RFQ 320-020926FD WOOD DISTRIBUTION POLES.pdf

Energy Resources

Energy Warehouse

REQUEST FOR QUOTE #: 320-020926FD

WOOD DISTRIBUTION POLES

Date of Issue: 09/16/2026

Quote Due Date: 09/30/2026

2:00 P.M.

Direct all inquiries concerning this RFQ to:

Fantashia Dickens

Purchasing Associate III

Email: Fantashia.Dickens@rockymountnc.gov

Phone: 252-972-1352

REQUEST FOR QUOTE # 320-020926FD

For purchasing division processing, please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute

132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

“All bidders are hereby notified that they must have the proper license as required under the North Carolina laws. All prospective contractors shall be responsible for complying with state law and local ordinances.”

EXECUTION

In compliance with this Request for Quote, and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified herein.

By executing this quote, the undersigned Vendor certifies that this quote is submitted competitively and without collusion (G.S. 143-

54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter

78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this quote, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or

City department. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-contractors for any

Contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City , or from any person seeking to do business with the City . By execution of any response in this quote, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Do you have a financial interest or tangible personal benefit with a city of Rocky Mount employee, officer, or agent? ____ Yes ____ No If yes note the employee, officer, or agent; department; and the perceived or actual conflict of interest. _______________________________________________________________

Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED. Late quotes cannot be accepted.

VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #11):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF QUOTE

If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount shall affix his/her signature hereto and this document and all provisions of this Request for Quote along with the Vendor response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Refer ALL Inquiries regarding this RFQ to:

Fantashia Dickens

Purchasing Associate III

REQUEST FOR QUOTE # 320-020926FD

Quotes will be due: 09/30/2026

Contract Type: Purchase

Energy Warehouse

QUOTE Number:320-020926FD Vendor: __________________________________________

Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

2.2 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

2.3 RFQ SCHEDULE

2.4 QUESTIONS ABOUT BID

2.5 MAILING INSTRUCTIONS

2.6 AUTHORIZED SIGNATURE REQUIREMENT

2.7 BID CONTENTS

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 BID EVALUATION PROCESS

3.3 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRE-QUALIFICATION OF BIDDERS

4.2 PRICING

4.3 TRANSPORTATION AND IDENTIFICATION

4.4 DELIVERY AND TRANSPORTATION

4.5 TITLE

4.6 BID BOND

4.7 INVOICES

4.8 REFERENCES

5.0 PRODUCT SPECIFICATIONS

5.1 GENERAL SPECIFICATIONS

5.2 QUANTITIES TO BE PURCHASED

5.3 QUANTITIES TO BE STOCKED

5.4 TERMS

5.5 CERTIFICATION AND SAFETY LABELS

5.6 VENDOR’S REPRESENTATION

ATTACHMENT A: CCA POLE PRICES (SCHEDULE A)

ATTACHMENT B: CCA POLES PRICES (SCHEDULE B)

ATTACHMENT C: EXCEPTIONS AND CLARIFICATIONS TO BID

ATTACHMENT D: PRE-QUALIFICATION STATEMENT

ATTACHMENT E: ADDITIONAL SERVICE FEATURES YOU CAN OFFER

ATTACHMENT F: CHECKLIST OF INCLUDED PROPOSAL ITEMS

1.0 PURPOSE AND BACKGROUND

Rocky Mount wishes to facilitate the selection of a preferred vendor for the purchase of wooden distribution poles.

Rocky Mount desires:

• To establish a relationship with a manufacturer.

Bids shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

The RFQ is comprised of the base RFQ document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFQ in advance of any Contract award are incorporated herein by reference. Vendor may attach its quote to this RFQ for submission; however, any and all additional, modified, or conflicting terms and conditions submitted on or with Vendor’s quote shall be disregarded and shall not be considered a part of any contract arising from this RFQ. Any attempt to delete or avoid the force of the previous sentence shall render

Vendor’s quote invalid, and it shall not be considered.

2.2 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the City’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFQ and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued concerning this RFQ.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFQ

(including proposed alternate language), those must be submitted as questions in accordance with the instructions in

Section 2.4. QUESTIONS ABOUT QUOTE. If the City determines that any changes will be made resulting from the questions asked, then such decisions will be communicated in the form of an RFQ addendum. The City may also elect to leave open the possibility for post-contract negotiation and amendment of specific provisions of the Contract that have been addressed during the question and answer period. Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s quote. This applies to any language appearing in or attached to the document as part of the Vendor’s quote that purports to vary any terms and conditions or Vendors’ instructions herein or to render the quote non-binding or subject to further negotiation. Vendor’s quote shall constitute a firm offer. By execution and delivery of a bid in response to this

RFQ, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposefully or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s quote as nonresponsive.

