6993 - Electric Distribution Pole Inspection and Treatment Services, 3.Statement of Work/ Specifications
Table of Contents
1.0 GENERAL
1.1 Scope
1.2 CONTRACTOR Requirements
1.3 Personnel Qualifications
1.4 Workmanship and Damages
1.5 Quality Control
1.6 Definitions for Inspection and Treatment
1.7 Copper Naphthenate and Cellon Treated Poles
2.0 GENERAL PRECAUTIONS AND REQUIREMENTS FOR PRESERVATIVE APPLICATIONS
2.1 General Restrictions and Requirements
2.2 Pesticide Licensing and Reporting Requirements
2.3 Material Handling
2.4 Proper Equipment
2.5 Pesticide Training
3.0 INSPECTION
3.1 Preparation
3.2 Above-Ground Inspection
3.3 Partial Excavation
3.4 Full Excavation
3.5 Sounding
3.6 Boring
3.7 Chipping
4.0 EVALUATION
4.1 Measurement
4.2 Reject Pole
4.3 Priority Pole
4.4 Previously Restored Poles
4.5 Determining Reinforcable Candidates
5.0 TREATMENT
5.1 General
5.2 Fumigant Treatment
5.3 External Ground-line Treatment
5.4 Internal Treatment
6.0 RESTORATION OF WORK SITE
6.1 Backfilling
6.2 Clean-up
7.0 POLE MARKING
8.0 DATA COLLECTION & DELIVERABLES
8.1 Data Requirements
8.2 Data Specifications
8.3 Data Delivery
8.4 Weekly Inspection and Treatment Summary
8.5 Poles Needing Maintenance Work Summary
8.6 Poles Rejected Summary
8.7 Year-to- Date Inspection and Treatment Summary
8.9 Digital Photo
8.10 GPS Data
8.11 Computer Media
8.12 Archiving
9.0 CONTRACTOR INFORMATION
9.1 CONTRACTOR’s Policies
9.2 Work Schedule
10.0 INVOICING
1.0 GENERAL
1.1 Scope
1.2 CONTRACTOR Requirements
1.3 Personnel Qualifications
1.4 Workmanship and Damages
1.5 Quality Control
1.6 Definitions for Inspection and Treatment
1.7 Copper Naphthenate and Cellon Treated Poles
2.0 GENERAL PRECAUTIONS AND REQUIREMENTS FOR PRESERVATIVE APPLICATIONS
2.1 General Restrictions and Requirements
2.2 Pesticide Licensing and Reporting Requirements
2.3 Material Handling
2.4 Proper Equipment
2.5 Pesticide Training
3.0 INSPECTION
3.1 Preparation
3.2 Above-Ground Inspection
3.3 Partial Excavation
3.4 Full Excavation
3.5 Sounding
3.6 Boring
3.7 Chipping
4.0 EVALUATION
4.1 Measurement
4.2 Reject Pole
4.3 Priority Pole
4.4 Previously Restored Poles
4.5 Determining Reinforcable Candidates
5.0 TREATMENT
5.1 General
5.2 Fumigant Treatment
5.3 External Ground-line Treatment
5.4 Internal Treatment
6.0 RESTORATION OF WORK SITE
6.1 Backfilling
6.2 Clean-up
7.0 POLE MARKING
8.0 DATA COLLECTION & DELIVERABLES
8.1 Data Requirements
8.2 Data Specifications
8.3 Data Delivery
8.4 Weekly Inspection and Treatment Summary
8.5 Poles Needing Maintenance Work Summary
8.6 Poles Rejected Summary
8.7 Year-to- Date Inspection and Treatment Summary
8.9 Digital Photo
8.10 GPS Data
8.11 Computer Media
8.12 Archiving
9.0 CONTRACTOR INFORMATION
9.1 CONTRACTOR’s Policies
9.2 Work Schedule
10.0 INVOICING
GENERAL
Denton Municipal Electric (DME) is a municipally owned electric utility in Denton, Texas. DME supplies electricity to around 55,000 utility customers in the greater Denton area. There
are approximately 17,000 poles, of varying composition, within DME’s 100 square mile service territory. The inspection and treatment of DME Distribution and Transmission System power
poles is necessary to determine the serviceability of these poles. There are five (5) Wood Pole Decay Severity Zones in the United States. The Decay Severity Zones are based on summer
humidity and temperature information. DME’s service territory lies within the boundaries of Decay Severity Zone 3. For Zone 3, RUS Bulletin 1730B-121, dated 8/13/13, recommends a
wood pole inspection cycle every 10 years.
