Request for Proposal Communication Facilities - phone number change.docx

EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON

Request for Proposals

COMMUNICATION FACILITIES PROJECTS

Emergency Communications of Southern Oregon (ECSO) is conducting a formal selection procedure for a contractor or contractors to construct eight Communication Facilities Projects. ECSO plans to award to one or more proposers selected from those Proposers submitting proposals that represents the best overall value to ECSO, considering price and other identified evaluation factors. Proposers may submit a proposal for one or more Projects.

Copies of the Request for Proposals, contract terms, conditions and specifications may be downloaded at: https://ecso911.com/ . The full Request for Proposals may be obtained from:

Jody Hathaway, ECSO Radio Project Manager Emergency Communications of Southern Oregon 400 Pech Road Central Point, OR 97502

(541) 774-5062 Jody.Hathaway@ECSO911.com

A mandatory pre-proposal meeting will be held at ECSO, 400 Pech Road, Central Point, OR at 2:00 p.m., December 5, 2023. The purpose of the meeting is to answer questions about the Project. Meeting attendance is mandatory.

Proposals must be received no later than January 4, 2024, at 3:00 p.m. Pacific Standard Time. Proposals not received by that time will be rejected as non-responsive and returned unopened. Proposals must be submitted in sealed envelopes and plainly marked on the outside, “Request for Proposals Communication Facilities Projects; Attention: Jody Hathaway, Project Manager.” Proposals may be submitted by mail or in person to Emergency Communications of Southern Oregon, 400 Pech Road, Central Point, OR 97502. Faxed and emailed Proposal will be rejected as non-responsive. A public opening will follow immediately at Emergency Communications of Southern Oregon. ECSO reserves the right to award one to all eight Communication Facilities Projects to any one Proposer, based on individual Proposal or aggregate Proposal amounts.

No prequalification will be required for submittal of a Proposal. This Contract will be for a public work, subject to ORS 279C.800 to 279C.870.

Published OregonBuys: November 20, 2023 Published ECSO Website: November 20, 2023

SECTION I - INTRODUCTION

1. INTRODUCTION:

This Request for Proposal (RFP) is issued pursuant to Emergency Communications of Southern Oregon (ECSO Rule) Public Contracting Rules 137-049-0650.

2. DEFINITIONS:

The term “ECSO,” “Owner,” or “Agency” throughout this document means Emergency Communications of Southern Oregon.

“Closing” means the Proposal submittal deadline.

“Proposer” means the person or firm submitting a Proposal in response to this RFP.

3. RFP REVIEW:

Proposers must carefully review this RFP and are responsible for knowing and understanding all terms and conditions. Any defects, ambiguities, omissions, or errors must be brought to ECSO’s attention pursuant to Section III.4, RFP Protest and Request for Change.

4. BACKGROUND:

The Project encompasses eight separate projects at various ECSO facilities, which includes construction of towers, generators, shelters and communications facilities. The Projects will occur at the following ECSO sites: Soda Mountain, Mt. Isabel, Rustler Peak, John’s Peak, Shady Cove, Table Mountain, Tallowbox and Flounce Rock. See, Attachment A; Individual Scope of Services.

5. PROJECT SCOPE AND OBJECTIVES:

The estimated cost for these Projects is not known at this time. ECSO reserves the right to add to or change the Scope of Work (set forth in Attachment A) for the individual Projects as the Projects progress.

6. CONTRACT:

Submittal of a Proposal indicates a Proposer’s intent to be bound by the terms of the contract attached to this RFP as Attachment D.

7. ECSO REPRESENTATIVE:

ECSO Representative for the Project is Jody Hathaway, ECSO Radio Project Manager, Emergency Communications of Southern Oregon, 400 Pech Road, Central Point, OR 97502, (541) 774-5062, Jody.Hathaway@ECSO911.com, or designee.

8. RFP SCHEDULE:

While ECSO reserves the right to deviate from this schedule, milestones for the selection process are set forth below and will be followed to the extent reasonably possible*.

* ECSO reserves the right to interview one or more of the Proposers before finalizing selection

SECTION II – STATEMENT OF WORK

1. PURPOSE AND INTRODUCTION:

a. The purpose of this RFP is to establish an initial contract with one or more selected Proposers, establish conditions for the desired work, and delineate the conditions under which construction can be initiated and completed. The Project summary is set out below and the Project components are described in full, in Attachment A. The selected Contractor(s) shall provide all designs, labor, materials, plant, equipment, transportation and other facilities and services as necessary and/or required to execute all of the Work.

b. Throughout the Communication Facilities Projects, ECSO seeks innovative approaches that will meet ECSO’s objectives, avoid emergency service interruption, and also assist ECSO with its cost saving goals.

