ITB - Relocate and Replace Strain Poles 2026.pdf

Sealed bids, subject to the specifications and conditions contained herein and attached hereto, will be received in the City Manager’s Office, City Hall, until, but no later than 2:00 P.M. CT, Thursday, July 30, 2026, and then publicly opened and read aloud for Relocate and Replace Strain Poles.

If you are an individual with a disability and require a reasonable accommodation or have additional questions regarding this invitation, please notify Sommar Jaynes, Purchasing Agent at (931) 560-1580.

No bid may be withdrawn after the scheduled closing time for receipt of bids for ninety (90) calendar days.

Bid Instructions:

To be considered you must:

1. Be registered as a vendor prior to award. This may be done online at https://www.bidnetdirect.com/tennessee/cityofcolumbia. Paper applications are also available on the City’s website: www.columbiatn.gov or you may request a copy of the vendor registration form by calling City of Columbia 931-560-1518.

2. Submit a completed bid sheet(s) using the forms as supplied with this Invitation to Bid.

3. Include all warranty certifications and such other attachments as may be required herein

4. Include Certificate of Liability Insurance

5. Submit a signed Iran Divestment Act and a Drug-Free Workplace Affidavit with the bid using the forms attached hereto.

6. All forms must be signed by an individual with the authority to bid the bidder.

7. Bid envelopes shall conform to the requirements of TCA 62-6-119 whereby the following information shall appear on the outside of the bid envelope if the bid amount equals or exceeds $25,000.00 for prime contractors and subcontractors as required by

TCA 62-6-119:

Project title: Relocate and Replace Strain Poles, Bid Open Date July 30, 2026 Bidder's name and address.

Bidder's Tennessee Contractor’s License Number.

Bidder's License Expiration Date.

Bidder's License Classification.

Invitation to Bid – Relocate and Replace Strain Poles

July 8, 2026

Solicitation #431-0715-04 https://www.bidnetdirect.com/tennessee/cityofcolumbia http://www.columbiatn.gov/

8. All bid documents can be returned to: Purchasing Agent, City Hall 3rd Floor, 700 North

Garden St., Columbia, TN 38401 or submitted electronically through BidNet Direct.

Time is of the essence and any bid received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the City Manager’s Office.

Bidders are responsible for ensuring that their bids are stamped by City Manager’s Office personnel before the deadline indicated. Late bids received will be so noted in the bid file and the bid will be returned unopened. Faxed or e-mailed bids will not be accepted.

Nothing herein is intended to exclude any responsible vendor, his product or service or in any way restrain or restrict competition. On the contrary, all responsible vendors are encouraged to bid and their bids are solicited. The City of Columbia is compliant with Title VI of the 1964 Civil Rights Act and as a result does not discriminate on the grounds of race, color or national origin nor does it excluded from participation in, or denies the benefit of any program or activity receiving federal financial assistance.

All cost associated with the preparation or delivery of bid are the sole responsibility of the vendor.

1. SCOPE

The City of Columbia is seeking bids to relocate and replace two span wire galvanized steel strain poles at James Campbell Blvd & Hillary Dr. The electrical service is located on the SW pole and it will also need to be moved to the new pole location. The existing conduit and wire will also need to be moved over to the new poles.

2. GENERAL CONDITIONS – Applicable to all bids unless otherwise stated within this invitation to bid.

1. Acceptance of Bids: The City of Columbia reserves the right to reject any and all bids, to waive any informal technicalities or defects, the scope and nature of which it shall be the sole judge, in any bid, insofar as such technicality or defects do not legally, materially or substantially change such bid. The said City, unless otherwise specified by the bidder, reserves the right to accept any item on bid.

If the bidder fails to state the time within which a bid must be accepted, it is understood and agreed that said City shall have ninety (90) days from bid opening date in which to accept bid.

2. Error in Bid: In case of error in the extension prices in the bid, the unit price governs. No bid shall be altered, amended or withdraw, unless the acceptance date has expired, after the opening date of bids. Negligence on the part of the bidder in preparing the bid confers no right for withdrawal of the bid after it has been opened.

3. Discount Period: Time in connection with discount offered will be computed from the date of delivery, or from the date correct invoices are received, whichever date is later. Discount other than “Time Discounts” shall be shown on the face of the proposal sheet under “Terms”.

4. Sample of Materials: Samples of items, when requested, must be furnished free of expense to the City, at the time bids are opened or later if such are called for after the bids have been opened, and if such samples are not destroyed in the process of sampling, they will be returned at the bidder’s expense.