Pole Type:
Est Count:
Wood
12,027
Aluminum
460
Concrete
601
Fiberglass
1,249
Steel
405
Concrete Street Light
2,531
Other
113
Total
17,386
Scope
The guidelines captured in this document are intended to provide guidance during the inspection of the above and below ground conditions of DME power poles. The below ground inspections
shall apply to power poles that have been in service for ten (10) or more years. In some cases, the inspection requires that the power pole be excavated to conduct an inspection of
the pole’s below ground condition. A DME representative shall perform an audit for every section of poles inspected by the CONTRACTOR for quality control purposes. The quality control
audits shall occur on a weekly basis. The pole inspection process shall end when the CONTRACTOR submits all paperwork used and all pole inspection data collected to DME Distribution
Engineering.
CONTRACTOR Requirements
The CONTRACTOR shall furnish all supervision, labor, tools, equipment, inspection report forms, field data collection devices, transportation and material necessary for the inspection
and treatment of DME’s poles as identified. All CONTRACTOR vehicles shall be properly identified by the Company's name and logo. Each employee shall have a picture identification
card on his/her person at all times while work is being performed. It shall include CONTRACTOR’s logo and employee’s name. DME shall specify which locations the CONTRACTOR is to inspect
on a daily basis and how they are to proceed throughout DME’s service territory. DME shall furnish copies of this specification and the necessary maps showing the location of poles
that are the subjects for inspection and/or treatment. DME shall provide CONTRACTOR the legal right to access all work sites associated with the inspection.
The CONTRACTOR is required to have a minimum of ten (10) years of experience in the in-service pole inspection and treatment business. All of the work shall be in compliance with and
conform to the requirements of the National Electric Safety Code (NESC). The CONTRACTOR must have documented programs and/or policies conforming to the Environmental Protection Agency
(EPA), the Occupational Safety and Health Association (OSHA), the Texas Department of Transportation (TXDOT), along with all Federal and State pesticide regulations. These policies
must include a Safety Manual, Pesticide Training Manual, standards for safe storage of preservatives on vehicles, operating policies for CONTRACTOR’s personnel to handle preservatives
and procedures for disposing of empty containers used for pole treatment in compliance with label requirements, and OSHA regulations involving Personal Protective Equipment (PPE).
Personnel Qualifications
The Supervisor(s) shall have:
A valid State Pesticide Applicators License in the appropriate category for treatment of wood poles.
Hold the position of the CONTRACTOR’s Supervisor in the State of Texas.
Have a minimum of two (2) years field experience in the art of inspecting and treating poles.
Each Foreman shall have:
A minimum of eight (8) weeks formal training in the art of inspecting and treating poles, and/or
A minimum of six (6) months experience as a pole inspection foreman.
Passed a written or demonstration test to the satisfaction of the CONTRACTOR that they have the expertise and training to handle wood preservatives.
Passed a CONTRACTOR approved pesticide training program qualifying the Foreman as having the expertise and training to handle pesticides.
Met the applicable State requirements for a commercial applicator.
Foremen with less than six (6) months experience, who have completed a training program specifically designed to acquaint themselves with the procedures for pole inspection and treatment,
may be used if all of the following conditions are met:
Weekly quality checks by his/her CONTRACTOR Supervisor are performed on the foreman’s work for the first four (4) weeks while inspecting DME’s poles. DME’S representative shall be contacted
requiring the scheduling of these quality checks and is encouraged to be present at the quality checks.
CONTRACTOR quality control report forms are submitted to DME by the end of the following week.
DME’s representative may request that a quality control inspection be performed at any time. The CONTRACTOR’s supervisory personnel shall be present at the quality checks.
DME requires evidence of previous experience and training in the form of letters of reference and test results. All evidence of previous experience shall be submitted with the proposal
and prior to awarding the CONTRACT. Personnel are subject to approval by DME before awarding the CONTRACT or at any time thereafter. Failure to maintain an adequately trained work
force will result in withholding of payment by DME in the area being inspected until the quality of work is verified.
Workmanship and Damages
All work shall be performed in a workmanlike manner and shall be in accordance with this specification and all applicable Federal, State, County, City and DME regulations. The CONTRACTOR
shall exercise care at all times to prevent injury to any persons and to prevent damage to any property during performance of the work.
