RFP 24-200-S - Pole Inspect, Test and Treat, and NESC and Joint-Use Inspection Services.pdf

Eugene Water & Electric Board

REQUEST FOR PROPOSALS

for

Pole Inspect, Test, and Treat, and NESC and Joint-Use Inspection Services

RFP No.: 24-200-S Closing Date: November 12, 2024 Time: 02:00 PM PT

Description: Pole Inspect, Test, and Treat, and NESC and Joint-Use Inspection Services

Purchasing Contact: Kristin Kokkeler (541) 685-7107 kristin.kokkeler@eweb.org

Pre-Proposal Conference: NO

This is a COMPETITIVE SEALED PROCUREMENT.

ELECTRONIC PROPOSALS SUBMITTED VIA THE OREGONBUYS BID SITE ARE REQUIRED. Emailed submittals will not be accepted.

To ensure your submission is received prior to the closing date and time, it is recommended that you begin the submittal process on the OregonBuys website at least 72-hours prior to the closing date and time listed above.

SINGLE POINT OF CONTACT: There will be only one point of contact for the entire Request for Proposal process. The contact point is the EWEB Purchasing Office, and the contact person is the Purchasing Contact listed above, unless otherwise stated. Any questions or issues that may arise regarding the specifications, bidding process, and/or the award process, shall be directed via email to the Purchasing Contact listed above. EWEB’s official response to any questions or requests will be in writing via the Addendum process.

FOR MORE INFORMATION please refer to Part 1 “Instructions to Proposers”

TABLE OF CONTENTS

Section Description

Legal Advertisement

1 Instructions to Proposers

2 Scope of Work

3 Minimum Qualifications and Requirements

4 Evaluation Process & Contractor Selection

5 Evaluation Criteria

6 Proposal Form

EXHIBITS

1 Sample Contract

B OJUA Abbreviations, Codes, Inspection Form

LEGAL ADVERTISEMENT

RFP #24-200-S

POLE INSPECT, TEST, AND TREAT, AND NESC AND JOINT-USE INSPECTION SERVICES

The Eugene Water & Electric Board (EWEB) requests proposals from firms interested in providing pole inspection, test and treatment, and NESC and Joint-Use Inspection Services in EWEB’s service territory.

Proposals shall be submitted on the State of Oregon – OregonBuys website (https://oregonbuys.gov/bso/), before, 02:00 PM PT, November 12, 2024. (Emailed responses will not be accepted.) Proposals will not be accepted after this hour and date.

RFP documents may be obtained by downloading the RFP documents from the State of Oregon's bid site ("OregonBuys"): https://oregonbuys.gov/bso/. (Search for bid # 24-200-S. For navigation help, please call 1-855-800-5046.)

All proposals shall be submitted as set forth in Section 1 - Instructions to Proposers. EWEB is not responsible for proposals submitted in any manner, format or to any delivery point other than as required by the Solicitation Document.

No proposal may be withdrawn after the hour set for the opening thereof until the elapse of ninety (90) days from the date and time set for opening.

EWEB reserves the right to waive any or all informalities and irregularities (EWEB Rule 3-0470) and may cancel the Request for Proposals or reject any or all proposals pursuant to EWEB Rule 3-0640.

Date: October 11, 2024

Kristin Kokkeler, Purchasing Contact https://oregonbuys.gov/bso/

1. INSTRUCTIONS TO PROPOSERS

All proposals and contracts are subject to the provisions and requirements of the Oregon Revised Statutes 279A and 279B and EWEB Public Contracting Rules Divisions 1, 2, 3 and 6.

INFORMATION OF RECORD

The official source of information for this project until the Intent to Award is posted is located at the State of Oregon's bid site, located at: https://oregonbuys.gov/bso/. IT IS THE SOLE RESPONSIBILITY OF THE

PROPOSER TO CHECK THE WEBSITE ON A TIMELY BASIS.

PROPOSAL PREPARATION

1.1 PROPOSAL FORMAT AND COST

Proposals shall be typewritten or prepared in ink and shall be submitted electronically, on the form provided in the Request for Proposals. Proposals shall conform to the requirements of the Request for Proposals. All necessary attachments shall be submitted with the proposal and in the required format.

Proposer is responsible for all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

1.2 PROTEST OF SPECIFICATIONS / REQUIREMENTS

A Proposer who believes that the procurement process is contrary to law, or that the solicitation is unnecessarily restrictive in that specifications limit competition arbitrarily, without reasonably promoting the fulfillment of the procurement needs of EWEB, or that the solicitation document is legally flawed in that it contains terms or conditions that are contrary to law, or that the solicitation improperly specifies a brand name as defined in ORS 279B.200, may submit a protest via email to kristin.kokkeler@eweb.org.

Insert the following in the subject header:

RFP SPECIFICATION PROTEST, RFP #24-200-S

To be considered, protests shall be received no less than 5 business days before the RFP closing date (per EW-3-0700(2)).

Protest of specifications shall include the reason for protest, any and all evidence and documented factual information that supports Proposer’s protest, and any proposed changes to the requirements. The EWEB Purchasing department shall promptly respond to each written protest, and where appropriate, issue all revisions, substitutions, or clarifications via Addenda to all Proposers. Proposers must exhaust all administrative remedies before seeking judicial review.