5. Signatures on Bids: Each bid must contain the full name and business address of the bidder.

Any person signing a proposal sheet for himself or as agent, employee or officer of another must show his title and, if requested by the City shall furnish proof of his authority to make such proposal.

6. Alternate Bids: Alternate bids will be considered proving such items that appear on such bids meet specifications. Where equivalent items are bid upon, said City reserves the sole right in determining whether they meet specifications.

7. Bid Sheets: Bidders shall use the sheets furnished by the City. Failure to submit this sheet as required shall render the bid invalid. Sheets must contain prices on per unit and aggregate basis and the total amount of the bid must be stated on the bid sheet.

8. Federal or State Sales, Excise or Use Tax: Every bid shall separately state and set forth, therein the amount of any and all Federal and State sales, excise or use taxes included in the bid prices. If any such taxes are included in the prices bid, the City reserves the right in making the award to deduct any amount of such taxes thereof. Where labor is required, the bidder shall state separately the amount of labor and materials.

9. Delivery: The number of calendar days in which delivery will be made after contract is executed and purchase order placed shall be stated in the bid. When the bidder states no time delivery, it is understood and agreed that delivery is to be made within fifteen (15) days after receipt of order, unless otherwise stated in the specifications.

10. Compliance: Contractor shall abide by all federal, state and local laws and statues and obtain all permits required in number fifteen (15) of these conditions.

11. Specifications: It is understood that reference to attached specifications shall be sufficient to make the terms of such specifications binding on the contractor. In some instances, the name of the manufacturer, a special brand, or make of an item is used in describing the item or items desired; but this does not restrict the bidder to that manufacturer or specific article, this means being used simply to indicate the character or quality of the article or service desired; but the articles or service on which the proposal are submitted must be equal to that specified, and a statement to that effect shall be made a part of the proposal. Where conflict occurs between the requirement or the General Conditions and the specifications, the requirements of the specifications will govern.

12. Inspection: Final inspection and acceptance or rejection will be made at the time of delivery, but all products and workmanship shall be subject to inspection and test at all times and places. The right is reserved to reject articles that contain defective material and workmanship. Rejected materials shall be removed by and at the expense of the contractor promptly after notification of rejection. The City shall not be obligated to pay the full price for any items that do not meet specifications; however, payment may be made at a proper reduction in price.

13. Bid Opening: Bids may be mailed or delivered to the Purchasing Agent, Third Floor, 700 North Garden Street, Columbia, Tennessee. All bids will be opened and publicly read at a time specified herein. Bids received after the specified time for opening, as shown on the invitation to bid, will not be accepted.

14. Cancellation: The City reserves the right to cancel an accepted bid or contract in whole or in part due to nonperformance or defective products.

15. Permit Requirements: Successful bidder will be responsible for securing any necessary permits for complying with all required inspections whether local state or federal.

16. Multi-Year Contracts: The City reserves the right to enter into multi –year contracts and further has the right to terminate multi-year contracts due to non-appropriation of funds.

17. Financial Statements: Financial statements will be submitted upon request.

18. Term of Payment: Payment will be made in full after the satisfactory receipt of goods, materials, supplies, and equipment. Payment will be made in full upon satisfactory completion of all contractual services, public improvements and/or construction. Executed contracts must specifically state if there is any partial payment or other deviation from this method of payment.

19. Complaints – Vendors

Vendors shall have the right to present a complaint, dispute or grievance concerning unfair treatment, contracts, deliveries, payments, restrictions, and other incidents. The following steps are intended to provide uniform procedures for a vendor to express a problem and obtain remedy.

a. Step One - Vendor must file a grievance with the Purchasing Agent in the City

Manager’s Office no later than seven (7) calendar days after the occurrence of the dispute or incident. The complaint must be in writing and include all supporting data and desired solution or remedy. The Purchasing Agent will review the complaint with the user department and provide a written reply within forty-five (45) days to the vendor.

b. Step Two – If the vendor is not satisfied with the Purchasing Agent’s response, the vendor may appeal in writing to the City Manager, who shall with the advice of the Purchasing Agent and/or City Attorney, make a written determination to all parties involved. The City Manager’s decision shall be final.

3. THE AWARD:

The award, if made, shall be subject to two automatic annual renewal periods provided that the City does not submit in writing to the awarded vendor their intention not to renew the award within thirty (30) days of the anniversary date of the award. In the event of non-renewal, the City shall be obligated for all work satisfactorily completed through the end of the award or renewal period. All automatic renewals shall be at the rate per item currently in effect at the time of the renewal.

