RFQ 20261006 wood utility pole inspection

BVU Authority, a political subdivision of Virginia, is soliciting quotes from qualified contractors for wood utility pole inspection services across Washington and Scott Counties in Virginia, the City of Bristol, Virginia, and Sullivan County, Tennessee, with quotes due October 27, 2026 at 10:00 a.m. EST.

The scope covers visual inspection of approximately 5,800 BVU-owned poles from ground line to pole top, sound and bore testing to detect interior and exterior decay, weatherproof identification tagging, and rejection determination for poles unsuitable for continued service. Contractors must deliver digital images of rejected poles and results in Excel format including pole number, height, class, birthdate, status, and pertinent inspection data. Offerors must demonstrate considerable experience in similar field projects and meet all OSHA and Virginia safety law requirements.

Pricing is submitted on a firm fixed unit price basis per pole, with all costs including labor, materials, equipment, travel, environmental compliance, and material disposal incorporated into the quoted price. Quote prices must remain firm for sixty days following acceptance. The contract term is one year with renewal options for up to four additional years, subject to annual review and approval by BVU Authority.

Contractors must maintain Commercial General Liability insurance of $1,000,000 per occurrence and $2,000,000 in the aggregate, with BVU Authority named as an additional insured. Payment is contingent upon receipt of approved inspection reports, with invoicing occurring after work completion and no payment issued prior to report receipt. Proof of authority to transact business in Virginia is required at submission. BVU Authority reserves the right to cancel the contract without penalty upon sixty days written notice. Quotes must be submitted using the provided Quote Form (Attachment C).