2. GENERAL REQUIREMENTS:

a. Technical Specifications: All work in the Scope of Work shall conform to all local and federal building codes and the technical standards per the construction documents and drawings. All work must be completed consistent with best industry practices.

b. Safety and Security Requirements:

i. Background Checks/Badging: All workers on site shall be required to have passed a background check, and shall at all time wear a badge provided by the prime contractor.

ii. Site Fencing & Signage: Upon award of the contract, the contractor shall provide a site fencing and staging plan to ECSO representative for approval.

iii. Safety Plan: Upon award of the contract, the contractor shall provide a written safety plan to ECSO for approval.

c. Supervision: The prime contractor shall have a representative onsite at all times during construction operations. This person shall be responsible for overseeing the site safety and quality control plans.

d. Quality Control: Upon award of the contract, the contractor shall provide a written quality control plan to ECSO representative for approval.

e. Schedule Requirements: Upon award of a contract, the Contractor shall provide a detailed Project schedule for each Project awarded to ECSO representative for approval. The Project milestones are currently anticipated as follows, to be finalized upon contract award.

(on or about February 21, 2024)

(on or about February 21, 2024)

(on or about February 21, 2024)

(on or about February 21, 2024)

(on or about February 21, 2024)

(on or about February 21, 2024)

(on or about February 21, 2024)

(on or about February 21, 2024)

3. PROJECT SPECIFIC REQUIREMENTS:

Proposals must include all construction materials, construction services and work, quality control, internal Project management services and other related services. ECSO will require a complete set of as-built construction drawings upon completion of construction in electronic PDF format.

SECTION III – INSTRUCTIONS TO PROPOSERS

1. PRE-PROPOSAL CONFERENCE:

A mandatory pre-proposal meeting will be held at ECSO, 400 Pech Road, Central Point, Oregon, at 2:00 p.m., December 5, 2023. Statements made by ECSO’s representative at the pre-proposal conference are not binding on ECSO, unless ECSO confirms such statements with a Written Addendum.

2. PROPOSALS:

a. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP.

b. Proposals carrying orders or qualifications may be rejected as irregular.

c. All Proposals shall be signed in ink in the blank spaces provided on the accompanying attachments. If the Proposal is made by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is made by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the Proposer.

3. SUBMISSION OF PROPOSALS:

One original and three copies of each Proposal must be submitted as set forth on the cover page of this RFP. If the Proposal is forwarded by mail, the sealed envelope containing the Proposal and marked as directed above, must be enclosed in another envelope addressed as set forth on the cover page to this RFP. No responsibility will attach to any official of ECSO for the premature opening of, or the failure to open, a Proposal not properly addressed and identified. Proposals will be opened and recorded immediately following closing.

4. RFP PROTEST, REQUEST FOR CHANGE, AND CLARIFICATIONS:

Proposers may submit a written protest of anything contained in this RFP and may question or request a change to any provision, specification or Contract term contained in the RFP, no later than twenty (20) calendar days prior to the date Proposals are due. ECSO Rule 137-049-0260. Each protest and request for change must include the reasons for the protest or request, and any proposed changes to the RFP provisions, specifications or Contract terms. ECSO will not consider any protest or request for change that is submitted after the submission deadline. Protests shall be delivered to ECSO by email Jody.Hathaway@ECSO911.com, or hand delivered to Emergency Communications of Southern Oregon, 400 Pech Road, Central Point, OR 97502. Any changes to this RFP will be made via Addendum.

Interpretations or clarifications considered necessary in response to such questions and request will be issued by Addendum. Only answers issued by Addendum will be binding. Oral and other interpretations or clarifications will be without legal effect.

5. WITHDRAWAL OF PROPOSALS:

Any Proposal may be withdrawn prior to opening, pursuant to ECSO Rule 137-049-0320(2).

Submitted Proposals shall be valid for at least thirty (30) days from RFP closing.

6. MODIFICATION:

Any Proposer may modify its Proposal by registered communication at any time prior to the scheduled closing time for receipt of Proposals, provided such communication is received prior to the closing time and subject to ECSO Rule 137-049-0320(1).

7. COLLUSION:

Any evidence of collusion between Proposers may constitute a cause for rejection of any Proposals so affected. ECSO reserves the right to accept or reject any or all Proposals. Only one Proposal will be accepted from any one firm or association.

8. ADDENDA:

Statements by ECSO staff or its representatives are not binding on ECSO, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per ECSO Rule 137-049-0250, and as follows: ECSO will not mail notice of addenda, but will publish notice of any addenda at OregonBuys.gov/bso. Proposers should frequently check OregonBuys’s website until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

Failure of any Proposer to receive any such addenda shall not relieve such Proposer from any obligation under this RFP. All addenda so issued shall become as much a part of the RFP, as if bound herein and Proposers shall acknowledge all addenda in submitted Proposals.

9. NONDISCRIMINATION:

Submittal of a Proposal in response to this RFP evidences Proposer’s certification that, in performing the work called for by this RFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a veteran as defined in ORS 408.225.