Any quote that contains language that indicates the quote is non-binding or subject to further negotiation before a contractual document may be signed shall be rejected.

Contact with anyone working for or with the City regarding this RFQ other than the City of Rocky Mount Purchasing

Office Contract Lead named on the face page of this RFQ or in the manner specified by this RFQ shall constitute grounds for rejection of said Vendor’s offer, at the City's election.

2.3 RFQ SCHEDULE

The table below shows the intended schedule for this RFQ. The City will make every effort to adhere to this schedule.

Action Responsibility Date/Time

Issue RFQ City Wednesday, September 16, 2026

Submit Written Questions/Question Deadline Vendors Tuesday, September 22, 2026

Provide Response to Questions/Addendum City Thursday, September 24, 2026

Submit Bids Vendors Wednesday September 30, 2026, 2:00 PM

Award Contract City Monday, October 26, 2026

2.4 QUESTIONS ABOUT BID

Purpose: Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best quote possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the above due date.

Instructions: Written questions shall be emailed to Fantashia.Dickens@rockymountnc.gov by the date and time specified above. Vendors should enter “RFQ #320-020926FD – Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFQ section and be submitted in a format shown below:

Reference Vendor Question

RFQ Section, Page Number Vendor question…?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum, available on the City of Rocky Mount Purchasing webpage https://www.rockymountnc.gov/Bids.aspx and/or the North Carolina Electronic Vendor Portal (eVP), https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFQ. No information, instruction, or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFQ, shall be considered authoritative or binding. Vendors shall be entitled to rely only on written material contained in an Addendum to this RFQ. The date noted in the RFQ schedule for the City to provide responses to questions also serves as the addendum deadline. If you do not receive a courtesy email notification regarding the addendum by that date do check the City of Rocky Mount Purchasing webpage.

2.5 MAILING INSTRUCTIONS

Instructions: Quotes, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items as described herein.

MAILING ADDRESS FOR DELIVERY OF QUOTE

VIA U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, OVERNIGHT DELIVERY,

OR BY ANY OTHER CARRIER

BID NUMBER: 320-020926FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: PO BOX 1180

Rocky Mount, NC 27802

BID NUMBER: 320-020926FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: 331 S. Franklin Street

Rocky Mount, NC 27804

Vendors shall deliver two (2) signed original executed quote to the address identified in the table in this Section.

Address package and insert quote number as shown in the table above.

Quote number shall be marked on the outside of the sealed envelope with the Vendor’s name and date and time of opening.

IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified time and date quotes are due, regardless of the method of delivery. This is an absolute requirement. The time of mailto:Fantashia.Dickens@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/ delivery will be marked on each quote when received, and any quote received after the submission deadline will not be accepted or evaluated.

All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier or other delivery service or method—is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail to the street address above, but to the City’s Mail Service Center. Vendors are cautioned that quotes sent via U.S. Mail, including Express Mail, may not be delivered to the purchasing office on the due date in time to meet the quote deadline.

All Vendors are urged to take the possibility of delay into account when submitting a quote.

ENVELOPES MUST BE MARKED PLAINLY WITH THE BID NUMBER, DATE AND TIME OF BID OPENING AND NAME OF BID. Bids will not be opened unless accompanied by a bid bond in a separate envelope and labeled with the labels supplied indicating it is a bid bond for bid #320-020926FD. It is the responsibility of the bidder to ensure his/her bid is received by the Procurement Specialist by the time stated in the bid. Late bids will not be accepted.

Bids will continue to be on file in the offices of Rocky Mount at the above address and are available for inspection during regular business hours.

Any other value-added services the bidder wishes to make known as available should be noted on Attachment E and sent with the bid. Attachment E will not be considered in our recommendation for award of this bid, but may be used for informational purposes only or possible future bids.

If a quote is hand-delivered, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building accompanied with a City employee.

2.6 AUTHORIZED SIGNATURE REQUIREMENT

All submittals or other offers must be signed by an individual authorized to bind the Consultant contractually. The City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in disqualification of the offer or rejection of the executed contract.