If DME considers work not in accordance with this specification or work not in accordance with State, Federal, City or DME regulations, or unskilled or careless work as sufficient reason
to order the CONTRACTOR to stop work. Work will not be allowed to resume until deficiencies are corrected to the reasonable
satisfaction of DME. Further, DME reserves the right to require the CONTRACTOR to replace any worker before work is allowed to continue. If not satisfied, DME shall consider this to
be just cause for termination of the contract.
Any damages, real or personal, off the right-of-way arising directly from the performance of the work specified herein, or any damages on the right-of-way as a result of negligent operations,
shall be settled promptly by the CONTRACTOR.
Quality Control
A quality control inspection shall be performed for each time period of not less than one (1) week's work but not to exceed two (2) week’s previous work. The quality control shall be
conducted with the CONTRACTOR's supervisor and DME’s representative. The quality control inspection shall consist of the partial to complete re-inspection of those poles selected by
DME’s representative to compare the results shown on the pole report inspection sheets with those existing in the field. At least three (3) poles will be selected for each quality
control audit. DME shall be issued a copy of the quality control field report prior to the quality control audit. The re-inspection shall include, but not be limited to, the re-excavation,
re-treatment, and re-wrapping of those poles that were inspected below ground-line. CONTRACTOR’s cost of said re-treatments shall be borne by the CONTRACTOR.
Discrepancies and Corrective Action: Any serious errors shall be brought to the attention of the CONTRACTOR. Corrective action, reasonably satisfactory to DME, must be taken by the CONTRACTOR
to remedy the situation before the next quality control check. The corrective action may include, but not be limited to, re-working each pole that the CONTRACTOR has completed since
the previous quality control checkpoint at no cost to DME.
Any complaints from DME customers determined to be the direct result of CONTRACTORS work will be referred to the CONTRACTOR for corrective action. The CONTRACTOR shall notify DME of
all customer complaints made directly to the CONTRACTOR. Damages to a customer’s property that is determined to be the result of CONTRACTORS work shall be corrected by the CONTRACTOR
at no cost to DME or the City of Denton. Damages shall be remedied within thirty (30) business days from the date of the complaint. Problems not corrected within said time frame may
be corrected by DME and billed to the CONTRACTOR.
Definitions for Inspection and Treatment
Pole Inspection and treatment categories are defined as follows:
Reported Pole (Visual Inspection)
All DME poles shall be examined via visual inspection. A reported pole is any pole that is (a.) less than ten (10) years old which DME desires information about, (b.) any pole that
is judged to be unserviceable prior to excavation, per Section 3.2, or (c.) any pole which is determined by the CONTRACTOR, in the CONTRACTOR’s reasonable opinion, to be inaccessible.
Poles that are less than ten (10) years old may be subjected to further evaluation at DME’s discretion.
Rejected Poles
A rejected pole is any pole designated by the CONTRACTOR which, upon inspection, is found to be deteriorated below the required minimum as indicated on Table 1 and shall not be treated
further.
Priority Pole
A pole identified as unsafe and in need of immediate attention shall be reported to DME’s Contractor Coordinator by the CONTRACTOR daily. A physical address shall also be provided to
DME’s Contractor Coordinator for ease of locating the pole.
Sounding and Boring
Poles shall be sounded with a hammer from the ground-line, to as high as an inspector can reach in order to locate exterior decay or interior pockets of decay.
Inspector shall bore poles at least once, above the ground-line, to detect interior decay. A shell thickness indicator shall be used to detect the existence and extent of any interior
decay. If decay is present, pole shall be bored a sufficient number of times to determine location and extent of decay. Bored holes shall be plugged with tight-fitting treated wood
dowels or plastic plugs.
Partial Excavation
Poles shall be partially excavated in accordance with Section 3.3.
Externally Treated Pole
A ground-line treated pole is any pole designated by the CONTRACTOR which, upon inspection, is found to be a candidate for external preservative treatment, provided the pole has sufficient
strength to remain in service.
Treatment(s) shall consist of the treatment specified in Section 5.3 below.
Internal Treatment
CONTRACTOR's E.P.A. registered insecticide and preservative (Section 5.4 & 5.4.1) solution is applied internally under forty (40) PSI minimum pressure through a set of multiple borings
to any insect cavities/voids and/or internal decay voids that constitute a size of one-half inch (1/2") or larger.