10. PREPARATION OF PROPOSALS:

Proposers are expected to examine the specifications, schedules and all instructions, and are responsible for all costs associated with responding to this RFP. ECSO is not responsible for any Proposer expenses associated with this RFP.

11. ECSO FURNISHED PROPERTY:

No material, labor or facilities will be furnished by ECSO unless otherwise provided for in this RFP. No employee or elected official of ECSO shall be permitted to receive any share or part of this contract or any benefit that may arise therefrom.

12. NOTICE OF INTENT TO AWARD:

ECSO shall provide a written Notice(s) of Intent to Award at least seven (7) days before awarding the Contract.

13. PROTEST OF AWARD:

The award by the ECSO Board of the contract(s) shall constitute a final decision of ECSO to award the contract, if no written protest of the award is filed pursuant to ECSO Rule 137-049-0450 with ECSO within seven (7) calendar days from the notice of intent to award. If a timely protest is filed, the award is a final decision of ECSO only upon issuance of a written decision resolving the protest and affirming or modifying the award. Any modification shall be accompanied by a notice providing for additional protests. The award and any written decision denying a protest shall be sent to every Proposer who provided an address. ECSO will not entertain a protest submitted after the time period established in this RFP.

14. CONFIDENTIALITY OF PROPOSALS:

ECSO is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires ECSO to disclose all records generated or received in the transaction of ECSO business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law.

15. RESERVED RIGHTS:

ECSO reserves the right:

a. To reject any Proposal not in compliance with all prescribed public solicitation procedures and requirements.

b. To reject for good cause any or all Proposals or terminate the RFP upon ECSO’s written finding that it is in the public interest to do so.

c. To reject any and all Proposals not meeting or differing from the specifications set forth herein.

d. To waive any or all informalities, deficiencies or irregularities in a Proposal and accept and review a non-conforming Proposal.

e. To consider the competency and responsibility of Proposers in making any awards.

f. In the event that two or more Proposals are identical in price, fitness, availability and quality, award shall be made in accordance with ECSO Rule 137-046-0300.

g. In the event any Proposer or Proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

h. To hold the three most responsive Proposals under consideration until the final award(s) are made, provided that ECSO shall award the contract(s) within 30 days after the Proposal opening date.

i. To cancel, withdraw, postpone or extend this RFP, in whole or in part, at any time prior to the execution of the Construction Projects Contract(s), without incurring any obligations or liabilities.

j. ECSO reserves the right to seek clarifications of submitted Proposals, which may or may not affect the evaluation scoring criteria.

k. ECSO reserves the right to negotiate one or more final Contract(s) that are in the best interest of ECSO.

16. RECYCLABLE PRODUCTS:

Proposers shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document, provided said recycled materials meet all applicable standards. Preference for such recycled materials shall be given pursuant to ECSO Rule 137-046-0320.

17. ASBESTOS ABATEMENT LICENSE:

No asbestos abatement license is required of Proposers for this work under ORS 468A.710.

18. NEGOTIATION:

ECSO may negotiate specification modifications and the contract price, including any proposed partnership arrangements, as permitted by ECSO’s Rule 137-049-0650.

19. BONDS: PERFORMANCE, PAYMENT AND PUBLIC WORKS:

Pursuant to ECSO Rule 137-049-0460 and ORS 279C:

a. Performance and Payment Bonds. Pursuant to ORS 279C.380, the Contractor shall furnish bonds in the form attached as Attachment E, covering the faithful performance of the Contact and payment of obligations arising thereunder. Bonds are to be obtained through a company that is authorized and licensed by the Oregon Insurance Commissioner. The bonding company shall be listed on the most current US Government Treasury list, Department Circular 570 or approved prior to Contract execution by ECSO. The cost of the Bond shall be included in the Contract Sum. The amount of each Bond shall be equal to 100 percent of the Contract Sum. Failure to adhere to these requirements may be grounds for rejection of an intended Awardee.

b. Public Works Bond.

c. Time for Submission. The apparent successful Proposer(s) shall promptly furnish the required performance security upon ECSO’s request. If a Proposer fails to furnish the security as requested, ECSO may reject the Proposal and award the Contract to the Responsible Proposer(s) with the next lowest Responsive Proposal, and, in ECSO’s discretion, the Proposer shall forfeit its Proposal Bond. Terms and requirements of this subsection III.19 are subject to the provisions of Attachments D and E, as set forth therein, or as subsequently negotiated by ECSO and the selected Proposer.

20. BOLI/PWR REQUIREMENTS:

No Proposal will be received or considered by ECSO unless the Proposal contains a statement by the Proposer as part of its Proposal that “Contractor agrees to be bound by and will comply with the provisions of ORS 279C.840 or 40 U.S.C. 3141 et seq.”