1.3 PROPOSER'S PROPOSED TERMS AND CONDITIONS Rule 3-0230(7)(b)

Proposers may include in the Cover Letter of their response, proposed revisions to the contractual terms and conditions in the MS Word Sample Contract (Exhibit 1) and the Scope of Work stated in this RFP document. (Proposer may show proposed changes by using Word Track Changes tool OR providing proposed revisions in cover letter.) Proposers may not protest or make a request to change the entire terms and conditions of the solicitation. For example, you may not seek to replace EWEB’s terms and conditions in whole with your company’s terms and conditions, standard contract, master services agreement, etc.

Terms included with Proposer’s proposal documents will not be considered unless they are listed in the Cover Letter as requested terms to negotiate.

mailto:xxx.xxxx@eweb.org

EWEB reserves the right to negotiate the proposed terms and/or conditions with Proposer, and either accept or reject the proposed terms and/or conditions. REQUESTS FOR REVISION OF EWEB

CONTRACTUAL TERMS AND CONDITIONS MAY BE MADE AT TIME OF PROPOSAL SUBMISSION.

THERE MAY BE NO OPPORTUNITY TO DO SO AT A LATER DATE.

NO PROPOSED TERMS OR CONDITIONS SHALL BECOME A PART OF THE AWARDED CONTRACT

UNLESS ACCEPTED BY EWEB AND INCORPORATED INTO THE CONTRACT, IN WRITING.

1.4 SIGNATURE ON PROPOSAL

Proposals shall be signed by an authorized representative of the Proposer. Signature on a proposal certifies that the proposal is made without connection with any person, firm or corporation making a proposal for the same goods and/or services and is in all respects fair and made without collusion or fraud. Signature on a proposal also certifies that the Proposer has read, fully understands, and agrees with all solicitation requirements, terms, and conditions. No consideration will be given to any claim resulting from proposing without fully comprehending all requirements of the Request for Proposals.

Proposers shall only enter information within the proposal document where it is requested or required. Proposers shall NOT make any alterations to the original solicitation document. Any proposal that has been altered may be rejected.

1.5 CANCELLATION, REJECTION, DELAY OF RFP

Pursuant to Rule 3-0640, EWEB may cancel, reject in whole or in any part of any proposals, without liability incurred by EWEB at any time after issuing an RFP, if EWEB believes it is in EWEB’s interest to do so.

1.6 RESERVED

PROPOSAL SUBMISSION

1.7 PROPOSAL SUBMISSION

(a) OregonBuys Electronic Response

In order to submit an electronic proposal on the OregonBuys website, Proposer must be registered with OregonBuys and able to submit an electronic proposal. For instructions to register on OregonBuys, visit the following site: OrBuysSupplierRegistrationSteps.pdf (oregon.gov)

If you experience any issues registering, please contact OregonBuys at:

Phone: 1-855-800-5046 Email: support.oregonbuys@das.oregon.gov

When Proposer is submitting their proposal electronically, Proposer should follow the procedures outlined in any of the following:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitati on%20Response.pdf for electronic submission.

A video presentation on submitting an electronic proposal may be found at: Supplier - Submitting a Quote - Overview (periscopeholdings.com)

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

Proposals received in a manner other than through the OregonBuys website and/or after the closing date and time will not be considered and will be rejected. EWEB is not responsible for https://www.oregon.gov/das/ORBuys/Documents/OrBuysSupplierRegistrationSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/OrBuysSupplierRegistrationSteps.pdf mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.periscopeholdings.com/courses/suppliersubmittingaquote/#/lessons/-IJ5uftCSaLqTjitSezQGrNh9dTNGqaA https://www.periscopeholdings.com/courses/suppliersubmittingaquote/#/lessons/-IJ5uftCSaLqTjitSezQGrNh9dTNGqaA https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf proposals submitted in any manner format or to any delivery point other than as required by the Solicitation document.

(b) REQUIRED PROPOSAL PACKAGE Complete, sign, and return the following documents as RFP response. Failing to include these documents could lead to rejection of Proposal.

• Cover Letter, with:

Contractual Acceptance: Statement accepting ALL terms and conditions contained in this solicitation and the Sample Contract (Exhibit 1). Statement may also include request for negotiation of proposed terms and conditions as allowed per Section 1.4.

Termination for Default: Proposers shall indicate if they have had a contract terminated for default in the last five years. Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall submit full details including the other party’s name, address and phone number. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Proposer’s past performance.

• Response to Minimum Qualifications (Section 3)

• Response to All Evaluation Criteria (Section 5)

• Proposal Form (Section 6)

• All posted addenda acknowledged

(c) RESPONSIVENESS / RESPONSIBILTIY

A “Responsive” proposal is a proposal that substantially complies with the Request for Proposals instructions and requirements.

A “Responsible” Proposer can demonstrate ability to meet the requirements of the Scope of Work, has the appropriate experience, is legally qualified to do the Work, has the required certifications required, has a satisfactory record of integrity and can meet the other requirements described in ORS 279B.110(2).

1.8 ADDENDA

Any VERBAL communication cannot and shall not be construed as approval of the acceptability of any deviation to any requirement. All changes to requirements and/or the solicitation documents will be made in the form of Addenda. The Proposer is responsible for ensuring that all Addenda have been downloaded and are acknowledged in their RFP Response.

All Addenda can be obtained electronically at the state of Oregon's bid site ("OregonBuys"):

https://oregonbuys.gov/bso/.