• Name of person, address, and phone number of person who is authorized to execute contracts on behalf of your company.

2.7 BID CONTENTS

Vendor shall populate all attachments of this RFQ that require the Vendor to provide information and include an authorized signature where requested, as outlined below. Vendor Responses shall include the following items, and they should be arranged in the following order:

a) Completed and signed version of EXECUTION PAGE, along with the body of the RFQ, and signed receipt pages of any addenda released in conjunction with this RFQ.

b) Completed version of ATTACHMENT A: PRICING FORM

c) ATTACHMENT B: CCA POLE PRICES

d) ATTACHMENT C: EXCEPTIONS AND CLARIFICATIONS TO BID

e) ATTACHMENT D: PRE-QUALIFICATION STATEMENT

f) An organizational chart or description of the company’s organizational structure and history of the company, including location of main office and any branches, name of outside field representative covering North Carolina, and the name and phone number of the inside contact person who will administer this contract.

g) Name and phone number of manufacturer’s authorized representative serving the service area who will address concerns and/or complaints with materials or service provided by you.

h) One (1) or more bids for supply of the goods subject to bid. Completed Firm Price ATTACHMENT A & B contained in this Request for Bid for each manufacturer you wish to bid.

i) ATTACHMENT C. No Exceptions or Clarifications of your bid will be allowed.

j) Provide three utility references, including the company name, address, point of contact, and phone number. By submission of a bid to this Request for Bid, you are authorizing Rocky Mount to contact these references and for them to discuss their relationship and experience with your company.

k) Complete and sign ATTACHMENT D, Pre-qualification Statement.

l) Provide indication of Service Features offered by your company as shown on ATTACHMENT E.

m) Complete, sign and return ATTACHMENT F, Checklist of Included Proposal Items, with your bid.

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City Department that places an order with the Vendor.

b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential

Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City of Rocky Mount and who will administer the contract for the City.

c) FOB-DESTINATION: Title changes hands from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any related transportation charges. A solicitation may request Vendors to separately identify freight charges in their quote, but no amount or charge not included as part of the total quote price will be paid.

d) LOT: A grouping of similar products within this RFQ.

e) ON-TIME DELIVERY: The delivery of all items within a single order to the receiving point designated by the ordering entity within the delivery time required.

f) RFQ: Request for Quote.

g) VENDOR: Supplier, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Quote.

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

The City of Rocky Mount reserves the right to reject all bids in its best interest. Should one Participating Member elect not to become a party to the Fixed Price Contract, it will not prevent the other Participating Members from entering into a contract if they determine it is in their best interest. North Carolina General Statutes § 143-129 governs competitive bidding and purchasing in the State of North Carolina and this bid will be governed by its provisions. Bids will be awarded to the lowest responsive and responsible bidder taking into consideration adherence to specifications, quality, performance, the time of delivery, technical support, past performance, and other relevant factors. The award of the contracts may be made based on (1) cost to individual member (2) all

CCA poles may be awarded to a single vendor, (3) all CCA-ET poles may be awarded to another single vendor or (4) all poles may be awarded to a single vendor as determined to be in the best interest of the Participating Members.

All bids that are administered and recommended by the CORM require the approval of the governing body of the host city for the cooperative bidding effort. Bidders may attend the session of the governing body when this bid is presented for approval if they so wish. The City of Rocky Mount will make known to them the time and place of that meeting if they so request.

The City of Rocky Mount reserves the right to receive bids, evaluate bids to reject all bids, to waive informalities and technicalities within the scope of their authority, and further specifically, the CORM reserve the right to award in the best interest of its members.

Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price. An eligible local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy. An application can be found at https://rockymountnc.gov/services-finance-vendor-registration/

3.2 BID EVALUATION PROCESS

a) Bids are requested for the items as specified, or item(s) equivalent in design, function, and performance. The City reserves the right to reject any bid on the basis of fit, form, and function as well as cost.

b) The City shall review the responses to this RFQ to confirm that they meet the specifications and requirements. The

City reserves the right to waive any minor informality or technicality.

c) For all responses that pass the initial review process, the City will review and assess the Vendors’ pricing. The City may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the City is not required to request clarification, and often does not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

d) Bids will be evaluated based on the award criteria identified in Section 3.1 METHOD OF AWARD.

Award of a Contract to one Vendor does not mean that the other quotes lacked merit, but that, all factors considered, the selected quote was deemed most advantageous and represented the best value to the City.