21. REGISTRATION REQUIREMENTS:

ECSO will not receive or consider a Proposal unless Proposer is currently registered and in good standing with the Construction Contractors Board (CCB) as required by ORS 701.055, or licensed by the State Landscape Contractors Board, as required by ORS 671.530, and holds the proper registration for the work contemplated herein, at the time of Proposal submittal. All Subcontractors participating in the Project shall be similarly registered with the CCB at the time they propose to engage in subcontract work. The CCB registration requirements apply to all public works contracts unless superseded by federal law.

22. CONTRACT TERMS AND CONDITIONS:

The Proposer understands that neither this RFP, nor any Proposal submitted, shall constitute a contract with ECSO. However, any Proposal submitted shall be a binding offer to contract with ECSO under the terms and conditions of this RFP, the attached contract and the submitted Proposal.

Attachment D (Draft Construction Contracts Agreement) contains the anticipated Agreement. The final Agreement will substantially conform to the draft Agreement contained in Attachment D. Nevertheless, Proposers are advised that ECSO, in its sole discretion, may change the draft Agreement through an RFP Addendum, as negotiated during the evaluation process, or after tentative award and prior to execution.

Proposers may submit proposed changes to the attached Agreement as part of its Proposal. Changes requested by Proposer to the draft Agreement shall be so noted as exceptions. Proposers are on notice that any exceptions taken to the Agreement after the change request date may not be accepted, and may result in a Proposal being declared non-responsive. Proposing a change to the draft Agreement for the purposes of cost savings, while still meeting ECSO’s stated purposes of the Project will be considered by ECSO and may, in ECSO’s sole discretion, be accepted as responsive.

SECTION IV – PROPOSAL CONTENTS AND FORMAT

1. INSTRUCTIONS:

In addition to Proposal submittal instructions set forth above, Proposers must submit:

a. Three (3) copies of the Proposal, including content addressing all criteria in Section V.2 of this RFP. One set of Signed Originals shall be included and clearly identified as such.

b. An explicit statement, identified as an exception, that Proposer is unable or unwilling to meet particular ECSO requirements. An alternative to excepted requirements must be submitted.

c. A signed Proposer’s Response Form, as set forth in Attachment B, and all other required submissions.

2. COST ESTIMATES:

ECSO seeks a responsive Proposer who submits a Proposal that provides sufficient detail to allow ECSO to assess the potential cost of construction for ECSO’s Communication Facilities Projects. ECSO expects to negotiate one or more final contract(s) in the form attached as Attachment D. ECSO seeks a response that includes prices and projected costs of the preconstruction and construction phases, in units that can be translated into information that supports the selection of a Proposer, while recognizing that ECSO and the Proposer may not be able to agree on specific construction elements until the full design is accepted. Proposers may provide costs for each Project if individually awarded, and may provide a total cost and associated discount in the event the Proposer is awarded all eight Projects.

SECTION V – EVALUATION PROCEDURES

1. PROPOSAL EVALUATION PROCESS:

Only those Proposals providing sufficient information for ECSO to evaluate the criteria set forth in Section V.2 will be deemed responsive. Award will be made to the Proposer whose Proposal will be serve the best interests of ECSO, as determined by the highest scoring Proposal.

2. CRITERIA FOR EVALUATION:

ECSO shall recommend to the ECSO Board for contract award the Proposal which is determined to best satisfy the following weighted criteria:

Experience (Up to 30 points available): the Proposer’s experience on 5 previous, similar projects. Proposals should:

· Identify the Project Manager and Project Principal that will be assigned to the project.

· Include resumes for key personnel that will work on the project.

· Provide descriptions of five (5) similar projects completed in the previous five (5) years with references and key personnel listed.

· Provide a description of Proposer’s experience.

Comprehensiveness (Up to 30 points available): The degree to which the Proposer presents a complete Proposal, covering preconstruction services as well as purchase, installation and completion of all necessary materials and labor to complete the Project. Proposers should present a description of their approach to the tasks, including descriptions of:

Cost (Cumulatively, up to 40 points available): ECSO seeks as detailed and accurate presentation of the proposed cost of construction as can be provided.

3. INTERVIEWS: (Up to 20 points available, if conducted):

a. The evaluation committee or the ECSO Board may elect to interview one or more Proposer if the evaluation committee, or the Board, considers it necessary or desirable. The top ranked firm, or firms if the scoring is close, may be invited to interview. Any interviews will be used to supplement and clarify the information contained in the Proposal.

b. Based upon Proposal scoring, as modified by the interview, and the results of reference checks, the firms will be given final ranking by the evaluation committee. The final ranking will be provided to ECSO for a final decision to award one or more contracts.

c. Any costs associated with preparing for and attending such interviews, including any presentation materials, will be Proposer’s sole responsibility.

4. SELECTION AND NEGOTIATION:

All responsive Proposals will be reviewed. If ECSO does not cancel the RFP after it receives the results of the scoring and ranking for each Proposer, ECSO reserves the right to begin negotiating terms or modifications to the attached Contract with one or more of the highest-ranked Proposers following the evaluation and interview (if conducted) process.