1.9 PROPOSAL MODIFICATION

If a Proposer wishes to make modifications to a submitted Proposal, Proposer must do so through OregonBuys prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

https://oregonbuys.gov/bso/

1.10 PROPOSAL WITHDRAWALS:

If a Proposer wishes to withdraw a submitted Proposal, Proposer must do so through OregonBuys, using the “Withdraw Quote” button prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

1.11 EXCEPTIONS

Any exceptions to the requirements of this solicitation MUST be submitted in accordance with Item

1.3 PROTEST OF SPECIFICATIONS / REQUIREMENTS. Exceptions submitted with your proposal, or in any manner other than the process provided herein, may cause your proposal to be ruled non- Responsive and rejected.

1.12 PROPOSAL OPENING: Unless otherwise provided by Law or Rule, proposals received in response to this Request for Proposals shall be opened at the scheduled closing date and time at the EWEB Purchasing department located at 4200 Roosevelt Blvd, Eugene, Oregon 97402. Proposers who attend the RFP opening shall be informed only of the names of Proposers submitting proposals. No other information shall be available at that time. Award decisions will NOT be made at the opening.

1.13 ALTERNATE PROPOSALS

Proposers may submit more than one proposal. All proposals must comply with the requirements of the RFP except that additional proposals may incorporate, by reference, repetitive information which is provided in the complete proposal.

1.14 PROPRIETARY DATA/PUBLIC RECORD

This Request for Proposal, together with copies of all documents pertaining to the award of a contract, shall be kept by EWEB and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered a trade secret under ORS 192.345(2), each sheet of such information shall be marked with the following legend:

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed, except in accordance with the Oregon Public Records Law, ORS Chapter 192”.

The Oregon Public Records Law exempts from disclosures only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance" ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. The above restriction may not include cost or price information, which shall be open to public inspection.

1.15 SOCIAL EQUITY

EWEB supports the use of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Qualified Rehabilitation Facilities (QRF). EWEB encourages the awarded offeror to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses as applicable:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Oregon State Office of Minority, Women and Emerging Small Business (OMWESB) by visiting their website at: https://www.oregon.gov/biz/programs/cobid/mbe-wbe/pages/default.aspx

b. Visit the Oregon State Qualified Rehabilitation Facilities Program website to search for Qualified Rehabilitation Facilities from whom to procure products or services.

https://www.oregon.gov/biz/programs/cobid/mbe-wbe/pages/default.aspx https://www.oregon.gov/biz/programs/cobid/mbe-wbe/pages/default.aspx

SCHEDULE OF EVENTS

1.16 The schedule of events set out herein represent Eugene Water & Electric Board’s best estimate of the schedule that will be followed.

Request for Proposal released October 11, 2024

Last Date for EWEB to receive Protests of Requirements/Specifications/Terms October 25, 2024

Last day for EWEB to receive questions from Proposers November 4, 2024

Last day EWEB will post Addenda on Bid Site November 5, 2024

Closing date (last day to submit proposals to EWEB) November 12, 2024

Responses evaluated November 13 – 27, Intent to Award Announcement Posted on Bid Site December 4, 2024

Board Approval January 2025

Contract Award TBD

2. SCOPE OF WORK

2.1 BACKGROUND /OBJECTIVES

EWEB is the largest publicly owned municipal utility in the State of Oregon. The area work is to be performed, completed, and managed is within the Eugene/Springfield area, out to Walterville, up the McKenzie River (Hwy 126) to Carmen-Smith Hydro Project, and at our Stone Creek Hydroelectric Project in Clackamas County.

EWEB requires the services of qualified contractors to perform wood pole inspection, test, and treatment services, as well as NESC inspections, and Joint use inspections on an annual basis.

EWEB, in its sole discretion, may award multiple contracts for these services.

2.2 LENGTH OF CONTRACT.

The contract for this project (“Contract”) will start from the date of EWEB’s final signature, and will last for one year with the option to renew annually up to five years maximum.

2.3 LOCATION OF WORK

The location of the majority of work to be performed, completed and managed is at Contractor’s business location and in EWEB’s service territory in Lane and Linn Counties, Oregon. All work will be along city streets, county, state and private roads, or on public or private rights-of-way occupied by EWEB facilities.

A portion of work will also be performed at EWEB’s Stone Creek Hydroelectric Project in Clackamas County. This includes approximately 6-7 miles of above ground transmission lines.

EWEB WILL NOT provide workspace for the contractor. The contractor must provide its own workspace.

2.4 SCOPE OF WORK

Eugene Water & Electric Board (EWEB) is soliciting proposals from qualified firms to provide the following services; 1) Wood Pole Inspection, Test and Treatment, and 2) National Electrical Safety Code (NESC) Inspection, with an option to provide joint inspections at a later date, of up to an estimated 2,500 wood and non-wood (steel, concrete, fiberglass, ductile iron, etc.) transmission and distribution poles per year as identified by EWEB, and as shown on maps to be furnished by EWEB, for a one (1) year contract with option to extend four (4) more years.

For the purposes of this program, all inspections begin with a visual assessment and then selected measurements at taken at the discretion of the inspector for the joint use and overhead inspections.

These inspections are based on observation only, with select physical measurements. The primary intent is to determine open and obvious conditions that exist at the time of inspection. At the inspector’s discretion, if there is a questionable condition on the pole, or per the criteria established by EWEB, measurements will be taken. Not all observable conditions will be measured. EWEB recognizes that Contractor can only detect and report on reportable conditions that exist at the time of the inspections. Changes in field conditions may occur after the time of performance and, therefore, EWEB acknowledges that the inspections will only be accurate as of the date of performance.

2.5 CREW, EQUIPMENT, AND MATERIAL

The service provider shall furnish all supervision, labor, traffic control and flagging, tools, equipment, vehicles, bucket or ladder trucks, and material necessary or required for the inspection and treatment of all poles as designated by EWEB.

