KEYS_Bid_1826_Addendum_1.pdf

KEYS BID 18-26 SPECIFICATIONS FOR POLE INSPECTIONS

Addendum 1

Questions and Answers:

1. Can a kmz or other coordinate list be provided prior to the bid deadline?

KMZ will be provided after bid award.

2. Will a draft certificate of insurance be sufficient for bidding purposes?

Yes.

3. Load Calculation Assessment: Pricing sheet indicates 100% of the poles, specification section 4.2 indicates a subset of the poles. Can KEYS please confirm the expectation is to include all materials types or just wood?

See response to question 22.

4. Will guy markers and ground wire supplies be provided by KEYS?

Yes

5. Is there any particular method required for boring?

Standard industry-accepted boring methods and tools shall be used to evaluate internal decay and thickness. All bore holes must be immediately plugged with approved treated plugs following testing.

6. Does KEYS provide grounding materials and/or other materials or is it the responsibility of the contractor?

KEYS will provide.

7. Are all poles accessible by foot?

8. Will residents be notified of work in their area ahead of time by KEYS?

No.

9. Will KEYS assist in obtaining access to private property when access is denied or restricted?

KEYS will assist the contractor if access is denied or restricted. If access cannot be obtained in a reasonable timeframe, the Contractor shall document the location as "no access" and notify KEYS to determine next steps.

10. What, if any, specific licenses or certificates for the city or county are required to perform this work?

See response to question 28.

11. Will KEYS provide software licenses, user training, and technical support for the Partner application?

KEYS will provide access to download the Partner application onto Contractor iOS devices and will offer basic guidance on its user interface. The Contractor remains responsible for providing their own iOS hardware, field labor, and internal technical support for their primary data collection software.

12. If KEYS requests reinspection of poles for reasons other than contractor error, will those inspections be compensated separately?

13. Does KEYS have an expected daily or weekly production rate per inspection crew?

No, work must be completed by the deadline stated in the specification.

14. Would KEYS cover mileage expenses and tolls, if any, for the inspection?

Contractor should build all costs into their pricing proposals.

15. Is it acceptable to provide the bid bond/cashier’s check in digital format and submit it electronically with our proposal, or is it required that a physical copy of the bid bond/cashier’s check be mailed to KEYS?

An electronic copy of the Bid Bond is acceptable. If a cashier’s check is utilized in lieu of a Bid Bond, an electronic copy may be included with the proposal; however, the original cashier’s check shall be received by KEYS by the submission deadline.

16. KEYS has indicated that a large portion of their system is composed of non-wood pole types.

Q: Can KEYS provide a map (or spreadsheet) showing pole type so we can see how condensed the wood poles are in regard to the entire project?

KMZ will be provided after bid award.

17. KEYS has indicated that some poles will be fully excavated and treated based on the decay condition.

Q: Is the only preservative used on this project the external paste that would be applied to fully excavated poles? If not, can more information be provided regarding KEYS’s expectations for wood pole treatment? If so, Is KEYS interested in additional internal treatments that would be additional line items?

External preservative paste applied to ground-line excavations is the standard treatment required under this contract. Treatment is strictly limited to external paste application on excavated wood poles, along with visual inspection and sound-and-bore testing as outlined in the specifications. KEYS is not seeking additional internal treatment options or alternate line items, so bidders must submit pricing strictly based on the published Bid Schedule.

18. KEYS has requested guy marker replacement and groundwire repair.

Q: Will KEYS be providing the materials for these services?

19. Section 4.2 specifies pole loading assessments are only for distribution poles with attachments over 0.5 inches and excludes secondary-only or service poles. Proposal Item 8 requests pricing for load calculations on all 6,400 poles.

See response to question 22.

Q: Will the quantity for Item 8 be adjusted to only reflect poles meeting the criteria in Section 4.2, or should we assume 100% of the 6,400 poles require calculations?

See response to question 22.

20. Section 2.1 states KEYS will install their "Partner program" on the Contractor's iOS device to verify pole numbers. Section 7.3 requires the Contractor to provide a comprehensive software application to manage all inspection data.

Q: Which software is the primary data collection tool in the field, and is the Contractor's software required to directly integrate with the "Partner program"?

The Contractor’s application (as specified in Section 7.3) is the primary data collection tool for all field inspection criteria, photographs, loading calculations, GPS data, and report generation.

KEYS' "Partner program" app is utilized solely as an auxiliary lookup/verification tool on iOS devices to assist field inspectors in verifying or cross-referencing KEYS' existing pole numbers. Direct software integration or API connection between the Contractor's software and the Partner program is NOT required. However, field deliverables provided to KEYS must accurately align with and reference KEYS' verified pole identification numbers.

21. Can KEYS provide the anticipated breakdown within the 6,400 pole inspection program?

Wood Poles Concrete Poles Ductile iron poles Distributions poles Transmission poles Service-only poles Secondary-only poles

Please bid according to the estimated quantities provided in the proposal sheet. This is only for distribution poles; transmission poles are not included.

22. Should pricing for Item #8 assume pole loading calculations on all 6,400 poles, or only on poles meeting the criteria defined in Section 4.2?

Pricing for Item #8 (Load Calculation Assessment) should be based on the Total Units specified in the bid schedule (6,400 poles) as a unit rate. However, actual billing and field execution will strictly apply to poles meeting the specific criteria outlined in Section 4.2.