Fumigant Treatment
Application of E.P.A. registered fumigant in accordance to Section 5.2.
Percent Remaining Strength or Remaining Section Modulus
Percent remaining strength is the estimated percentage of bending strength remaining in a pole compared to its original strength when reductions are made due to decay or mechanical defects
note by the Foreman. DME acknowledges that the percent of remaining strength is an estimate based on the information outlined herein and generally are not accurate for poles that are
not excavated.
Through Bored Poles
Poles with a series of small diameter holes drilled through the ground-line area of the pole during the manufacturing process to enhance the original treatment.
Stub Pole
An extra power pole that is topped off near the neutral conductor location. This pole is located adjacent to a more recently replaced pole. The stub pole may still have telecom transfers
pending or no telecom contacts but may only need to be pulled (removed). The need to transfer telecommunications or removal of a stub pole are to be noted in the pole inspection records.
Copper Naphthenate and Cellon Treated Poles
Due to inconsistencies with the original treatment process, poles manufactured with Copper Naphthenate or Cellon (pentachlorophenol in liquid propane gas) treatment can be prone to inconsistent
decay patterns and there is a probability of decay being present at heights far above ground-line. All Copper Naphthenate or Cellon treated poles shall be reported as Reject Poles.
GENERAL PRECAUTIONS AND REQUIREMENTS FOR PRESERVATIVE APPLICATIONS
General Restrictions and Requirements
All preservatives shall be handled and applied in accordance with the product label, and in a manner that will prevent damage to vegetation and property. Only preservatives registered
by the Environmental Protection Agency and the State of Texas Department of Agriculture for the intended use of remedial pole treatments will be considered for approval by DME. Preservatives
not labeled for use as remedial pole treatments shall not be used
No preservatives shall be applied by the CONTRACTOR where a pole is readily identifiable as (a) located on any school property (Day Care(s) and Grades K – 12), or (b) in a vegetable
garden or organic farm fields, or (c) within ten feet (10’) of a stream or standing water body, or (d) within fifty feet (50’) of a private well. DME acknowledges that all vegetable
gardens, or organic farm fields and wells may not be identified by CONTRACTOR.
Any container in which a preservative is stored shall be stored in a securely locked container or tool box or bolted to vehicles on the right-of-way and kept locked when left unattended.
Empty preservative containers shall be removed from the right-of-way and kept in a locked compartment until disposal. Disposal of preservatives and their containers shall be in accordance
with the product label as well as the rules and regulations of all appropriate Federal, State, or City agencies.
Pesticide Licensing and Reporting Requirements
The CONTRACTOR shall be a certified commercial pesticide applicator for the preservative application set forth under this Agreement, and each crew shall be supervised by a full time
Supervisor who is licensed and certified by the State where the work is performed. The CONTRACTOR shall be responsible for the accurate recording and submitting of all pesticide usage
forms required by the various pesticide regulatory agencies and for meeting all applicable Federal and State rules and regulations.
The CONTRACTOR is required to have in his possession copies of the preservative labels and Material Safety Data Sheets (MSDS) for all pesticides being used. Upon request, the MSDS and
labels must be shown to anyone desiring this information. Properly completed shipping papers will also be carried on each vehicle which is transporting pesticides.
Material Handling
Accidental releases of preservative shall be immediately cleaned up in a manner consistent with label requirements, Federal and State regulations, and relevant environmental procedures.
The CONTRACTOR shall provide each crew with a recovery kit containing sufficient materials for cleaning up and neutralizing incidental releases of both paste and liquid preservatives.
The recovery kit shall consist of, but not be limited to the following materials: absorption material (such as sawdust or oil dry), baking soda or laundry detergent, ammonia (undiluted)
and trash bags for storage of waste.
Proper Equipment
The CONTRACTOR shall provide each crew with all required personal protective equipment (PPE) as specified by the pesticide or preservative label, such as goggles, sleeves, non-permeable
gloves and aprons. In addition, hard hats and a change of clothing shall be provided by the CONTRACTOR. All field employees are required to provide and wear work boots.
The CONTRACTOR shall provide a truck that has covers and locks adequate to satisfy federal and state DOT regulations in which to store and transport the preservatives.
Pesticide Training
Each pole inspector and/or foreman shall be required to pass a pesticide training program which addresses biology of wood destroying insects and fungi, proper and safe handling, storage,
disposal and transport of pesticides, product labels and material safety data sheets, emergency procedures for pesticide spills, etc. The CONTRACTOR's Pesticide Training Program is
to be in addition to state requirements for applicator licensing.
