Request for Proposal - Wood Pole Purchase - April 2024 - Corrected Title.pdf

REQUEST FOR PROPOSAL

Issued: 3/27/2024 Qualified organizations are invited to submit an electronic copy of the proposal that meets the requirements described herein no later than April 24, 2024, by 2:00 p.m. PST to the following email address:

purchasing@nwascopud.org

OR

Hardcopy documents can also be submitted to:

WOOD POWER POLE PURCHASE: APRIL 2024

ATTN: PURCHASING DEPARTMENT

NORTHERN WASCO COUNTY PEOPLE’S UTILITY DISTRICT

2345 RIVER ROAD

THE DALLES, OR 97058

This Request for Proposals (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

Summary

Northern Wasco County People's Utility District (hereinafter called "District") issues this Request for Proposals soliciting Wood Power Pole Purchase: April 2024.

Timeline The following table outlines the expected solicitation and selection timeline:

Milestone Date RFP / ITB Release 3/26/2024 Respondents Questions Due 4/10/2024 Answers to Respondents Questions on or before 4/15/2024 Proposals / Bids due 4/24/2024 @ 2:00 pm PDT

Project Description and Scope of Work

FOB delivery of the below wood poles following the requirements outlined in Exhibit A Wood Pole Specifications:

1. Qty: 16

POLE 30' CL 4

Mat ID# 48304811

2. Qty: 17

POLE 35' CL 4

Mat ID# 48354811

3. Qty: 45

POLE 40' CL 4

Mat ID# 48404811

4. Qty: 31

POLE 45' CL 3

Mat ID# 48453811

5. Qty: 2

POLE 45' CL 4

Mat ID# 48454811

6. Qty: 3

POLE 50' CL 2

Mat ID# 48502811

7. Qty: 14

POLE 50' CL 4

Mat ID# 48504811

8. Qty: 9

POLE 55' CL 2

Mat ID# 48552811

Proposal Contents Summary

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

• Provide an estimated delivery date with the expected PO being executed by 5/1/2024.

• Provide product spec sheets. Any deviations from Attachment A Wood Pole Specifications will not be considered.

• Provide a cost proposal including all delivery charges to District yard located at 2345 River Road, The Dalles, OR.

• By providing a Proposal, respondent accepts all requirements outlined in Attachment A and

Attachment B.

Evaluation Criteria

The District will evaluate proposals based on the timeline and cost of materials.

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. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records Laws, ORS 192.345(2) or ORS 192.355(4).

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 regard 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:

purchasing@nwascopud.org

NWCPUD will not host a pre-proposal meeting.

The District may reject any or all 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. Contractor shall provide certificates of insurance listing NWCPUD as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

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 279B Public Contracting - Public Procurements; and OAR 137-047.

NORTHERN WASCO COUNTY P.U.D.

Wood Pole Specifications

1. SCOPE

a. The purpose of the specification is to cover Northern Wasco County PUD requirements for wood poles used in overhead electrical line construction.

b. All Poles shall meet the requirements of the latest American National Standards for Wood Utility Products, ANSI 05.1, except as other wise specified herein. Preservative treatments shall be in accordance with the latest American Wood Preservers’ Association (AWPA) Standards, except as modified herein.

2. Pole Classes

a. Poles shall be of the lengths and classes in accordance with requirements referenced in the latest ANSI 05.1.

3. Material Requirements

a. Poles Shall be cut from live Pacific Coast Douglas fir timber. Douglas fir, interior north (intermountain) timber is not acceptable.

i. Poles shall be of uniform taper, with no variation in cross-sectional areas that reduce pole strength.

4. Preservative

a. All poles shall be full-length treated.

b. The preservative used in the treatment of poles shall be one of the following.

i. UltraPole NXT (DCOI)

ii. Coper Naphthenate (CUNap)

c. Poles shall be clean and dry after treatment (bleeders shall be rejected).

5. Workmanship

a. All work shall be performed by skilled craftsmen following the best modern practices of the industry.

6. Incising, Drilling and Boring

a. Through boring is required on all poles 40 feet and longer shall be completed as shown in exhibit 1.

i. Drilling shall be done carefully to avoid charring or glazing of the inner surfaces and tearing or splintering the wood fibers.

b. Incising or radial drilling at the ground-line will be required on all poles 35 feet and shorter.

i. Incising shall be accomplished in a manner which will not unduly damage the surface of the pole by splintering, raising the wood fivers on the surface, gouging, or loosening the sapwood from the heartwood.

7. Framing

a. All poles 35 feet and longer shall be framed in accordance with exhibit 2 unless specified otherwise on the purchase order.

b. Neutral bolt hole should be on the same plane as the face marking.

i. All framing shall be done before preservation treatment of the pole.

c. All poles shall be fitted with a star lock in the top to minimize split tops.

8. Defects

a. Hollow heart or type 1 decayed knots, will not be permitted.

b. Sweep or curvature, for all poles in the inspection lot shall be within 1 inch for each 10 feet of length as measured from the pole butt to pole tip.

c. Poles with sweep in two planes will not be accepted.

d. Checks greater than ½ inch x 6’ in width will be rejected.

i. Checks or combination of two checks through the butt of the pole extending more than a total of 2 feet up the pole is prohibited.