Vendors are cautioned that this is a request for quote, not a request or an offer to contract, and the City reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the City.

CONFIDENTIALITY DURING PROCESS: During the evaluation period and prior to award, all information concerning the quote and evaluation is confidential, and possession of the quotes and accompanying information is limited to personnel of the issuing department and any third parties involved in this procurement process, and to the committee responsible for participating in the evaluation. Any attempt on behalf of a Vendor to gain such confidential information, or to influence the evaluation process (e.g., contact anyone involved in the evaluation, criticize another Vendor, offer any benefit or information not contained in the quote) in any way is a violation of North Carolina purchasing law and regulations and shall constitute sufficient grounds for disqualification of Vendor’s offer from further evaluation or consideration in the discretion of the City.

3.3 INTERPRETATION OF TERMS AND PHRASES

This Request for Quote serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Quote shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and

“requirements” are intended to create enforceable contract conditions. In determining whether quotes should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Quote. Except as specifically stated herein, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a quote in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFQ. By submitting a quote, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this

RFQ. If the Vendor is unclear or has any questions about the specifications, requirements, and terms and conditions herein, it is urged and cautioned to contact the issuing department Contract Lead as specified in this RFQ.

4.1 PRE-QUALIFICATION OF BIDDERS

All interested bidders must meet these pre-qualifications to be considered a responsible bidder with the ability to complete the contract and meet the quality and performance required.

• Have and maintain all licenses, permits, and insurance required to do business in the State of North Carolina,

• Operate a facility capable of adequately accommodating stocking requirements of this Request for Bid,

• Be a utility-focused business where 50% of total sales are generated from the utility market,

• Have authorized manufacturer’s representatives in the service area to address complaints or concerns,

• Have a single inside point of contact responsible for administering this contract; • Be accessible during storms and emergencies, 24 hours, 7 days a week availability.

4.2 PRICING

Prices quoted must be firm for the entire term of the contract and any renewal, and the quote must be valid for a period of 60 days from the date of the bid opening. Prices quoted shall include the cost of the pole, unloading at the City’s pole yard, and the cost of delivery as provided for in the Firm Pole Price Attachment A and B.

Bidder is requested to quote prices of poles if shipment can be scheduled within thirty days on Attachment A. Prices should be based on full truckloads for a city or two neighboring utilities if they can be combined without an additional drop-off charge being added to either.

If shipment needs to be made immediately from inventory on hand, bidder should quote on Attachment B. Prices are to be for a full truckload to Rocky Mount.

For evaluation and award purposes, prices shown on Attachment A will be used to determine the lowest responsive or quickest availability, and the responsible bidder will make their recommendation based on those prices. Prices shown on Attachment B are for informational purposes for Rocky Mount only. Prices MUST be submitted on forms marked Attachment A and B.

Do not include sales or federal excise tax in your bid figures but show percentage of sales tax in appropriate section where requested. Rocky Mount shall pay all applicable sales tax, however, and should be invoiced accordingly.

4.3 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to the specified destination(s) with all transportation costs included in the quoted price.

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be shown on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.4 DELIVERY AND TRANSPORTATION

Bidders are required to own their own fleet of trucks or provide evidence of a firm contract with a trucking company for transportation of poles awarded under this contract. Delivery will be within thirty (30) days to allow full truckload shipments. Vendor will combine sizes or shipments wherever possible to make full truckload shipments. When Rocky Mount has an immediate need, the immediate shipment at price shown on Schedule B will prevail for that purchase order, and delivery is to be made from the vendor’s stock within five days. If the vendor does not deliver within five (5) days, Rocky Mount has the right to purchase from another source and cancel that purchase order with the vendor at no cost to Rocky Mount.

Poles are to be shipped on pole trucks or trailers with trip-out standards on either side or have the ability to unload the poles by shipper.

Shipments will be received between 8:00 AM and 2:30 PM (Monday-Friday) only, unless requested otherwise by Rocky Mount. No deliveries will be made on weekends or holidays unless requested by Rocky Mount.

4.5 TITLE

Title to the poles shall pass the Rocky Mount upon satisfactory delivery and acceptance in accordance with the conditions designated in the Request for Bid documents including the Specifications.

