that is a member of the Federal Deposit Insurance Corporation, payable to the District, in an amount equal to five percent (5%) of the maximum bid price. Each Contractor agrees, provided its Proposal is one of the three low Proposals, that, by filing its Proposal together with such Bid Bond or check in consideration of the District’s receiving and considering such Proposals, said Proposal shall be firm and binding upon each such Contractor and such Bid Bond or check shall be held by the District until a Proposal is accepted and a satisfactory Contractor’s bond is furnished (where required) by the successful Contractor and such acceptance has been approved by the District, or for a period not to exceed sixty

(60) days from the date hereinbefore set for the opening of the Proposals, whichever period shall not be the shorter. If such Proposal is not one of the three low Proposals, the Bid Bond or check will be returned in each instance within a period of ten (10) days to the Contractor.

Contractor's Bond

The successful Contractor will be required to execute two additional counterparts of the Proposal and to furnish a Contractor's Bond in triplicate in the form attached hereto with sureties approved by the District, in a penal sum not less than the contract price. The contract price shall include the price of materials furnished by the District.

Failure to Furnish Contractor's Bond

Should the successful Contractor fail or refuse to execute such counterparts or to furnish a Contractor's Bond (where required) within ten (10) days after written notification of the acceptance of the Proposal by the District, the Contractor will be considered to have abandoned the Proposal. In such event, the District shall be entitled (a) to enforce the Bid Bond in accordance with its terms, or (b) if a certified check has been delivered with the Proposal, to retain from the proceeds of the certified check, the difference (not exceeding the amount of the certified check) between the amount of the Proposal and such larger amount for which the District may in good faith contract with another party to construct the Project. The term "Successful Contractor" shall be deemed to include any Contractor whose Proposal is accepted after another Contractor has previously refused or has been unable to execute the counterparts or to furnish a satisfactory Contractor's Bond (where required).

Contract is Entire Agreement

The Contract to be effected by the acceptance of the Proposal shall be deemed to include the entire agreement between the parties thereto, and the Contractor shall not claim any modifications thereof resulting from any representation or promise made at any time by any officer, agent or employee of the District or by any other person.

Minor Irregularities

The District reserves the right to waive minor irregularities or minor errors in any Proposal, if it appears to the District that such irregularities or errors were made through inadvertence. Any such irregularities or errors so waived must be corrected on the Proposal in which they occur prior to the acceptance thereof by the District. If the contract is awarded, District will award the Contract to the responsible Bidder who's Proposal, conforming with all the material terms and conditions, is lowest, price and other factors considered.

Balanced Bid

The District reserves the right to reject any or all Proposals. The attention of Contractor is specially called to the desirability of a proper balance between prices for labor and materials and between the total prices for the respective Construction Units. Lack of such balance may be considered as a reason for rejecting a proposal.

Discrepancy in Unit Prices

Where the unit prices in the Contractor's Proposal are separated into three columns designated as "Labor," "Materials," and "Labor and Materials," and where a discrepancy appears between the sum shown in the "Labor and Materials" column and the correct addition of the sums appearing in the "Labor" column and the "Materials" column, the correct addition of the sums appearing in the "Labor" column and the "Materials" column shall control.

Definition of Terms

The terms "District", "Engineer", "Project", "Completion of Construction" and "Completion of the Project" as used throughout this Contract shall be as defined in Article VI, Section 1, of the Contractor's Proposal.

The District Represents

a. If by provisions of the Contractor's Proposal the District shall have undertaken to furnish any materials for the construction of the Project, such materials are on hand at locations specified or if such materials are not on hand they will be made available by the District to the successful Bidder at the locations specified before the time such materials are required for construction.

b. All easements and rights‐of‐way, except as shown on maps included in the Plans and

Specifications, have been obtained from the Districts of the properties across which the Project is to be constructed (including tenants who may reasonably be expected to object to such construction). The remaining easements and rights‐of‐way, if any, will be obtained as required to avoid delay in construction.

c. All staking has been completed and sufficient staking crews will be available to maintain stakes within 24 hours of notification of need.