1. “S” irons are prohibited.

e. Hollow pith centers are prohibited.

f. Depressions containing bark more than two inches deep shall not be allowed.

g. Hollowing in the butt is not allowed.

9. Manufacture Markings

a. Butt Marking

i. A weather-durable color-coded aluminum tag shall be affixed thereto in a permanent manner providing the details of the pole as stated in ANSI 7.1.5 and adhering to the Pantone Matching System (PMS) or weather resistant material.

b. Face Marking

i. The face of the pole shall be permanently marked at a spot 6 feet above the ground line as specified in exhibit 2. Marking on the face shall be a 2-inch diameter aluminum disc recessed 1/2 inch into the pole and securely fastened with an aluminum or galvanized nail, with all details specified in ANSI 7.1.5.

10. Storage and Handling

a. In addition to the requirements of ANSI-05.1 the following requirements shall be met:

i. Can hooks, pole tongs, or other pointed tools shall not be applied between the butt and 2 feet above the ground line.

ii. Maximum air seasoning time permitted for poles held for treatment shall be 18 months.

iii. Maximum storage time permitted for treated poles shall be one year, unless re-treated.

11. Inspection

a. Price to include shipping and inspection costs.

i. Poles shall be inspected by a qualified 3 party inspector. The supplier shall be responsible for coordinating inspection at their facilities. The supplier shall give the inspector access to their yard during working hours. The inspector has the authority to accept or reject any pole that in his/her judgment does not meet or exceed the requirements of this specification.

1. The inspector shall hammer stamp the butt of each pole, meeting the requirements of this specification with inspector’s brand.

ii. The manufacture shall supply the utility with documentation certifying all provisions of the ANSI, AWPA and Northern Wasco County specifications have been met.

1. The manufacture shall provide Northern Wasco County at a minimum of once a year or when requested the Safety Data Sheet (SDS) of the chemicals used in the process of treating the poles; Or when any changes in process, chemicals used or medical hazards change.

12. Evaluation and Award

a. For the purpose of evaluating bid, consideration will be given to past performance regarding quality of production and service.

i. Consideration will be given to delivery time.

ii. Equalizing elements or factors not specifically mentioned or provided herein, in addition to price, which would affect the final cost to and the benefits to be derived by the PUD, will be taken into consideration in determining the award of contract.

b. The PUD reserves the right either to make an award which in the judgement of the PUD is in its best interest or at the PUD’s discretion to reject all bids and to waive any informalities in bids received.

13. Delivery and Rejection

a. Delivery

i. All poles shall be shipped on a self-loading truck.

ii. All poles shall be shipped to 2345 River Rd, The Dalles Or. 97058, unless expressly stated otherwise in the purchase order.

iii. Deliveries will be accepted Monday through Thursday, except for observed holidays between the hours of 7:00 am and 3:00 PM.

iv. Call the PUD’s Warehouse at 541-298-3317 no less than 24 hours prior to delivery.

v. The supplier can increase or decrease quantity to facilitate truckload capacities with prior approval.

b. Rejection

i. Poles not conforming to this specification and poles received damaged or broken shall be rejected. The supplier shall either replace such rejected poles with poles complying with this specification at his/her own expense or shall allow credit for such rejected poles.

1. The PUD shall not be responsible for return shipping of rejected poles.

DOCUMENT REVISIONS

REVISED BY TITLE DATE COMMENTS REVISION

Jeff Handley Utility Worker Creation

NWCPUD STANDARD PURCHASE ORDER

TERMS AND CONDITIONS

1. All prices are F.O.B. delivery point. Where specific purchase is negotiated F.O.B. shipping point, the Contractor is to prepay shipping charges and add to invoice. All damage, prior to NWCPUD acceptance, is the responsibility of Contractor.

2. Inspection of goods will be made at delivery point unless otherwise specified. Goods must conform to NWCPUD's specifications, subject to NWCPUD's final inspection and acceptance. If not, nonconforming material may be rejected and/or held for Contractor’s disposition whichever NWCPUD determines to be in its best interest. Where damage occurs in shipment, it is Contractor's responsibility to prove conformity prior to acceptance.

3. Unless otherwise stated, all goods shall be free and clear of any liens or encumbrances and shall be new (and, if applicable, the current model) and shall carry full manufacturer warranties. Contractor warrants all goods delivered to be free from defects in labor, material and manufacture and to be in compliance with the specifications as set out in this Contract.

4. Contractor represents and warrants to NWCPUD that Contractor has the power and authority to enter into and perform this Contract and that this Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms. Contractor further warrants that it shall perform work in this Contract in good and workmanlike manner, and that Contractor shall, at all times, be qualified, competent and current with any necessary licenses to perform work set forth in this Contract.