4.6 BID BOND

NORTH CAROLINA STATE LAW (G.S. §143-129) REQUIRES THAT ALL BIDS BE ACCOMPANIED BY A BID

DEPOSIT. (PLEASE NOTE CAREFULLY). No bid shall be considered or accepted unless at the time of its filing the same shall be accompanied by a deposit in cash, cashier’s check, or certified check on some bank or trust company insured by the Federal Deposit Insurance Corporation in the amount of not less than five (5%) of the proposal. In lieu of making cash deposits, bidders may file a bid bond duly executed by a corporate surety licensed under the laws of North

Carolina to execute such bonds. The bid bond shall accompany the bid package in a separate sealed envelope identified as a Bid Bond. The Bidder agrees that, in the event his/her bid is accepted, he/she will execute and deliver the Fixed

Price Purchase Contract with the Participating Members, as included in this bid within ten (10) days of being notified by the City of Rocky Mount that they wish to enter into a contract. The bidder agrees that should it refuse to execute and deliver such a contract within ten (10) days of being notified of selection as the lowest responsive and responsible bidder, he/she will forfeit the bid bond.

4.7 INVOICES

Vendor shall invoice the City of Rocky Mount Accounting Department. The standard format for invoicing shall be Single

Invoices meaning that the Vendor shall provide the Buyer with an invoice for each order. Invoices shall include detailed line item information to allow Buyer to verify pricing at point of receipt matches the correct price from the original date of order. At a minimum, the following fields shall be included on all invoices:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyers Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

4.8 REFERENCES

Vendors shall provide at least three (3) different references for which your company has provided Services of similar size and scope to that proposed herein. The city of Rocky Mount may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Contractor’s performance has been satisfactory.

The information obtained shall be considered in the evaluation of the quote. If city of Rocky Mount references are provided it cannot be counted towards your three (3) required references but may be included in addition to.

COMPANY NAME CONTACT NAME TELEPHONE NUMBER EMAIL

Optional: City of Rocky Mount

5.0 PRODUCT SPECIFICATIONS

5.1 GENERAL SPECIFICATIONS

CCA-TREATED SOUTHERN PINE DIST POLES

1. MATERIAL

Specifications for southern yellow pine poles. All lengths and classes shall meet the requirements set forth in ANSI specifications and dimensions for wood poles 05.1, latest version except as amended by the following:

1.1 Paragraph 4.4.9

1.1.1 (a) The maximum sweep in one plane and one direction in any pole equal to or less than 70’ shall not exceed 1 inch in 10 feet in length as measured by a straight line from the tip to the pole butt.

1.1.1 (b) The maximum sweep in one plane and one direction for poles greater than 70’ shall not exceed 1 inch in 20 feet as measured by a straight line from the tip to the pole butt.

1.1.2 Sweep in two directions in the same plane (reverse sweep) shall be measured by a straight line connection the midpoint at the top and the midpoint at the ground line. The line shall lie entirely within the body of the pole and shall not at any intermediate point pass closer than 1 inch to its surface.

1.1.3 Sweep in two planes (double sweep) is prohibited.

1.2 All poles shall be free of short crooks.

1.3 The bottom of the brand shall be located on the face of the pole at a point 10 feet, plus or minus 1 inch, from the butt on all poles 50 feet and shorter, and 14 feet, plus or minus 1 inch, from the butt on all poles 55 feet and longer.

1.4 The supplier’s code or trademark, year of manufacture, length and class of each pole shall be branded or hammer stamped in the butt. At the option of the supplier, and at no additional cost to the purchaser, a non-ferrous material tag embossed with the length and class may be affixed to the butt of each pole in addition to the information to be branded, labeled or hammer stamped.

2. PRESERVATIVE

2.1 All poles shall be treated with CCA-C oxide preservative.

2.2 CCA-Type C waterborne preservative used in the treatment of utility poles shall be of the oxide form as specified in AWPA Standard P5-11 and T1-11 Section D or latest revision. Unacceptable constituents are copper sulfate, sodium arsenate, or pyroarsenate, potassium or sodium dichromate, or other constituents that will form water-soluble electrolytes in utility poles.

3. TREATMENT

3.1 Poles will be treated in accordance with the requirements of the American Wood

Protection Association standard C1, “All Timber Products-Preservative Treatment by Pressure Process, and T1-11 Section D, Preservative Treatment with Waterborne Preservatives”, except as noted in the specification.