2.6 PERSONNEL REQUIREMENTS

All pole inspection and treating specialists shall be professional pole inspectors and chemical applicators, each with a minimum of eight weeks training and two years of experience in the field.

The specialists shall have also inspected a minimum of 5,000 poles each in the field and be able to satisfy EWEB that each has sufficient knowledge and training to satisfactorily inspect and treat wood poles per the terms and conditions of this Contract.

Supervision of crews shall be by a pole inspection and treatment specialist with a minimum of four years’ experience in that specific field. The service provider’s Designated Representative shall request in writing that a supervisor, crew foreman, inspector or treating specialist, who does not meet the minimum requirements, receive EWEB approval before he or she is to begin inspecting or treating poles for EWEB. Documentation shall be provided outlining the supervisor, crew foreman, inspector or treating specialist’s qualifications and work experience in the above mentioned roles as well as a listing of successfully completed training and certifications. This documentation shall be provided to EWEB at least ten (10) working days before the supervisor, crew foreman or specialists are scheduled to begin work on EWEB owned poles.

The treating specialist shall have an Oregon Department of Agriculture Pesticide Applicator's license. Likewise, any supervisor of the Service Provider shall have an Oregon Department of Agriculture Pesticide applicator's license. Copies of appropriate licenses shall accompany the Bid.

The size of crew and its makeup, as well as the Service Provider's equipment and tools and all work methods and procedures, shall be the Service Provider’s responsibility.

2.7 MAPS

EWEB will furnish the Service Provider with maps showing the locations of poles which are to be inspected and work as designated by EWEB.

2.8 PERMITS

All permits required by State and Federal agencies necessary for application of fumigants and pesticides shall be obtained by the Service Provider before performing any pole inspections or treatment. Copies of all necessary permits shall be furnished to EWEB before performing any inspections or treatment. EWEB’s hydroelectric projects (Carmen-Smith and Stone Creek) operate in accordance with Special use Permits. Contractor will also work with EWEB to obtain special allowances from governing agencies prior to any hazardous material, pesticide, fumigant, or herbicide use at these sites.

2.9 RIGHT-OF-WAY EASEMENTS

The Service Provider shall comply with all reasonable requests of the landowners or tenants relative to access to the right-of-way easements. EWEB shall be the final judge as to the reasonableness of a landowner or tenant request. Any disputes between landowners or tenants shall be reported to EWEB by the end of the workday.

The Service Provider shall be responsible for their actions, and shall restore, repair, replace, reimburse or otherwise correct any damage caused by the Service Provider.

2.10 SAFETY

The Service Provider shall perform all work in a safe and professional manner with due regard to the safety of the general public as well as the Service Provider's employees. The Service Provider shall meet all state and federal safety requirements and shall exercise and observe all practices involved in handling and use of treatment chemicals.

2.11 DISPOSAL

The Service Provider shall remove from the job site and properly dispose of all garbage and leftover material in full compliance with all valid and applicable statues, orders, rules and regulations of the federal, state, and local governments in which jurisdictions such activities are performed. The packaging and other material associated with treatment chemicals shall receive extra care to assure of its proper disposal.

2.12 INSURANCE

Without limiting any liabilities or any other obligations of the Contractor at the time of execution of an Agreement, the Contractor will be required to furnish evidence of liability insurance coverage which includes environmental impact coverage. Such insurance shall include coverages and be in a form and with an insurance company satisfactory to EWEB that will cover all liability for any accident or violation of Federal, State or Local regulations. Specific Insurance Requirements are found in Exhibit 1, Sample Contract.

2.13 NON-EWEB POLES

Poles which are not owned by EWEB and have EWEB facilities attached shall have EWEB facilities inspected for NESC requirements only. These poles shall not be inspected and/or treated unless specified by EWEB. These poles should be treated in conjunction with the pole owner's pole maintenance program.

2.14 UNDERGROUND FACILITIES

Any damage to underground facilities occurring as a result of the Service Provider's performance of this work shall be the responsibility of the Service Provider and repaired at Service Provider's expense.

2.15 POWER OUTAGES

It is understood that the electric circuits of EWEB are to continue in normal operation during this work, and the Service Provider is to provide and use all protective equipment necessary for protection of its employees and to guard against interfering with the normal operation of said circuits. The Service Provider agrees to secure from EWEB information as to the nature of the circuits involved in all cases before work is commenced.

2.16 QUALITY CONTROL

The Service Provider's supervisor shall perform quality control inspections, alone or with EWEB's designated representative (EWEB's option), a minimum of once a month. At least 3% of poles inspected will be selected at random and re-inspected to check accuracy and quality of work performed. Degree of accuracy shall be no less than 97%. The Service Provider will provide results of re-inspection to EWEB. If problems are found, more poles will be re-inspected to discover the extent of the problem.

2.17 DISCREPANCIES AND CORRECTIVE ACTION

Any errors will be brought to the attention of EWEB. Corrective action, satisfactory to EWEB must be taken by the Service Provider to remedy the situation before the next quality control check.

The corrective action may include but not be limited to reworking each pole back to the previous quality control check point at no cost to EWEB. EWEB shall determine the corrective action necessary to remedy any errors.

2.18 SCHEDULE

Annual Work scheduled for each year must be completed by June 30th of that year. Maps will be provided to Contractor by January 2nd. The first year’s schedule will be adjusted as necessary.