ECSO shall direct negotiations toward obtaining written agreement(s) on:

a. The Proposer(s)’ performance obligations and performance schedule;

b. Payment methodology and a maximum amount payable that is fair and reasonable to ECSO as determined solely by ECSO; and

c. Any other provisions ECSO believes to be in ECSO’s best interest to negotiate.

ECSO shall, either orally or in writing, formally terminate negotiations with one or more of the highest ranked Proposers if ECSO and Proposer are unable for any reason to reach agreement on a Contract within a reasonable amount of time. ECSO may, thereafter, negotiate with the next ranked Proposer, and if necessary, with the next ranked Proposer, and so on, until negotiations result in a Contract. The Evaluation Committee shall make the initial decision concerning selection of a Contractor and shall issue the notice of intent to award, pending Council final award.

If negotiations with any Proposer do not result in a Contract within a reasonable amount of time, ECSO may cancel this RFP. Nothing in this RFP precludes ECSO from rejecting any and all Proposals or from proceeding with a new procurement method for the same Services.

5. ANNOUNCED AWARDEE:

It is anticipated that a tentative contract awardee will be announced in writing to each Proposer within thirty (30) days from the date of opening. The announcement is for procedural purposes only and does not create any contractual rights in the tentative Awardee. ECSO will not be bound to the tentative contract awardee until a contract has been executed by ECSO, following close of the period for submitting protests, and Board award and authorization for the Director to sign the final contract.

SECTION VI – ATTACHMENTS

Attachment E: Payment and Performance Bonds

COMMUNICATION FACILITIES RFP

ATTACHMENT A

PRELIMINARY SCOPE OF WORK

Shady Cove, John’s Peak, Table Mtn. Tallowbox, Flounce Rock, Rustler Peak, Soda Mtn and Mt. Isabel

1. SCOPE OF WORK

The Scope of Work is to place a new tower and generator at John’s Peak and Rustler Peak, and to place new prefab shelters and generators at Shady Cove, Table Mtn. Tallowbox, and Flounce Rock; and to construct two BLM communication facilities at Soda Mtn and Mt. Isabel. for ECSO’s radio system. This is a performance specification and it is the responsibility of the Contractor to meet these specified requirements and to comply with all governing codes and regulations. ECSO is open to alternative solutions to those outlined to meet the performance specification. The Work is divided into the following elements:

1. SITE PREPARATION/FOUNDATION CONSTRUCTION: Including but not limited to providing access, clearing and grading, gravel base, gravel road, fencing, excavation and construction of reinforced concrete bases for, modular building, tower, and generator.

2. TRANSPORTATION AND INSTALLATION OF COMMUNICATION TOWER: ECSO will furnish the communications tower from Western Utilities as depicted on the attached shop drawings. Contractor work shall include but not limited to: Transportation of the tower from storage at ECSO add address; the excavation and construction of reinforced concrete base; tower erection; installing antenna mounts, and accessories; furnishing and installing ice bridge from tower to communications shelter for antenna lines. The antenna and feed line work is excluded from this contract.

3. TRANSPORTATION AND PLACEMENT OF SHELTER: A 12’ W X 16‘ L, 12’ W X 24” L and a 12’W X 20’L concrete modular communications shelter, as well as a generator shelter. Buildings weighs approximately 48,000 to 52,000 lbs each. Contractor work shall include but not limited to: Transportation of the shelter from storage at ECSO 400 Pech Road, Central Point; the excavation and construction of reinforced concrete foundation for shelter per plans.

4. INSTALLATION OF AN EMERGENCY GENERATOR: Contractor shall transport generator from storage at ECSO, 400 Pech Road, Central Point, OR, construct reinforced concrete foundations in accordance with the drawings for the emergency generator and propane fuel tank. Contractor will install, the generator including furnishing and installing all conduit and wire, control wires, and connection to an automatic transfer switch located in the communications shelter. Generator will be provided by ECSO.

5. ELECTRICAL SERVICE: Furnish and install electrical service from the utility transformer to the communication shelter in accordance with the utility drawing include with the project drawings. Cost to furnish and install to be separately identified.

6. GROUNDING: Furnish and install site grounding as depicted on the drawings and in accordance with R56 standards for the generator, building, communications tower, and fence. Note: interior shelter grounding not part of this scope.

7. INSPECTIONS

The Agency will provide inspection services to ensure the quality of the overall project. These services include but are not limited to Agency, engineering, civil, and construction material inspections. The Contractor is responsible for coordinating all inspections with the Agency at least five (5) full business days prior to the needed inspection. The Contractor shall also coordinate with any Agency provided 3rd party inspection firms and any jurisdictional required inspection.

8. PERMITS

The following permits have been obtained by the Agency, all other permits are the responsibility of the Contractor. This includes any electrical, mechanical, access permits such as timber company and forest service road use permits. The awarded contractor will be provided a list of property Agency’s on the access right of way.