Hazard Communication and Safety Program
The CONTRACTOR shall provide to its employees a hazard communication program which addresses the purpose of using pesticides, material safety data sheets and product labels, protective
safety equipment and clothing and product information. A safety manual and program is to be provided and utilized by the CONTRACTOR and its employees.
INSPECTION
Preparation
When the CONTRACTOR is working on a pole in close proximity to adjacent homes, Property Owner(s) shall be notified. Light brush will be removed from around the pole to allow for proper
excavation, inspection and/or treatment. If permission for excavation is denied, the pole shall be sounded, bored, fumigant treated above ground-line, and reported to DME for follow-up
with the property owner. Denial will be indicated in the remarks column on the pole report. CONTRACTOR shall not inspect or perform work on poles inaccessible by acts of God or by
any causes beyond the control of CONTRACTOR. Reason for the lack of inspection shall be noted in the remarks column of the pole report.
Above-Ground Inspection
Wood Poles
A visual inspection shall be conducted on all poles from ground-line to the top of the pole before any other inspection. The following defects visible from the ground with a naked eye
shall be noted: woodpecker holes, split tops, decayed tops, broken insulators, rotten/broken crossarms, loose hardware, missing/damaged ground wires, and slack/broken guy wires. If
the pole is obviously not suited for continued service due to serious defects, it shall: a.) Not be tested further, shall be reported, and marked on the inspection form as a Reject
Pole or b.) Be sounded and bored to determine if it is a Priority Pole.
Concrete Poles
A visual inspection only shall be made from ground-line to the top of all concrete poles. The following defects visible from the ground with a naked eye shall be noted: cracks, rust,
spalling, exposed metal such as spiral wire or rebar, broken, burned or missing ground wires, broken insulators, loose hardware, rotten/broken crossarms, and slack/broken guy wires.
Composite or Fiberglass Poles
A visual inspection only shall be made from ground-line to the top of all composite or fiberglass poles. The following defects visible from the ground with a naked eye shall 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, loose hardware, broken, burned or missing ground wires, broken insulators,
rotten/broken crossarms, and slack/broken guy wires.
Metal Poles
A visual inspection only shall be made from ground-line to the top of the pole of all metal poles. The following defects visible from the ground with a naked eye shall be noted: cracks,
rust that is either completely through or nearly completely through the metal, loose or missing bolts, cracks in concrete foundation, broken insulators, rotten/broken crossarms, loose
hardware, broken, burned or missing ground wires, and slack/broken guy wires.
Partial Excavation
All wood poles that pass the above ground visual inspection that are more than ten (10) years old shall be partially excavated on one (1) side of the pole to a depth of twenty inches
(20”). Exceptions include poles installed in pavement, poles with underground power risers and poles installed in vegetable gardens. These poles shall be inspected according to Sections
3.5 & 3.6.
If no surface decay is suspected and the bores indicate no internal decay, proceed to Section 5.2, Fumigant Treatment. The partial excavation shall be back-filled according to Section
6.1.
If surface decay is suspected, the pole shall be fully excavated according to Section 3.4. Decay shall be removed according to Section 3.7. Evaluation and treatment shall be done in
accordance with Sections 4 & 5.
If internal decay is suspected and/or present, the pole shall be treated with a fumigant according to Section 5.2 and the partial excavation shall be back-filled according to Section
6.1.
If an internal void is present the pole shall be treated with a fumigant according to Section 5.2, an internal treatment according to Section 5.4, and the partial excavation shall be
back-filled according to Section 6.1.
Full Excavation
All poles displaying evidence of external decay, including Penta-treated poles, shall be fully excavated, around their entire circumference, to a minimum depth of 20 inches (20”), to
allow for inspection and removal of external decay and shell rot.