2.19 DETAILED NESC POLE INSPECTION

A detailed visual inspection shall be completed on all poles and attachments for compliance with National Electrical Safety Code (NESC) and Oregon Public Utility Commission Safety Rules further described below:

A. Inspection of EWEB facilities and all attachments on EWEB owned poles. Contractor is responsible for completing physical measurement and inspections if the visual inspection does not inform the inspector of adequate clearance.

B. Inspection of EWEB facilities only on non-EWEB owned poles. Contractor is responsible for completing physical measurement and inspections if the visual inspection does not inform the inspector of adequate clearance.

a. Report any conditions found that do not meet NESC requirements (Listed in Exhibit B) for and not limited to:

i. Pole attachments

ii. Service entrances at customer facilities

iii. Clearances

1. Vertical

2. Horizontal

3. Between wires

4. Wires from other Structures

5. Wires from buildings

6. Service Drops

7. Mid-span

8. Street lights

2.20 WOOD POLE INSPECTION, EVALUATION AND TREATMENT

The inspection, evaluation and treatment of wood poles and the reporting of these activities shall be in the following categories:

A. Below Ground Line: This category is for the area of the pole in contact with soil.

B. Ground Line: This category is the area from the soil backfill to a height of at least five (5) feet above the soil backfill.

1. Visual Inspection (This section covers both Wood and Non-Wood Poles) All poles will be visually scanned full length to locate damage by fungi, insects, woodpeckers, fire, machinery, or other obvious damage. The extent of damage will be measured or estimated and reported to EWEB's Contract Administrator. The condition of the crossarms and all attachments including transformers, insulators, bolts, guy wires, and ground wires will be observed and any abnormalities reported.

Concrete Poles: A visual inspection only, shall be made from groundline to the top of the pole of all concrete poles. The following defects visible from the ground will be noted: Cracks, rust, spalling, exposed metal such as spiral wire or rebar, broken or burned ground wires, broken insulators, rotten/broken crossarms, and slack/broken guy wires.

Composite or Fiberglass Poles: A visual inspection only, shall be made from groundline to the top of the pole of all composite or fiberglass poles. The following defects visible from the ground will be noted: Cracks, broken or otherwise damaged areas, burned sections, deterioration of the poles protective coating including separation of layers or fibers protruding through the protective coating, broken insulators, rotten/broken crossarms, and slack/broken guy wires.

Metal Poles / Laced Towers: A visual inspection only, shall be made from groundline to the top of the pole/structure of all metal poles and laced towers. The following defects visible from the ground will be noted: Cracks, rust that is either completely through or nearly completely through metal, loose or missing bolts, bent or missing members, cracks in concrete foundation, broken insulators, broken ground wires and slack/broken guy wires.

Laminated Poles: A visual inspection only, shall be made from the groundline to the top of laminated wood poles, as part of the above ground visual inspection process, in addition to performing the required above ground visual inspection duties that are being performed on round wood poles, CONTRACTOR’s inspector shall also note any separations of the individual lams of the laminated wood pole. If any separations of the individual lams of the laminated wood pole are noted, the pole shall be rejected.

Ductile Iron Poles: A visual inspection only, shall be made from the groundline to the top of ductile iron poles, as part of the above ground visual inspection process, in addition to performing the required above ground visual inspection duties that are being performed on round wood poles, CONTRACTOR’s inspector shall also note the following:

• Integrity of attached equipment (Same criteria as wood poles).

• Above ground mechanical damage/cracking

• Deteriorated coatings above ground

2. Pole Sounding

a. All poles shall be sounded with a metal hammer from the groundline to as high as the inspector can reach (minimum height of 6 feet). This test is performed to locate external decay and internal decay pockets above the portion of the pole that is normally drilled.

b. Poles which have been excavated in accordance with paragraph titled "Poles Requiring Excavation" below shall also be sounded to a minimum depth of 14" below groundline.

3. Poles Requiring Excavation Only the following poles shall be excavated below ground line to determine if decay is present:

a. Cedar poles (except those with more than one-half of their circumference in concrete or asphalt).

b. Poles originally treated using pentachlorophenol in liquefied petroleum gas (Cellon treatment).

4. Pole Excavation Requirements

a. Slot Excavation:

A slot shall be excavated at the base of the pole a minimum of six (6) inches in width to a depth of eighteen (18) inches and shall provide sufficient space for inspection and treatment. If any surface decay is observed, then the pole shall be fully excavated as further specified below.

b. Full Excavation:

1. Remove all dirt and rock around the entire circumference of the pole to a depth of 18 inches. The diameter of this excavation shall be sufficient to permit a 4-inch workspace at the 18-inch level.

2. Measure the pole circumference at the groundline.

3. Remove all exposed decay from the pole exterior from its lowest point to 2 inches above the groundline, using a specialized shaving tool (not a shovel). No visibly sound wood shall be removed. All loose chips and decayed material shall be removed from the excavation.

5. Drilling of Poles

The number of holes required to adequately treat and inspect a wood pole is determined by: (1) the pole circumference, (2) the diameter and length of the drill bit,

(3) the type of fumigant applied, and (4) whether internal decay is present in the pole.

There are two types of holes required for pole testing: inspection holes, and fumigant holes. Only one 3/4" or 7/8" hole shall be on the same axial plane unless vertically separated by a minimum of 24 inches.

6. Inspection Hole Drilling

If sounding the pole indicates that internal decay is not present, the pole shall be drilled for fumigant treatment as described in Section 7 below.