d. Where underground distribution construction is required, permission has been obtained from state and local highway and road authorities to install underground distribution power facilities and set pedestals, if any, on the highway and road right‐of‐ way in the Project area. Notwithstanding such permission granted to the District, each Contractor is responsible for ascertaining that the equipment, methods of construction, and repair proposed to be used on the Project will meet all requirements of public authorities having jurisdiction over highway and road right‐of‐way. The successful Contractor will be required to furnish proof satisfactory to the District of compliance with this requirement. If required by highway or road authorities, the successful Contractor will furnish to such authorities a bond or meet other guaranty requirements to assure the prompt repair of all damages to highways and roads and their associated rights‐of‐way caused by the Bidder during construction of the Project. This requirement is in addition to and independent of the Contractor's Bond required under this Contract. The acceptance of a bid from any Contractor is not to be construed as approval of the Bidder's equipment or proposed construction methods by or on behalf of the highway and road authorities. Bidders may obtain information concerning the requirements of highway and road authorities by communicating with the following:

1. Wasco County, Oregon, Public Works Department (541) 467‐2242

e. All funds necessary for prompt payment for the construction of the Project will be available.

If the District shall fail to comply with any of the undertakings contained in the foregoing representation or if any of such representations shall be incorrect, the Contractor will be entitled to an extension of time of completion for a period equal to the delay, if any, caused by the failure of the District to comply with such undertakings or by any such incorrect representation; provided the Contractor shall have promptly notified the District in writing of its desire to extend the time of completion in accordance with the foregoing; provided, however, that such extension, if any, of the time of completion shall be the sole remedy of the Contractor for the District's failure, because of conditions beyond the control and without the fault of the District, to furnish materials in accordance with subparagraph a. above.

Deliverables

The successful Contractor will be expected to:

All construction work including attachments to existing poles and line changes, are to be done with the line energized. When working with energized lines or scheduling a planned outage of a line or equipment, the Contractor shall determine the requirements. All such work shall be performed to meet at least the safety rules and regulations prescribed by the District for its own employees including the use of rubber gloves, hot sticks and associated protective equipment.

The successful Contractor shall enter into the District's Construction/Public Improvement Contract; the sample of which is attached.

Contractor shall list all sub tiers and description of work performed by each sub tier.

Proposal Contents Summary

In summary, each proposal must meet all of the following to be considered for acceptance by the

District:

• Provide a Site‐Specific Wildfire Mitigation Plan

• Provide a Unit Price Proposal Form indicating the Contractor's unit prices and total extended price proposal.

• Outline the Contractor’s relevant experience in the last two years.

• Provide a list of previous clients that may be used as references.

• Include the name, address, and telephone number of the primary person from the Contractor who will coordinate the construction services with the District.

• See Evaluation Criteria below and include necessary items to determine scoring and evaluation of Contractor.

• List of all sub tiers or subcontractors.

Evaluation Criteria

Experience and Qualifications

Demonstration of proposed project team members:

• Qualifications to perform work in applicable discipline(s).

• Knowledge of technical criteria and administrative requirements for projects of similar scope.

• Current and projected workload of each proposed project personnel and proportion of time available for this contract.

Contractor Experience

Demonstration of Contractor’s:

• Qualifications to perform work in applicable disciplines.

• Past performance in completing projects of similar size and scope.

• Demonstration of past experience in providing construction services to governmental agencies in the electric industry by both the Contractor and the project team.

• The Bidder and their project foreman must be experienced in working around and under energized 15 kV lines. Experience must have been gained from a minimum of (5) five continuous years of high voltage (12 kV or above) utility construction.

Safety and Fire Mitigation

• Contractor must have an EMR rating below 1.0.

• Site Specific Fire Mitigation Plan

Availability and Commitment of Resources

• Proposed Timeline

• Proposed Staff for project

• Resource Availability

Demonstration of the Contractor’s ability to commit the resources required to complete the project within the established time frames, including responsiveness to specific project technical requirements.

Evaluation Process

District staff will evaluate all the proposals based on the criteria listed above and on cost competitiveness. The District’s staff may also request clarifications or additional information, if needed.