· Agency Obtained Permits

· Conditional use permit

· Building Permit

· Access Easement

9. DELIVERABLES

Successful delivery of each of the individual communications sites in accordance with the applicable design, scope, and standards is required to achieve substantial completion. The contract deliverable is a completed, ready for use by the Agency, communications site that meets the full intent of the design.

10. MATERIALS

The Agency is supplying the Shelter, Tower, Radios, RF feed lines, antennas, and generators. The remaining materials necessary for construction of the sites are the responsibility of the contractor. Installation of radios, RF feed lines, antennas and antenna mounts is not part of this scope.

11. COMMUNICATIONS

Communication during construction shall utilize a request for information (RFI) process for all clarifications of contract direction that is not defined or unclear in the contract documents. In the event that a contract requirement must be changed this shall be done utilizing a Contract

12. REPORTING

The Contractor shall submit a weekly report documenting the progress of construction including photos and a two week look ahead of work to be completed. The look ahead does not take the place of inspection requests, which have to be stand alone requests. The weekly reports are submitted via email to the Agency and their designees and must have the project name, “weekly report”, and week ending date in the subject line. Weekly reports must be submitted in a timely manner no later than 5:00 PM PT on the Monday following the week the work has occurred. Failure to submit weekly progress reports will result in approval delay or rejection of invoices.

13. SUBSTITUTIONS

Material substitutions must be reviewed and approved by the Agency and the Engineer of record. This review takes time. Any material substitutions must be submitted to the Agency no less than 20 days prior to the desired use on site.

14. POWER RUNS

The contractor is responsible for coordinating the power installation with the local utility, which is believed to be Pacific Power, but will be the responsibility of the contractor to confirm. The contractor is responsible for installing the per code and utility provider requirements. The power runs are to be underground. The power meters are to be located at the communication site.

15. ACCESS ROADS

Contractor is responsible for documenting the before construction condition of any existing access roads and the repair to pre-construction conditions of any damage that occurs to the roads because of construction. New access roads are to be constructed per the plans.

2. SUBMITTALS

1. GENERAL: Submit to Agency: shop Drawings; product data (Manufacturer's catalog sheets, brochures, diagrams, schedules, performance charts, illustrations, and other standard descriptive data.); and Record Drawings for each site. Shop drawings / product data shall be provided for: Concrete mix design; reinforcing steel; propane tanks; fencing. The Agency will review submittal for design concept and conformance with Contract Documents.

2. SUBSTITUTIONS: Submit to the Agency a complete summary of the deviation from the Contract Documents including Supplemental Drawings and supporting data necessary to fully describe. All costs of substitutions, including but not limited to testing, engineering, and construction will be at the expense of the Contractor. No deviations from the Contract documents are permitted without written approval from the Agency.

3. CONSTRUCTION SCHEDULE: At the time of the Pre-Construction Conference, provide to the Agency a construction schedule in the form of a gaunt chart describing the anticipated flow of materials and labor for the work of this contract. Update weekly and ensure that the Agency is fully informed in advance of any significant changes.

4. MANUFACTURER’S MATERIAL SAFETY AND DATA SHEETS (MSDS Sheets): Provide information and instructions in conformance with current regulations. Provide notification to employees and on-site public as required.

3. SITE CONDITIONS

1. LAYOUT OF WORK: The contractor shall be responsible for the layout of the work, including all measurements to provide a complete facility to line, grade and dimensions. See Site Drawing.

2. Keep current record of as-built documents. Record location of concealed items and utility lines, field changes in dimension or detail and changes in materials furnished.

3. SITE MAINTENANCE: The Contractor shall, at all times, keep the premises free from accumulations of waste material or rubbish caused by his employees or work and at the completion of the work he shall remove all of his rubbish from and about the structure, all tools, scaffolding, surplus materials, and shall leave his work "broom clean", or its equivalent, unless otherwise specified. In case of dispute, ECSO may remove the rubbish and charge the cost to the Contractor. All waste materials generated by the Contractor shall be removed on a daily basis and disposed of in accordance with applicable Federal, State, and local laws. Prior to Final Completion, Contractor shall make each site clean, neat and ready for operation.

4. TEMPORARY FACILITIES AND CONTROLS:

1. GENERAL: Provide temporary protection as required for personnel and private property.

2. SITE UTILITIES: Temporary power, water and restroom facilities will be the responsibility of the Contractor to provide at no additional cost to the Agency.

3. MATERIALS AND EQUIPMENT STAGING: Provide adequate enclosure during construction to protect materials, construction and equipment from theft, vandalism and weather damage.

4. CONSTRUCTION AIDS AND BARRIERS: Provides barriers to protect new materials, equipment, new work, construction personnel, and the Public according to governing agency requirements.