All poles meeting the criteria defined in Sections 3.3.2, 3.3.3 and 3.3.4 shall be excavated around the entire circumference to a depth of twenty inches (20") below
ground-line. Exceptions include poles in pavement, poles with underground power risers and poles in vegetable gardens. These poles shall be inspected via sound and bore. Poles which
cannot be excavated to the proper depth around the entire circumference for legitimate reasons, such as large rocks, large roots or other obstructions, must have the obstruction and
the extent of excavation noted in the remarks or notes section. The excavation shall be approximately ten inches (10") from the pole at ground-level and four inches (4") from the pole
at the twenty inch (20") depth. For excavation in lawns, sod grass areas or flower gardens, care shall be taken to keep surrounding area as clean as possible. The sod around pole shall
be carefully cut and neatly stacked. Poles installed on slopes shall be excavated to a minimum depth of twenty inches (20") on the down slope side and twenty inches (20") on the high
side. Tarps or ground cloths shall be used whenever possible to minimize the possibility of any property damage and to aide in the tracking of excavated holes. (Exceptions should be
rare, and would include situations where the slope is too steep or the grounds surface too uneven to allow for effective use).
Deep Decay Inspection
“Deep decay” is the internal deterioration of wood fibers typically found 18 inches (18”) or more below the ground-line. Deep Decay cannot be identified and/or evaluated using the conventional
twenty inches (20”) below Ground-Line Excavation.
For poles where the full three hundred and sixty degrees (360°) twenty inch (20”) excavation (and subsequent Bore And Probe Test) reveal decay that appears to continue more than twenty
inches (20”) below the ground-line point, and if the pole is otherwise suitable for treatment, CONTRACTOR shall perform the extended inspection for Deep Decay described below:
On the quadrant of the pole where the remaining Shell is thinnest, the soil excavation shall be extended to a depth of thirty inches (30”). An additional seven-eighths inch (7/8”) hole
shall be bored at an angle between forty five (45) and sixty (60) degrees starting at least twenty-five inches (25”) below ground-line. If the decay condition is worsening with the
increased depth, or if the remaining average good Shell is less than two-and-one-half inches (2 ½”), the pole shall be rejected.
If the remaining average good shell is greater than two-and-one-half inches (2 ½”) the pole shall be treated with a fumigant according to Section 5.2, an internal treatment according
to Section 5.4, and the excavation shall be back-filled according to Section 6.1.
The extended inspection for Deep Decay shall not be performed unless the pole has first passed the visual, external, and internal inspections.
Sounding
Poles shall be sounded from as high as the inspector can reach to the exposed ground-line area in order to locate interior pockets of decay. Hammer marks should be visible to indicate
that the area was sounded.
Boring
Inspector shall bore pole with a three-eighths inch (3/8") bit. Bore hole(s) shall be located at ground-line and should be drilled at a forty five degree (45°) angle to a depth of the
center line of the pole. A shell thickness indicator shall be used to detect the existence and extent of any interior decay.
If heart rot or enclosed decay pockets are evident in a pole, a minimum of four (4) three eighths inch (3/8") borings will be taken to determine the size and extent of decay. Bored
holes shall be plugged with tight-fitting treated wood dowels or plastic plugs.
Shell borings are made at an angle of approximately sixty degrees (60°). The hole is bored in a manner so the boring stays within the outer two (2) to three (3) inches of the shell.
Therefore, the hole is bored off-center from the pole. Shell borings will be made at the discretion of the inspector based on field/pole conditions and pole species. Refer to DRAWING
1 for a visual example of shell boring. Non-excavated poles will receive one (1) shell boring in addition to the forty five degree (45°) boring. Excavated poles not excavated around
the entire circumference, shall receive one (1) shell boring in the non-excavated area.
Chipping
All poles that will be externally treated will have all loose and decayed wood removed from eighteen inches (18") below ground-line to six inches (6") above ground-line. A quality chipping
tool shall be used for this procedure to obtain a smooth, clean removal of wood. External decay pockets will be shaved or chipped to remove decayed wood from the pole. Removed wood
& shavings shall be removed from the hole, surrounding ground, and disposed of properly. Care should be taken not to remove good wood as this will reduce the strength of the pole. The
pole will be scraped using a check scraper or wire brush to remove dirt from treatment zone.
EVALUATION
Measurement
Measure minimum circumference at or below ground-line wherever the least sound wood is present (point of maximum decay). Check effective circumference against
Table 1. Poles below minimum circumference shall be rejected, and marked as so in the field and on the report. Poles with heart rot with a minimum shell equal to or greater than two-inches
(2”) for distribution and three-inches (3”) for transmission will be treated; poles with heart rot with a shell thickness less than the above specified minimum will be rejected. Poles
with a minimum shell one-inch (1”) for distribution, two-inches ( 2”) for transmission, or 33% of original circumference or less shall be designated a “Priority Pole” and reported to
DME’s System Operations within forty eight (48) hours of discovery.