23. Can KEYS provide estimates for:

Telco attachment counts CATV attachment counts Unknown attachment counts Percentage of poles with third-party attachments

For bidding purposes, contractors should base their assumptions on Item #3 of the bid schedule (100% of poles) requiring a joint-use survey to identify up to two (2) third-party attachments. Final payment will be reconciled based on actual field inventory findings.

24. Does KEYS require the use of a specific pole loading software platform (O-Calc, SPIDAcalc, PoleForeman, etc.), or may the contractor utilize its standard loading analysis software?

KEYS does not require a specific software platform. Bidders may use their standard loading analysis software, provided it complies with the latest NESC Light Loading District, Grade 'C' construction requirements, can calculate loading both before and after third-party attachments, and can export results electronically as specified.

25. Can KEYS provide sample GIS data, pole records, and attachment inventory records available prior to contract award?

Full system data can be released to the awarded contractor upon contract execution.

26. Can KEYS provide GIS mapping or an estimated count of rear-lot, inaccessible, fenced, waterfront, or otherwise difficult-access poles?

Per Item #7 in the bid schedule, KEYS estimates that 5% of the total system poles (approx. 320 poles) fall into the difficult-access or rear-lot category. Detailed GIS mapping highlighting known restricted-access areas will be provided to the awarded vendor during project kickoff.

27. Will KEYS assist with property-owner notifications and access issues, or shall the contractor be solely responsible for obtaining access?

The contractor will be responsible.

28. Will KEYS provide traffic-control support where required, or should all MOT, permits, and traffic-control costs be included in the contractor's pricing?

All Maintenance of Traffic (MOT), required local/FDOT permits, and traffic control services will be the responsibility of the contractor.

29. Will schedule extensions be granted for hurricane events, post-storm access restrictions, or declared emergency situations?

30. Does KEYS require delivery through a specific software platform, or will contractor-provided GIS deliverables meeting the stated requirements satisfy the specification?

Per Section 7.1 and 7.3, the Contractor must provide a geospatial software application for data delivery and decision-making support. This application must include map-view capabilities, querying, digital photo viewing, reporting, and data export functions (Access/Excel). The Contractor is expected to provide and maintain support for this software application to manage all inspection criteria and project deliverables as part of the quoted scope.

31. Should pricing include perpetual software licensing for KEYS, subscription licensing, or only project-duration access?

In accordance with Section 7.3, all required software, setup services, data processing, and ongoing software support necessary to fulfill the project requirements must be included in the contractor's quoted price. While perpetual software licensing is not explicitly required, the software application, querying capabilities, and support must remain fully accessible and functional for KEYS throughout the project lifecycle, warranty period, and contract closeout.

32. Is Access export mandatory, or will Excel, ESRI geodatabase, CSV, or other industry-standard exports be acceptable?

Per Sections 7.1, 7.3, and 7.6, the geospatial software application must be capable of exporting data in an Access database format or Microsoft Excel (.xlsx) format, alongside ESRI Geodatabase integration. Weekly and monthly data updates provided via share drive must strictly support these export/database requirements.

33. For poles located in dense vegetation, rear easements, or restricted-access locations, what alternate photo acceptance criteria will be utilized when a full-height image cannot reasonably be obtained?

Per Section 7.3, digital photographs are required for all inspected poles and must be integrated into the geospatial software deliverable. If dense vegetation or access restrictions prevent capturing a single full-height photograph, contractors may submit multiple clear photos (e.g., base inspection, mid-section, and top framing) accompanied by field notes detailing the site restriction.

34. What minimum GPS accuracy is required for pole locations?

GPS coordinates must meet a minimum accuracy of sub-meter (less than 3 feet / 1 meter)

35. Can KEYS provide an estimate of the number of poles expected to contain preservative wraps requiring removal and reinstallation?

KEYS does not maintain a separate historical count for preservative wraps. Contractors should anticipate wrap inspection/reinstallation as an incidental task where excavation (Item #6) is performed on existing treated wood poles.

36. Should reject determination be based primarily on the circumference tables, calculated remaining strength, or both?

Reject determinations should be based on both criteria.

37. Please clarify the required completion date versus contract closeout duration.

The Project Completion Date refers to the deadline for completing all field inspections and submitting final deliverables. The Contract Closeout Duration extends an additional 30 to 60 days post-completion to allow KEYS to review data, request re-inspections/corrections if necessary, and process final invoices.

38. If pole quantities vary significantly from the estimated quantities, will pricing be adjusted using awarded unit rates?

Yes, payment will be based on actual, verified quantities inspected in the field using the awarded unit rates from the bid schedule.

39. Will excusable delays such as severe weather, hurricanes, access denials, or utility coordination delays be excluded from liquidated-damage calculations?

Refer to question 29.

40. Are we able to request the previous cycles closed/completed bid awarded?

Bidders may request records from the previous bid award by submitting a formal Public Records Request to KEYS.

41. Once a pole is deemed rejected, is the contractor responsible for the removal and disposal of the utility pole?

No.

42. Are you also providing the approved attachments that are supposed to be on the pole (the catv and telco companies)

KEYS will share existing GIS data for reference. The Contractor is responsible for capturing and reporting all actual physical attachments observed on the pole during inspection.