A selection may be based on the cost alone or any combination of the Evaluation Criteria, references and interviews. The District’s Contract Review Board will review staff’s selection and make the determination whether to authorize staff to execute the contract with the selected bidder.

The District reserves the right to reject any or all bids and to waive any informality or technicality in any bid in the interest of the District. The District will not consider a bid unless the offeror is registered with the Construction Contractors Board.

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify bids without further consideration:

• Evidence of collusion, directly or indirectly, among contractors in regards to the amount, terms or conditions of this invitation to bid;

• Any attempt to improperly influence any member of the evaluation team;

• Existence of any lawsuit, unresolved contractual claim or dispute between contractor and the

District;

• Evidence of incorrect information submitted as part of the bid;

• Evidence of the contractor’s inability to successfully complete the responsibilities and obligations described in the invitation to bid; and

• Contractor’s default under any previous agreement with the District.

Submission

Submit questions via email to:

steven‐horzynek@nwascopud.org and purchasing@nwascopud.org

NWCPUD will host a pre‐proposal meeting at the NWCPUD Board Room on February 9, 2023 at 8:00 AM.

It shall be mandatory that each Bidder send a representative to the Pre‐Bid Meeting. The plans and specifications will be discussed. Only bids from those attending the meeting will be considered.

Statements made by the District at the conference are not binding upon the District unless confirmed by

Written Addendum

Contractors submitting bids are required to either mail or hand‐deliver two (2) bound hardcopies and one (1) USB or similar electronic copy addressed to “Northern Wasco County PUD, c/o Steven Horzynek

– “Old Moody Road Line Rebuild Project” at 2345 River Road, The Dalles, OR 97058, no later than

February 21 2023 at 2:00 pm. The entire submittal shall be of a sealed type. Submissions after that time will not be opened. Proposals submitted by Facsimile, e‐mail or any other electronic means will not be acceptable. The District may reject any or all Bids submissions if the District deems doing so would be in the public’s interest.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified bidder. Final project related matters will be negotiated during this period to the satisfaction of the District. Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s Procurement

Policies; the Oregon Revised Statutes, Chapter 279C Public Contracting ‐ Public Improvements; and OAR

137‐049.

Bid Bond

1. KNOW ALL MEN that we, __________________________________________ ____________________________________________________________, as Principal, and ___________________________________________, as Surety, are held and firmly bound unto the Northern Wasco County People’s Utility District (hereafter called the “District”) in the penal of five percent (5%) of the amount of the bid referred to in paragraph 2 below, but not to exceed ________________ dollars($_________.00), as administrator set forth and for the payment of which well and truly to be made we bind ourselves, our executors, administrators, successors and assigns, jointly and severally, by these presents:

2. WHEREAS, the Principal has submitted a bid to the District for the construction of the Utilities Service Project known as: “Old Moody Road Line Rebuild Project“

3. NOW, THEREFORE, the condition of this obligation is such that if the District shall accept the bid of the Principal, and

a. The principal shall execute such contract documents, if any, as may be required by the terms of the bid and give such Contractor’s Bond or Bonds for the performance of the contract and for the prompt payment of labor and materials furnished for the Project as may be specified in the bid, or

b. In the event of the failure of the Principal to execute such contract documents, if any, and give such Contractor’s Bond or Bonds, if the Principal shall pay to the District the Difference, not to exceed the penal sum hereof, between the amount specified in the bond and such larger amount for which the District may in good faith contract with another party to construct the Project, Then this obligation shall be void, otherwise to remain in full force and effect.

IN WITNESS WHEREOF, the undersigned have caused this instrument to be executed and their respective corporate seals to be affixed and attested by their duly authorized representatives this

_______________________day of ________________________, 2023.

___________________________________ (SEAL)

PRINCIPAL

BY ________________________________________________________

Attest: _______________________________ _________________________________________________________

SECRETARY TITLE

_________________________________________________ (SEAL)

SURETY

PRINCIPAL

BY ________________________________________________________

Attest: _______________________________ _________________________________________________________

SECRETARY TITLE

SURETY