After sounding, if it appears that some internal decay is present, sufficient inspection holes shall be drilled to determine the extent of decay. Inspection holes may be drilled using the same diameter drill bit as fumigant holes; providing such holes are separated 6 to 12 inches vertically and at least 900 radially around the pole. If this separation cannot be met in drilling to define a decay pocket, a 3/8" bit shall be used for any additional holes.

All inspection holes shall be plugged with treated hardwood plugs having a 1/16" interference fit.

Poles utilizing steel reinforcers shall be drilled at the band locations, at groundline, and below groundline to determine if sufficient sound wood is present.

Any poles with wood stubs shall be drilled to determine both the remaining pole and stub strength.

7. Fumigant Hole Drilling

Only poles that pass the inspection and evaluation tests and qualify as a sound pole shall be drilled for the installation of fumigants.

All fumigant holes shall be drilled at a steep angle, approximately a 30 degree angle with the pole axis, directly toward the center of the pole. Care should be taken so as not to drill completely through the pole. Fumigant holes are to be drilled only in sound wood.

If decayed wood is found, the extent of decay shall be determined using inspection holes, as described above. Fumigant holes intersecting large voids or areas of deep checking shall not be used for fumigation. These holes shall be plugged with treated hardwood plugs having a 1/16 inch interference fit.

Groundline fumigant hole drilling: All poles that pass the inspection and evaluation tests will be drilled for fumigants at the ground line. The number of fumigant holes required to effectively fumigate a pole can be determined from Table 1.

On poles that have been excavated, the first fumigant hole shall be drilled at 14 to 16 inches below ground level. The remaining number of holes (determined from Table 1) shall be spiral spaced 12 inches vertically and 90 degrees radially around the pole.

Poles that have not been excavated shall have the first hole drilled at groundline and the remaining number of holes drilled as described above.

On wood stubbed poles, the stub shall be drilled and fumigated as if it were an in-line pole with the exception that no decay shall be present in the stub. The pole shall be drilled at the band locations.

Unless otherwise rejected, all reinforced poles shall be fumigated.

Table 1

DuraFume II

(Contains 98% Tetrahydro-3, 5-Dimethyl-2H-1, 3, 5-Thiadiazine-2-Thione) Pole Circumference

(Inches) Number of Holes Drilled/Amount Applied

> 16”

Two holes 6” – 7” deep spaced 120° apart with 12” vertical spacing.

Apply approximately 25 grams of product to each hole for a total application of approximately 50 grams.

16” to 28”

Two holes 8” – 10” deep spaced 120° apart with 12” vertical spacing.

Apply approximately 35 grams of product to each hole for a total application of approximately 70 grams.

29” to 40”

Three holes 14” deep spaced 120º apart and 6" to 8" higher than the previously bored hole. Apply approximately 70 grams of product to each hole for a total application of approximately 210 grams.

41 to 49

Four holes 14” deep spaced 90º apart and 6" to 8" higher than the to each hole for a total application of approximately 280 grams.

50 to 59

Five holes 14” deep spaced 70º apart and 6" to 8" higher than the to each hole for a total application of approximately 350 grams.

60 to 69

Six holes 14” deep spaced 60º apart and 4" to 6" higher than the to each hole for a total application of approximately 420 grams.

70 to 79

Seven holes 14” deep, the first two at groundline 180º apart, and the remaining five spaced 60º apart and 4" to 6" higher than the previously bored hole. Apply approximately 70 grams of product to each hole for a total application of approximately 490 grams.

80 to 90

Eight holes 14” deep, the first two at groundline 180º apart, and the remaining six spaced 50º apart and 4" to 6" higher than the previously bored hole. Apply approximately 70 grams of product to each hole for a total application of approximately 560 grams.

Greater than 90

Nine holes 14” deep, the first two at groundline 180º apart, and the remaining seven spaced 45º apart and 4" to 6" higher than the previously bored hole. Apply approximately 70 grams of product to each hole for a total application of approximately 630 grams.

CONTRACTOR’s inspector shall bore 7/8" slanting holes to the specified depth. Using impermeable gloves, pour the specified amount of DuraFume II into each hole. Holes shall be plugged using tight-fitting treated wooden dowels or plastic plugs. For nonexcavated poles, the first hole(s) are generally bored at groundline. For excavated poles, the first hole(s) may be bored below groundline.

8. Evaluation of Inspected Poles

Inspection codes for internal decay will be as follows:

Code Pole Category 1 New pole in yard 2 Pole with no internal decay in groundline zone 3 Pole with a 1"-2" internal decay pocket 4 Pole with a 2"-4" internal decay pocket 5 Pole with a 4" or larger internal decay pocket 5N Normal reject pole, 2"-3" solid shell (generally >67% of original design strength) 5A Accelerated reject pole, 1"-2" solid shell (generally 50%-67% of original design strength) 5E Emergency reject pole, less than 1" solid shell (generally <50% of original design strength)

Inspection codes for below groundline surface decay will be as follows:

Code Reduction in Original Circumference 2 0% reduction 3 Less than 5% reduction 4 5%-10% reduction 5 10%-15% reduction 5N 15%-20% reduction 5A 20%-30% reduction 5E More than 30% reduction

a. Poles with a shell thickness less than 1" and/or poles that the inspector feels need immediate attention shall be noted on the evaluation report.

b. Any pole classified as a "Reject Replace" pole shall not be further inspected or fumigated.

c. Pole shell thickness shall be measured by using a metal shell gauge approved by EWEB. The gauge shall be calibrated in inches for measuring equivalent shell thickness and correcting for angle of the bored hole.

d. For fir poles, the inspector shall deduct one-half inch off of the measured shell thickness to allow for the effects of incipient decay. Care should be exercised to ensure only sound wood is being measured. Cedar poles have an abrupt, well-defined transition from sound to decayed wood, and the shell indicator reading can be used directly.