5. Contractor shall provide NWCPUD with a Safety Data Sheet (SDS) as defined by the Occupational Safety and Health Administration

(OSHA) for any goods provided under this Contract which may release, or otherwise result in exposure to, a hazardous chemical under normal conditions of use. In addition, Contractor must label, tag or mark such goods.

6. Subject to the limitations of liability for public bodies set forth in the Oregon Tort Claims Act (ORS 30.260 to 30.330) each party shall hold harmless and indemnify the other, its officers, employees and agents from and against all claims, suits, actions, losses, damages, liabilities, costs and expenses resulting from, arising out of, or relating to any error, omission, breach of contractual duty, or negligent act resulting from the indemnifying party’s own acts or omissions.

Each party agrees to indemnify, defend and save harmless the other party, its officers, agents, and representatives, from and against any suits, actions, legal or administrative proceedings, claims, debts, demands, damages, losses, penalties, liabilities, interest, attorneys’ fees, costs and expenses (any of the foregoing are referred to herein as “Loss” and collectively as Losses”), arising from or related to the Services and attributable to either a breach by that party of its obligations hereunder or any negligent act, error, or omission, or willful misconduct of anyone acting under the breaching party’s direction of control or any of that party’s Contractors or subcontractors; or arising from or related to any breach or inaccuracy of any representation or warranty of that party made in this Agreement.

7. Contractor shall comply with all federal, state and local laws, regulations, executive orders and ordinances applicable to the work under this

Contract. NWCPUD's performance under this Contract is conditioned upon contractor’s compliance with the clauses required in every public contract as set forth in ORS 279A, 279B, and 279C which are hereby incorporated by reference. Contractor, its subcontractors, if any, and all employers working under this Contract are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires them to provide Oregon workers' compensation coverage that satisfies Oregon law for all their subject workers.

8. In case of default by Contractor, NWCPUD may procure the goods or services from other sources and charge the Contractor or vendor as liquidated damages any excess direct costs or damages occasioned thereby.

9. Payment will be made only after goods and/or services have been received and accepted by NWCPUD in accordance with NWCPUD’s regular payment terms: Net 30 days after acceptance of goods or services and receipt of a valid invoice.

10. Contractor shall not assign, sell, transfer or subcontract rights, or delegate responsibilities under this Contract, in whole or in part, without the prior written approval of NWCPUD.

11. Contractor warrants goods and services provided under this Contract comply with all federal Occupational Safety and Health Administration (OSHA) requirements and with all Oregon safety and health requirements, including those of the State Workers' Compensation Division.

12. Except as otherwise provided herein, the Uniform Commercial Code, as adopted in Oregon shall apply to this Contract.

13. If the amount of this Contract exceeds $10,000 and if Contractor is not domiciled in or registered to do business in the state of Oregon, Contractor shall promptly provide the Oregon Department of Revenue all information required by that Department relative to this Contract, NWCPUD may withhold final payment under this Contract until Contractor has met this requirement.

Exhibit B

14. Any service or services to be rendered by Contractor under this Contract are those of an independent contractor. Contractor is responsible for all federal and state taxes or other payments or withholdings applicable to compensation or payments paid to Contractor under this Contract.

15. NWCPUD is an Equal Employment Opportunity and Affirmative Action employer and requires contractors and their subcontractors to follow

EEO/AA practices in their performance of this contract.

16. Force Majeure. Neither Party shall be liable for delays in the execution of its obligations due to causes beyond their reasonable control including but not limited to acts of God, fires, strikes, labor disturbances, floods, epidemics, quarantine restrictions, war, insurrection or riot, acts of a civil or military authority, compliance with priority orders or preference ratings issued by the federal Government, acts of Government authorities with respect with to revocation of export or re-export permits/licenses, wrecks or delays by carriers or unusually severe weather.

The Party shall, however, make all reasonable efforts to remove or eliminate such cause of delay or default and shall, upon the cessation of the cause, diligently pursue performance of its obligations under this Contract. NWCPUD may terminate this Contract upon written notice after reasonably determining that such delay or default will likely prevent successful performance of this Contract.

In the event of any such delay, the date of shipment and/or date of services will be extended for a minimum of time equal to the period of the delay.

17. This Purchase Order constitutes the entire agreement between the Contractor and NWCPUD on the subject matter thereof. There are no understandings, agreements, or representations, oral or written, not specified therein regarding this Purchase Order; including any terms and conditions found on Vendor’s quotes, acknowledgements, invoices, or any other form(s) submitted by Vendor. No terms and conditions, other than those stated herein, and no agreement or other understanding in any way modifying the terms and conditions shall be binding upon NWCPUD, unless hereafter in writing and signed by an authorized representative of NWCPUD.

18. Contractor is responsible for following prevailing wages applicable in the state of Oregon by the Bureau of Labor and Industries (BOLI), these are located at: oregon.gov/boli

19. If either party brings an action to enforce their rights under these terms and conditions, the prevailing party may recover expenses (including reasonable attorneys' fees) incurred in connection with the action and any appeal from the losing party. Action is defined as a suit or action or arbitration.

Standard Purchase Order Terms and Conditions – created 01/19/18 sp