5. FIRE SAFETY: Take all precautions to prevent the possibility of fire resulting from construction operations. Maintain one or more fire extinguishers on site. Avoid hazardous accumulations of rubbish and unsecured flammable materials. Store volatile wastes in covered metal containers, remove from premises daily and provide adequate ventilation.

5. PERFORMANCE OF WORK:

1. SUPERVISION: The Contractor shall provide competent supervision of the work. A superintendent shall represent the Contractor continuously throughout the project and all communication with him shall be binding upon the Contractor. The supervisor shall be on site at all times during construction requiring coordination among sub-contractors.

2. WORKMANSHIP: Skilled, qualified persons fully experienced and familiar with the best current industry practices shall perform the Work.

3. NON-CONFORMING WORK: Work not conforming to Contract documents and not acceptable to the Agency shall be removed and replaced at the Contractor's expense. Execute cutting and patching of work as required to remove and replace defective work and work not conforming to Contract documents. Execute cutting, product removal and patching by methods which will prevent damage to other work, will provide proper surfaces to receive installation of repairs and comply with specified tolerances and finishes.

4. REPAIR OF DAMAGE: Repair damage, which occurs in connection with the Work of this Contract and restore finishes to specified or original condition.

6. PROJECT CLOSEOUT:

1. PROCEDURE: Contractor’s Agency shall submit written certificate that the Contract documents have been reviewed, the project has been inspected, and that the Work or designated area of the Work is completed, noting any exceptions.

2. INSTRUCTIONAL WALK-THROUGH: Provide a walk-through for maintenance personnel for the purpose of familiarizing them with building systems and components.

3. WORK NOT COMPLETED: If the Agency determines that the work is not complete, he will notify the Contractor in writing, stating the reasons. The Contractor shall remedy the stated deficiencies. The Agency will re-inspect the work at the Contractor's request.

4. WORK COMPLETE: If the Agency determines that the work is substantially complete in accordance with the Contract, he will provide a Certificate of Substantial Completion to the Contractor, taking note of any remaining uncompleted work and requesting Final Submittal.

5. PUNCHLIST INSPECTIONS: When the site is ready for the Agency to start operations, the Contractor shall notify the agency of being ready for a punch list inspection. The Agency and their representatives will inspect the site and create a punch list to the contractor of contract items that are not in accordance with the plans. If necessary, the Agency will, at the request of the Contractor, make additional inspections until the terms of Final Acceptance and Final Payment are met.

6. FINAL CLEANING: Remove grease, dust, dirt, stains, materials, residue, etc. from sight-exposed surfaces. Repair, patch, and touch-up marred surfaces. Maintain in cleaned condition until final acceptance.

7. FINAL SUBMITTAL: Deliver Final Inspection, project record documents, guarantees, warranties, and certificates to the Agency upon completion of work including: a. Final Inspection/Certificate of Occupancy: Obtain from the issuing authority, and b. Record Drawings/Record Specifications: As required in subsequent sections.

8. Final statement and application for release of retainage shall include an itemized statement of original sum, additions and deductions from Directives, deductions for previous payments, and sum remaining due on a payment application form.

9. Submit a certified copy of the Final Punchlist from the Agency stating that each item has been completed to his satisfaction. Submit evidence of the change in the insurance coverage for the work. Submit required wage certification.

7. SITE PREPARATION/FOUNDATION CONSTRUCTION:

This element of the project will include but be limited to the Work required to prepare the site and construct the required foundations for the tower, modular building, generator, and propane tank. The work shall include but not be limited to:

a) Provide clearing and access to the site l as shown on plans Further provide back filling, road repair and any improvement as shown on the plan and described above.

b) Provide security fence as shown on plans.

c) Provide double leg ice bridge structure as shown in drawings; ice bridge may require double shielding see drawings for clarification.

d) All installed gates must swing freely with latch and locks working as intended.

e) Contractor shall install the signs using non-reversible hardware anchored to the metal portion of the fence. At sites without fencing, signs shall be installed on the building. RF Warning signs shall be installed per FCC requirements.

f) Furnish and install a foundation slab and footings for the communications structure in accordance with the drawings.

g) Provide a concrete pad for the entrance landing at the communications shelter door as shown on the drawings.

h) Furnish and install concrete foundation for the communications tower as shown on the attached drawings.

i) Contractor shall cure foundations to the following strengths before use or equipment or structure installation.

a. Shelter Foundations – 100% of design strength.

b. Tower Foundations – 80% of design strength.

c. Propane Tank Foundations – 100% of design strength or a full 7-day cure.

d. All other concrete under 2500 psi– 100% of design strength or a full 7-day cure.

e. All other concrete over 2500 psi – 100% of design strength.

j) Contractor shall coordinate all inspections with the Special Inspector and the Agency at five (5) business days prior to need for inspection. Special Inspections (provided by Agency) and Agency inspections are required for all reinforced concrete with specified strength greater than 2500 psi. Concrete inspection required includes both reinforcing steel prior to pour and concrete during pour.

k) The Agency’s Special Inspector will provide up to eight (8) compression cylinders, five (5) of which will be tested (broken) on the following schedule: 7, 14, two at 28 days, and hold/56 days. The remaining three (3) cylinders are at the Contractor’s discretion for the test (break) days.