Reduced pole strength can be evaluated by using the categories listed below:

Reduced pole circumference (external decay) Internal and external decay pockets Hollow heart poles

Poles may contain one or all of the above conditions, however, rarely are all three types of decay present at the same cross section of the pole. The pole inspector will be responsible for determining the weakest point in the pole and evaluation of the pole at this point will determine its serviceability.

e. Reduced circumference poles will have exterior decay removed from the pole surface at or below the groundline. Poles in this category with sound heart wood are considered reject when enough surface wood has been removed to reduce the circumference to 88% of its original value, which also corresponds to 67% of original strength. Table 4 gives the reject circumference for common sizes of distribution poles. Poles with circumferences falling below the reject value are to be classed as explained in Section 9 below.

f. Hollow heart poles are poles with severely decayed or void centers, but having sound shell wood. The strength of these poles can be determined by using the Pole Strength Nomograph shown in Figure 1.

After determining the minimum shell thickness, the pole circumference at that cross section shall be measured. Plot pole circumference and shell thickness on the nomograph. A line between these points will determine a percent of original pole strength.

g. The strength of poles containing external and internal decay pockets can be determined by using the three tables listed below. After the decay pocket is measured, a pole circumference deduction can be measured from the proper table.

This number is subtracted from the original pole circumference measured where the pocket was found.

1. The reject columns in Table 4 give the minimum pole circumference required to maintain 67% pole strength, which corresponds to the National Electrical Safety Code (NESC) replacement threshold. If the pole circumference falls below this value, the pole will be considered a reject.

2. External decay pockets larger than covered in Table 2 shall be treated as reduced circumference poles mentioned in Section 19.8 (e) above.

3. An internal (enclosed) decay pocket is a decayed area which does not extend to the center or more than one-half way around the pole. Decay pockets with less than 1 inch of shell should not be exposed by chipping.

An effective ground line circumference shall not be computed for poles having only hollow heart decay. Poles having only hollow heart decay shall have their minimum shell thickness and circumference measured and evaluated as indicated in Section 8 (f) above.

Internal decay pockets larger than those covered in Table 3 shall be treated as hollow heart poles mentioned in Section 8 (f) above.

POLE CIRCUMFERENCE DEDUCTION TABLES FOR DECAY POCKETS

TABLE 2

POLES WITH EXPOSED POCKETS

DEPTH OF

POCKET

(INCHES)

WIDTH OF POCKET (INCHES)

1.0

2.0

3.0

4.0

5.0

TABLE 3

POLES WITH ENCLOSED POCKETS

MEASURED

CIRCUMFERENCE

OF SOUND WOOD

(INCHES)

THICKNESS OF

SHELL AT

POCKET SIDE IN

INCHES

MAXIMUM DEPTH OF POCKETS IN INCHES

3.0

4.0

5.0

22-30

31-38

39-50

MINIMUM CIRCUMFERENCE TABLES

TABLE 4

This table applies to all poles which have been excavated and chipped and/or which have exposed or enclosed pockets or hollow heart.

ORIGINAL

REJECT**

NON-

REINFORCEABLE

ORIGINAL

REJECT**

NON-

REINFORCEABLE

CIRCUMFERENCE

25.00

22.00

15.75

48.50

42.50

30.50

25.50

22.25

16.00

49.00

42.75

30.75

26.00

22.50

16.25

49.50

43.25

31.00

26.50

23.00

16.50

50.00

43.50

31.50

27.00

23.50

17.00

50.50

44.00

31.75

27.50

24.00

17.25

51.00

44.50

32.00

28.00

24.25

17.50

51.50

45.00

33.50

28.50

24.75

17.75

52.00

45.25

35.00

29.00

18.25

52.50

45.75

37.00

29.50

25.75

18.50

53.00

46.25

38.00

30.00

18.75

53.50

46.75

40.00

26.75

19.25

54.00

47.50

42.00

19.50

54.50

47.75

43.00

19.75

55.00

48.00

32.00

20.25

55.50

32.50

28.25

20.50

56.00

46.50

33.00

28.75

20.75

56.50

49.50

29.25

21.00

57.00

49.75

34.00

29.50

21.25

57.50

34.50

21.75

58.00

50.75

22.00

58.50

50.50

35.50

22.25

59.00

51.50

36.00

22.75

59.50

36.50

31.75

23.00

60.00

32.25

23.25

60.50

37.50

32.75

23.50

61.00

53.25 can't be reinforced

33.00

23.75

61.50

53.75

38.50

24.25

62.00

54.25

39.00

34.00

24.50

62.50

54.50

39.50

34.50

63.00

55.00

40.00

63.50

55.50

40.50

35.25

64.00

56.00

41.00

35.75

25.75

64.50

56.25

41.50

36.50

65.00

57.00

36.75

26.50

65.50

57.25

42.50

26.75

66.00

57.75

43.00

37.75

66.50

58.00

43.50

27.25

67.00

58.50

38.50

67.50

59.00

44.50

38.75

68.00

59.50

39.25

28.25

68.50

59.75

45.50

39.75

28.75

69.00

60.50

46.00

40.25

29.00

69.50

60.75

46.50

40.50

29.25

70.00

61.00

47.00

41.00

29.75

47.50

41.50

30.25

** Reject poles with original circumference greater than 60.5 inches, they cannot be reinforced to original strength.

FOOTNOTES TO MINIMUM CIRCUMFERENCE TABLE

1. ORIGINAL CIRCUMFERENCE is the value measured at the groundline before decayed wood has been chipped from pole. If pole has been chipped in the past, the circumference shall be measured immediately above the chipped area.