The awarded vendor may request in writing 30 days prior to any annual anniversary date of the award an adjustment in per item price bid for any or all services to be effective upon the anniversary date of the award. The adjustment for any item shall not exceed maximum percentage adjustment as submitted with this bid and shall be applied to the per unit item cost currently in effect at the time of the request.

5. SPECIFICATIONS AND REQUIREMENTS

Current steel strain pole on SW Corner (Cabinet Side) is 28 feet tall, and the SE Corner is 33 feet tall. Both poles are approximately 16-inch diameter at the bottom and 12” diameter at the top.

Current conduit running to cabinet base is (3) 2” and (1) 1” that will need to be extended over to new pole location approximately 6 feet away.

Contractors’ responsibility is to permit and install new service meter and disconnect on SW strain pole. Electrical service is 120v with 30 amp disconnect.

1. Drill and pour new strain pole bases

2. Installation of new galvanized strain poles

3. Installation of new electrical service with disconnect

4. Modifying existing conduit to new pole

5. Modifying existing signal wire to new pole

6. Removal of old poles and bases

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City of Columbia – Invitation to Bid – Relocate and Replace Strain Poles

Solicitation #431-0715-04 Bid Sheet Page 1 of 1

All-inclusive charge relocating and replacing strain poles.

In compliance with this Invitation for Bid for Relocate and Replace Strain Poles and subject to all conditions thereof, the undersigned offers and agrees to furnish any or all items and/or services upon which prices are quoted, at the price quoted.

My signature certifies that the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under the Laws of the State of Tennessee or the United States. Furthermore, I understand that fraudulent and collusive bidding is a crime and can result in fines, prison sentences, and civil damage awards. I hereby certify that I am authorized to sign this bid for the bidder.

Vendor Name: ________________________________________________________________________

Vendor Signature: ______________________________________Date: __________________________

DRUG-FREE WORKPLACE AFFIDAVIT

The undersigned, principal officer of ___________________________________ an employer of five (5) or more employees contracting with the City of Columbia Tennessee to provide construction services, hereby states under oath as follows:

1. The undersigned is a principal officer of

(hereinafter referred to as the “Company”), and is duly authorized to execute this

Affidavit on behalf of the Company.

2. The Company submits the Affidavit pursuant to T.C.A. § 50-9-113, which requires each employer with no less than five (5) employees receiving pay who contracts with the state or any local government to provide construction services to submit an affidavit stating that such employer has a drug-free workplace program that complies with Title 50, Chapter 9, of the Tennessee Code Annotated.

3. The Company is in compliance with T.C.A. § 50-9-113.

Further affiant saith not.

Principal Officer

STATE OF ________________________________

COUNTY OF ______________________________

Before me personally appeared __________________________________, with whom I am personally acquainted (or proved to me on the basis of satisfactory evidence), and who acknowledged that such person executed the foregoing affidavit for the purposes therein contained. Witness my hand and seal at office this _____________ day of

_______________,20____.

Notary Public

My commission expires: ____________________________

IRAN DIVESTMENT ACT

A person engages in investment activities in Iran if:

(1) The person provides goods or services of twenty million dollars ($20,000,000) or more in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or liquefied natural gas, for the energy sector of Iran; or

(2) The person is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person, for forty-five (45) days or more, if that person will use the credit to provide goods or services in the energy sector in Iran and is identified on a list, created pursuant to

§ 12-12-106, as a person engaging in investment activities in Iran as described in this section.

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to Tennessee Code Annotated § 12-12-106."

Vendor Name: _______________________________________________________________

Vendor Signature: _________________________________ Date: ______________________

The City of Columbia is subject to certain governmental recordkeeping and reporting requirements for the administration of state and federal funded projects, bids and proposals. In order to comply with these laws, the City invites vendors, consultants, contractors, etc. to voluntarily self-identify their race or ethnicity, if they are a disadvantaged business enterprise, or a woman owned business.

Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment.

The information obtained may only be used in accordance with the provisions of applicable laws, executive orders, and regulations, including those that require the information to be summarized and reported to the state or federal government. When reported, data will not identify any specific individual.

White_____ African American _____ American Indian/Alaskan Native _____

Native Hawaiian/Other Pacific Islander _____ Asian _____ Hispanic _____ Women Owned _____

Certified DBE _____