3.2 CONDITIONING

3.2.1 Poles should have a moisture content of 35% or less in the third inch from the surface of the pole.

3.2.2 Only kiln-drying are permitted.

3.2.3 Poles must be cool prior to treatment.

3.3 TREATMENT

3.3.1 A maximum pressure of 200 psi for unlimited duration is permitted.

3.3.2 A maximum fixation period of six hours by heating in steam or hot water at 220 degrees F is permitted in southern pine poles only.

3.4 RESULTS OF TREATMENT

3.4.1 Retention- poles to be treated to a minimum retention level of 0.60 pcf as determined by an assay of the 0.50” to 2.0”zone of wood from the poles surface.

3.4.2 Penetration-Poles shall be penetrated in accordance with A.W.P.A. Standard T1-11 Section D7A, 3.5” or 90%, whichever is less.

3.5 RETREATMENT

Poles may be retreated, provided none of the limitations specified in A.W.P.A. Standard M1-11, section 6, paragraph 6-retreatment are exceeded.

4. FRAMING

Shall meet RUS specifications.

5. INSPECTION

All poles shall be inspected at the pole treating plant before and after preservative treatment by a qualified representative of an independent and accredited inspection firm which maintains an accredited analytical laboratory and field staff meeting the criteria in RUS for wood pole inspectors as approved by Rocky Mount Standards Team.

5.1 Each charge of poles shall have 100% of poles tested for penetration. Each accepted pole must bear in the top the independent inspection firm’s hammer mark and inspector number indicating acceptance before it is placed in the cylinder for treatment. After the charge of poles has been tested for penetration and retention the inspection firm shall hammer the butt end of each pole indicating conformance to this specification.

5.2 The purchaser shall reserve the right to make final inspection before acceptance at destination.

5.3 The waiving of inspections shall not relieve the supplier of their responsibility to furnish material in accordance with this specification.

5.2 QUANTITIES TO BE PURCHASED

Pole quantities shown on the Firm Pole Price Schedules A and B, are estimates of poles purchases anticipated by

Rocky Mount. Rocky Mount will purchase under the Contract as needed throughout their fiscal year. Rocky Mount shall have the right to purchase any number of poles during the term of the Contract with no minimum requirement at the same price and terms.

5.3 QUANTITIES TO BE STOCKED

Quantities to be stocked, if any, for Rocky Mount are truckloads of CCA and CCA-ET, and the amounts are to be determined after bids are evaluated. If at the end of the initial contract term, if the vendor still has these poles stocked for Rocky Mount may continue to purchase off the current Contract until stock has been exhausted without renewing the term of this contract.

5.4 TERMS

The term of this contract will run from October 26, 2026 until September 30, 2027 with the option to renew by the City of Rocky Mount for an additional two 1-year options at the same price and terms and conditions, if deemed in the best interest of the City of Rocky Mount.

5.5 CERTIFICATION AND SAFETY LABELS

PRODUCT SAFETY LISTING: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate City inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National

Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. A list of acceptable marks is available on the Division of Purchase and Contract website at:

https://ncdoa.s3.amazonaws.com/s3fs-public/pandc/Inspection/SafetyLabelsChart-30Apr15.pdf. The CE mark is not acceptable. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution. Having the appropriate certification or safety label affixed to any device delivered pursuant to this solicitation, under the conditions described above, is a material condition of any contract awarded as a result of this solicitation. All costs for product and industry certifications and listings required to supply conforming products to the City as described in this RFQ are the sole responsibility of the

Vendor. The certification or safety label shall be affixed and be visible on the OUTSIDE of the all products that require a certification or safety label in order to pass the a Quality Acceptance Inspection.

5.6 VENDOR’S REPRESENTATION

a) Vendor warrants that qualified personnel shall provide all services that may be required under The Contract in a professional manner. “Professional manner” means that the personnel performing the services shall possess the skill and competence consistent with at least the prevailing business standards in the industry. Vendor agrees that it shall not enter any agreement with a third party that may abridge any rights of the City under The Contract. Vendor shall serve as the prime contractor under The Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the City. Names of any third-party Vendors or subcontractors of

Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder.

b) If any goods, services, functions, or responsibilities not specifically described in The Contract are required for

Vendor’s proper performance, provision and delivery of the goods and services under The Contract, or are an inherent part of or necessary sub-requirement included within such goods and services, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, https://ncdoa.s3.amazonaws.com/s3fs-public/pandc/Inspection/SafetyLabelsChart-30Apr15.pdf supplies and materials necessary for the Vendor to provide and deliver the goods and services.

c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of The Contract; and that entering into

The Contract is not prohibited by any contract, or an order by any court of competent jurisdiction.