8. COMMUNICATIONS TOWER:

This element of the project only pertains to John’s Peak and Rustler Peak sites. The Work includes, but is not limited to, erecting the Western Utilities communication tower furnished by ECSO using anchors bolts, accessories, antenna mounts, cable tray, climbing ladder and transmission line supports, per attached Western Utilities drawings.

a) The Contractor is responsible to conform to all codes and standards as may be referred to in these specifications. All such referenced codes are, by such reference, incorporated into this Contract as is set forth herein in full.

b) Codes and standards shall be the latest issue and/or amendment thereto published at the date of the issue for RFP. Codes and standards are abbreviated as follows:

OSSC Oregon Structural Specialty Code TIA-222 Telecommunications Industry Association AISC American Institute of Steel Construction AISI American Iron and Steel Institute ANSI American National Standards Institute ASTM American Society of Testing and Materials AWS American Welding Society EIA Electronics Industries Association Standard 222 G Addendum #2 NEC National Electric Code IBO International Building Code Motorola Quality Standards -- FNE Installations Manual R56.

c) Inspection of steel fabrication, welding and erection will be performed by certified independent inspector provided by the Contractor.

d) The Contractor shall cooperate with all inspections and testing procedures.

e) Prefabricated components and other manufactured items shall be delivered, stored, handled, and erected in such a manner that they will not be damaged or deformed. Materials stored on the site before erection shall be secured on platforms or pallets.

f) Contractor shall provide stainless steel or galvanized exterior hardware. Contractor shall hot-dip galvanize all Contractor-supplied steel parts.

g) All required field modifications to steel must be properly treated with cold galvanizing compound.

h) All exterior zip ties must be stainless steel. Protruding ends of all interior nylon zip ties must be flush cut. All interior zip ties must be black UV resistant nylon.

i) All exposed unistrut and all-thread ends must be covered with appropriately sized rubber caps.

j) Contractor shall notify the Agency 48 hours in advance of beginning construction of the tower and 24 hours in advance of completing construction of the tower to full height.

k) All installations on the tower require an inspection by Agency. Contractor shall request this inspection through the Agency and the Agency at least one week in advance of desired inspection date.

l) Contractor shall have tower climbers on Site during Agency’s tower inspection. The tower climbers shall be equipped with the necessary equipment to address deficiencies found during inspection.

m) A lightning rod shall be installed at the top of the tower per industry standard. The lightning rod will not depend upon the tower for a ground return.

n) Microwave dish mounting hardware shall be installed by others under separate contract.

o) Any and all antenna, mounts, and feed line work shall be done by others under a separate contract.

9. COMMUNICATIONS SHELTER:

This element of the project will include but not be limited to the Work required to transport and set a various size 12’x16’, 12’x20’ or 12’x24’ Sabre concrete modular communication shelters. Preliminary shelter drawings from Sabre are attached.

a) Installing reinforced concrete shelter foundation per the drawings.

b) The Contractor shall be responsible for all lifting and rigging equipment to loan, transport and set the shelter. Shelters are stored at ECSO, 400 Pech Road, Central Point, OR

c) The Contractor shall be responsible for all hauling equipment from 400 Pech Road, Central Point, OR and shall obtain any and all required permits, flagging, and escort services.

d) Contractor shall mount shelter to foundation per manufacture, field-assemble and install components of the shelter, such as, but not limited to, fire extinguishers, first aid kit, eye wash station, exterior hoods, generator exhausts, and electrical connections.

10. EMERGENCY GENERATOR/ELECTRICAL SERVICE:

This element of the project will include but not be limited to construction of concrete pads as shown on the drawings for the generator (provided by ECSO) and the 1,000-gal propane tank (proposer provided). The furnishing and installation of all conduit and wiring as outlined on the drawings for the generator system.

a) The installation of a 35 kW minimum emergency generator.

b) Furnish and install a 1000-gallon propane tank as shown on the drawings.

c) Furnish and install electrical service to the communication shelter.

d) Furnish and install conduit and wire from Utility and install new Utility owned transformer at site as shown on drawings. Furnish and install conduit and wire for the 120/240 Volt, single phase, 200-amp electrical service from the utility company transformer to the meter socket on the communications shelter. Provide in accordance with utility provider requirements.

11. SITE GROUNDING REQUIREMENTS:

a) Contractor shall install all new grounding and grounding upgrades required by the project Plans and Statement of Work.

b) Contractor shall perform all grounding Work in accordance with the Plans, Statement of Work, and current revision of the Motorola R56 Grounding Guidelines in addition to all applicable local, state, and national codes.

c) Contractor shall provide three-point fall of…