ITB 08-25 Annual Contract Wooden Utility Poles

The New Smyrna Beach Utilities Commission has issued Invitation to Bid (ITB #08-25) for an annual contract to supply wooden utility poles, seeking qualified vendors to provide Southern Yellow Pine poles for infrastructure needs. The procurement covers an estimated 0-120 poles annually, spanning ten different sizes and classes (30C/2 through 75C/1), with specific requirements that all poles must be pressure-preservative treated with chromated copper arsenate (CCA) and conform to ANSI, AWPA, and Commission-approved standards. Vendors must submit comprehensive documentation including references, vendor applications, drug-free workplace certifications, and insurance certificates. The bid is scheduled for distribution on January 13, 2025, with questions due by January 21, 2025, and final bid submissions required by 2:30 PM on January 30, 2025. The resulting contract will be effective from February 28, 2025, to February 27, 2026, with an option to renew for three additional one-year periods. The Commission will evaluate bids based on best overall value, considering factors beyond the lowest price, including vendor experience, references, and technical specification compliance. Delivery will be FOB New Smyrna Beach Utilities, with minimum truckload requirements and orders placed on an as-needed basis.

The solicitation does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The bid tabulation reveals multiple potential vendors, including Beach Timber, Bell Lumber, Electrical Engineering, Gresco, Gulf South, and Stuart Irby, who submitted varied pricing and lead time information. Unit prices for poles range significantly, with a 30C/2 pole priced between $212.42 and $286.00, and lead times consistently around 1-4 weeks. While exact contract value is not specified, the bid tab suggests total estimated pole costs ranging from $11,000 to $73,000 depending on specific configurations and quantities. The procurement allows for flexible ordering, with the utility commission reserving the right to award the contract based on comprehensive evaluation criteria. Notably, some larger pole sizes (70C/1 and 75C/1) have zero estimated quantity, indicating potential specialty or infrequently ordered items. The contract structure provides the utility commission with significant procurement flexibility while maintaining competitive pricing and quality standards.