Attachments to this RFQ begin on the next page.

ATTACHMENT A: CCA POLE PRICES (SCHEDULE A)

WITHIN 30 DAYS

Size Class Qty Unit Price Subtotal Freight per F.O.B Total

Pole Per Pole

30 7 $_______ $_______

30 6 $_______ $_______

30 5 180 $_______ $_______

35 6 $_______ $_______

35 5 152 $_______ $_______

35 4 $_______ $_______

40 5 $_______ $_______

40 4 160 $_______ $_______

40 3 $_______ $_______

40 2 $_______ $_______

45 5 $_______ $_______

45 4 200 $_______ $_______

45 3 $_______ $_______

45 2 $_______ $_______

50 4 $_______ $_______

50 3 10 $_______ $_______

50 2 $_______ $_______

55 4 $_______ $_______

55 3 10 $_______ $_______

55 2 $_______ $_______

60 3 $_______ $_______

60 2 5 $_______ $_______

60 1 $_______ $_______

65 3 $_______ $_______

65 2 7 $_______ $_______

70 3 $_______ $_______

80 2 $_______ $_______

85 1 $_______ $_______

Totals 724 $_______

ATTACHMENT B: CCA POLES PRICES (SCHEDULE B)

WITH IN 5 DAYS

Size Class Qty Unit Price Subtotal Freight per F.O.B Total

Pole Per Pole

30 7 $______ $______ $______

30 6 $______ $______ $______

30 5 180 $______ $______ $______

35 6 $______ $______ $______

35 5 152 $______ $______ $______

35 4 $______ $______ $______

40 5 $______ $______ $______

40 4 160 $______ $______ $______

40 3 $______ $______ $______

40 2 $______ $______ $______

45 5 $______ $______ $______

45 4 200 $______ $______ $______

45 3 $______ $______ $______

45 2 $______ $______ $______

50 4 $______ $______ $______

50 3 10 $______ $______ $______

50 2 $______ $______ $______

55 4 $______ $______ $______

55 3 10 $______ $______ $______

55 2 $______ $______ $______

60 3 $______ $______ $______

60 2 5 $______ $______ $______

60 1 $______ $______ $______

65 3 $______ $______ $______

65 2 7 $______ $______ $______

70 3 $______ $______ $______

80 2 $______ $______ $______

85 1 $______ $______ $______

Totals 724 $______

ATTACHMENT C: EXCEPTIONS AND CLARIFICATIONS TO BID

NONE ACCEPTED

ATTACHMENT D: PRE-QUALIFICATION STATEMENT

YES NO

1. Operates a facility capable of adequately accommodating stocking requirements of this contract.

2. Have field account representatives currently calling on at least 50% of municipal electrical systems,

3. Have authorized manufacturer’s representative in service area to Complaints or concerns,

4. Have a single point of contact, responsible for administering This contract,

5. Accessible 24 hours, 7 days a week during storms and emergencies.

Please explain any items you answered “no” to:

ATTACHMENT E: ADDITIONAL SERVICE FEATURES YOU CAN OFFER

YES NO

1. Can you invoice and ship using individual Purchasing Member’s inventory numbers if requested?

2. Can you provide Purchasing Members with usage history by items?

3. Do you own a vehicle or have means for short notice emergency delivery?

Own

Rent/Lease

Contract

4. Do you have a full backup power supply for storm operation?

5. Can you offer one suggestion, excluding consignment, for reducing inventory on hand in our Purchasing Member’s warehouses, and if so, what would that be?

Name of person completing SCHEDULE E

Date

ATTACHMENT F: CHECKLIST OF INCLUDED PROPOSAL ITEMS

INCLUDED

1. Name of person authorized to execute a contract with the City of Rocky Mount with contact information

2. Organizational chart and/or history of company

3. Name of inside point of contact for administration of this contract

4. Three references with all contact information you have served in the Utility business

5. Schedules A & B

6. Schedule C, Exceptions & Clarifications

7. Schedule D, Pre-qualifications Statement

8. Schedule E, Additional Services Available

9. Schedule F, Checklist of Included Proposal Items, complete and signed

10. Two copies of Bid

11. Legal Bid Bond

Name of person completing Schedule F

Date