Reject Pole
A Reject Pole is:
Any sounded and bored pole with a remaining strength of less than sixty seven percent (67%).
Poles that are not inspected via sound and bore will be rejected based on the reject criteria in Table 1 or other criteria approved in writing by DME. Ground-line Effective Circumferences
for non-excavated poles are estimates of true pole condition based on the limitations of the inspection method.
Priority Pole
A Priority Pole is:
A pole with an effective circumference of less than fifty percent (50%) of its original circumference and/or thirty three percent (33%) or less remaining original strength.
Priority Poles shall be reported to DME’s Contractor Coordinator daily.
Poles with a minimum shell one-inch (1”) for distribution, two-inches (2”) for transmission, or 33% of original circumference or less.
Previously Restored Poles
Poles previously restored and/or treated shall be reported as a Reject Pole.
Determining Reinforceable Candidates
The CONTRACTOR shall not attempt to reinforce any pole. If a pole is considered “reinforceable”, the CONTRACTOR is instructed to report the pole as a Reject Pole. However, it shall
not be reported as a PRIORITY pole.
TREATMENT
General
All poles currently with decay or suspected to be decaying, with voids of less than one-half inch (1/2”), or those that are at immediate risk of decay (such as poles with mechanical
damage, large checks at or near ground-line, or poles with green mold) will be treated with a fumigant treatment as specified in Section 5.2.
All poles containing decay pockets of one-half inch (1/2”) or larger and /or poles with signs of wood destroying insects will be treated with an internal treatment as specified in Section
5.4.1.
Fumigant Treatment
All serviceable poles (except as specified in Section 1.6.1 and Through-Bored Poles) meeting the criteria specified in Section 5.1 will receive a fumigant treatment. CONTRACTOR shall
apply the fumigant treatment(s) to poles using the following treatment/applications:
DuraFume® II (OR) Super-FumeTM
(Contains 98% Tetrahydro-3, 5-Dimethyl-2H-1, 3, 5-Thiadiazine-2-Thione) or Equivalent
Pole Circumference (inches)
Number of holes drilled
Less than 40
Three (3) holes spaced 120° apart and six inches (6”) to eight inches (8”) higher than the previously bored hole (the first holes should be at ground-line; 210 grams shall be applied).
41 to 49
Four (4) holes spaced at 90° apart and six inches (6”) to eight inches (8”) higher than the previously bored hole (the first hole should be at ground-line; 280 grams shall be applied).
50 to 59
Five (5) holes spaced at 70° apart and six inches (6”) to eight inches (8”) higher than the previously bored hole (the first hold should be at ground-line; 350 grams shall be applied).
60 to 69
Six (6) holes spaced at 60° apart and four inches (4”) to six inches (6”) higher the previously bored hole (the first hole should be at ground-line; 420 grams shall be applied).
70 to 79
Seven (7) holes, the first two (2) at ground-line 180° apart, and the remaining five (5) spaced 60° apart and four inches (4”) to six inches (6”) higher than the previously bored hole
(490 grams shall be applied).
80 to 89
Eight (8) holes, the first two (2) at ground-line 180° apart, and the remaining five (5) spaced 60° apart and four inches (4”) to six inches (6”) higher than the previously bored hole
(560 grams shall be applied).
Greater than 90
Nine (9) holes, the first two (2) at ground-line 180° apart, and the remaining seven (7) spaced 45° apart and four inches (4”) to six inches (6”) higher than the previously bored hole
(630 grams shall be applied).
CONTRACTOR’s inspector shall bore seven-eighths inch (7/8”) slanting holes to a minimum depth of twelve inches (12”), using impermeable gloves to insert one (1) tube into each hole.
Holes shall be plugged using tight-fitting treated wooden dowel or plastic plugs. For non-excavated poles, the first hole(s) are generally bored at ground-line. For excavated poles,
the first hole(s) may be bored below ground-line.
External Ground-line Treatment
All poles which are excavated and serviceable are to be ground-line treated with a preservative paste which shall be applied to the pole (a minimum of 1/16” thick) from eighteen inches
(18”) below ground-line to two inches (2”) above ground-line unless otherwise specified by contract. The preservative paste shall be composed of the following ingredients:
Copper 8-quinolinolate* 00.30%
Tebuconazole 00.20%
Bifenthrin 00.04%
Sodium Tetraborate Decahydrate 43.70%
Inert Ingredients 55.76%
Total 100.00%
Alternative materials will require prior approval from DME. Alternative materials will be applied at the maximum rate according to the product label. DME’s intention is to select the
preservative paste that combines efficacy with reduced risk to non-target organisms. Labels and MSDS must be made available for review.