2. REJECT CIRCUMFERENCE is the effective circumference below at which the pole is rejected because it does not meet NESC strength criteria for Grade B construction. All reject poles will be replaced.

3. NONREINFORCEABLE CIRCUMFERENCE is the effective circumference below at which the pole has insufficient strength to be reinforced.

4. EFFECTIVE CIRCUMFERENCE is the smallest measured circumference after chipping shell and further deducting for enclosed and exposed decay pockets.

9. Internal Treatments All chemical treatments used must be approved for use on wood poles by the Environmental Protection Agency. All poles that pass the inspection and evaluation tests and qualify as a sound pole shall be internally treated.

a. Fumigants

1. Groundline. All poles, except 5E, 5A, and non-reinforceable or rejected 5N poles shall be internally treated with Durafume II (or approved substitute) when possible.

All label directions and precautions shall be followed when using fumigants.

Poles to be treated internally shall be drilled according to Section 2.20(B)(7). The required amount of fumigant shown in Table 1 shall be used. The fumigant shall be deposited only in holes drilled in sound wood. The fumigant shall not be deposited in holes that intersect areas of checking, large voids, or openings from which the fumigant could escape.

All fumigant holes shall be tightly plugged with 2-1/2 inch long treated hardwood plugs having a 1/16 inch interference fit.

10. External Treatments

a. Poles that have been fully excavated and meet evaluation requirements as a serviceable pole shall be externally treated with one of the following:

1. A "Patox II" preservative bandage or equal.

2. Osmoplastic preservative paste wrapped with a water resistant barrier.

3. A paste containing 18 Copper Napthenate wrapped with a water resistant barrier.

4. "Pol Nu Curap 20" wrapped with a water resistant barrier or equal.

b. The pole shall be free from dirt and decayed wood prior to treatment. The treatment shall be brushed or troweled on to a thickness of 1/16 to 1/8 inch. The preservative shall extend from 18 inches below groundline to 2 inches above groundline. All checks or exposed decay pockets shall be filled with preservative. The wrapping shall overlap itself by approximately 4 inches and shall be stapled to maintain preservative contact with the pole.

c. In areas where livestock may regularly feed, the treatment shall not extend above ground level.

11. Backfill The excavation shall be refilled and recompacted by tamping. Care must be exercised to avoid cutting the water resistant barrier during hole refilling around poles with external treatments applied. All landscaping shall be replaced in good condition. All ground wires and ground rods, disturbed during inspection, shall be reinstalled to their previous condition.

12. Tagging After the condition and classification of each pole has been determined and upon application of all treatments, the appropriate tags will be attached to the pole. One tag will be placed immediately below or above the pole numbers, facing the road, or ahead-on-line at 6 feet or higher above groundline (respectively, by priority). Each tag will identify the inspection agency and the year of inspection. Tags and nails will be made of durable materials that will not corrode or become illegible. All poles will be tagged as illustrated below.

13. Cleanup The area shall be cleaned and restored as appropriate. In urban locations, excessive dirt will be removed and the area swept with a broom. Turf and bushes are to be replaced with care at original grade. When necessary to protect turf, the Service Provider shall use a tarpaulin.

The work area must be left clear of any debris. All containers shall be properly disposed of according to approved environmental practices.

2.21 JOINT USE INSPECTION

A detailed visual inspection shall be completed for the benefit of all Permittees and agreed to by Permittees on all poles and attachments for compliance with the specific National Electrical Safety Code (NESC) provisions listed in Exhibit B and the Oregon Public Utility Commission Safety Rules further described below:

A. Inspection of EWEB facilities and attachments on EWEB and non-EWEB-owned poles, wherein EWEB facilities are attached. Contractor is responsible for completing physical measurement and inspections if the visual inspection does not inform the inspector of adequate clearance.

B. Inspection of all communication attachments on EWEB owned poles and non-EWEB owned poles where those participating in joint inspection are attached. Contractor is responsible for completing physical measurement and inspections if the visual inspection does not inform the inspector of adequate clearance.

1. Report any conditions found that do not meet the specific NESC requirements listed in Exhibit B.

2.22 REPORTS AND SUMMARIES

A. Report Sheets The Service Provider shall record all categories of work on report sheets acceptable to EWEB. The report sheets shall be filled out in a neat, legible manner. Report sheets are to be numbered consecutively.

Report forms shall be turned in to EWEB when completed.

B. Work Summaries Weekly, the Service Provider shall provide a detailed work summary for work completed. This summary shall include, at a minimum, the following data:

1. Pole number, street address, stopping point

2. Immediate reporting of 5 class poles by email

3. NESC violation(s) in Exhibit B by pole number and associated entity creating violation (may include multiple entities)

4. NESC violations listed in Exhibit B deemed to be a hazard and require immediate attention to be reported immediately by email

5. Total number of poles inspected for both Test and Treat and NESC Inspections

6. Total number of poles treated with Durafume II

7. Total number of poles treated with MITC-Fume

8. Total number of poles treated with "MP-500”

9. Total number of poles excavated and treated

10. Total number and list of "Reject/Replace" poles

11. Total number of poles with no sign of internal decay

12. Total number of poles with sign of internal decay at groundline area

13. Total number of poles with signs of internal decay above the groundline area

14.…