Liberally treat all exposed pockets and checks using brush or trowel. Where obstructions occur such as fences, curbs, and walls, the preservative shall be applied in excessive amounts
next to obstruction to insure complete coverage.
Wrapping of External Treatment
A polyethylene backed craft paper moisture barrier or equivalent is to be applied over the wood preservative. The moisture barrier shall cover preservative to a depth of 20" and extend
2" above the top of treatment zone,
for a total of 22". It shall be of sufficient length to go around the pole with an overlap of approximately 4" and shall be stapled to the pole at the top and side seams of the barrier.
The thickness of the moisture barrier shall be a minimum of 4 mils.
Internal Treatment
Internal treatment will be with the following solution:
Hollow Heart CB Dilute Solution or Equivalent
Ingredients
Amount
Copper Ethanolamine Complex (Equivalent to 2% Copper Metal)
5.84%
Disodium Octaborate Tetrahydrate
5.0%
Poles containing decay pockets of one-half inch (1/2”) or larger shall be treated by pumping the preservative into the cavity through a series of three-eighths inch (3/8”) diameter holes.
Poles containing signs of wood destroying insects shall be treated with the following solution:
Hollow Heart CB Dilute Solution or Equivalent
Ingredients
Amount
Copper Ethanolamine Complex (Equivalent to 2% Copper Metal)
5.84%
Disodium Octaborate Tetrahydrate
5.0%
Cypermethrin (field mixed with the Copper Metal)
0.25%
If wood destroying insects are encountered in the pole, the pole shall be sounded to locate the top of the insect gallery and bored with enough holes drilled to thoroughly treat the
wood and flood the galleries. The solution will be applied as a liquid at a minimum pressure of forty (40) PSI or as a foam at reduced pressure. Beginning with the lowest hole, the
preservative will be pumped into the cavity until the cavity is filled or a maximum of one (1) gallon is used. Sufficient holes will be bored and preservative used to assure coverage
of the decayed area. All holes will be plugged with tight-fitting treated wood dowels or plastic plugs.
NOTE: Alternative materials will require prior approval from DME. Alternative materials will be applied at the maximum rate according to the product label. DME’s intention is to select
the preservative paste that combines efficacy with reduced risk to non-target organisms. Labels and MSDS must be made available for review.
RESTORATION OF WORK SITE
Backfilling
After excavation and/or treatment, poles shall be solidly back-filled. The first one-third (1/3) of the excavation will be backfilled and tamped in the hole around the pole; the second
one-third (1/3) placed and tamped; and then the final one-third (1/3) placed and tamped. The excess earth shall be banked to a maximum of three inches (3”) above normal ground level
to allow for settlement. In grass areas, the sod shall be carefully placed around the pole. Rocks or stones shall not be laid against the poles except where they serve to key the pole.
Extreme care shall be taken not to tear any shield-moisture barriers.
Clean-up
No debris, loose dirt, etc., shall be left in pole areas located on public or private property. Private-property turf and turf between curbs and sidewalks, bushes, plants and shrubbery,
are to be replaced with care. If any preservatives are spilled on the ground, Contractor shall immediately clean it up. All containers shall be properly disposed of according to approved
environmental practices
POLE MARKING
Tagging
All inspected poles shall be marked with a weather proof tag identifying the work performed, CONTRACTOR, and date. The tagging scheme used by the CONTRACTOR must be shown to DME and
approved before it is used.
Tags shall be supplied by the CONTRACTOR and placed 5 to 6 feet above ground-line on the roadside of the pole, below the utility pole identification marker, whenever possible. If inspecting
or treating a pole that has previously been inspected or treated, attach the tag directly below the existing tag(s).
DATA COLLECTION & DELIVERABLES
Data Requirements
The CONTRACTOR shall be required to demonstrate a successful history in completing similar field projects in electronic format. The CONTRACTOR shall include in the quoted price all required
hardware, software, field services, project management, data deliverable and customer support necessary to fulfill the outlined data collection and deliverable requirements.
The CONTRACTOR shall digitally capture and deliver pole attribute and condition information as part of this project. The inspection data shall be delivered in a geospatial display for
viewing and querying the results of the inspections. DME also requires the capability of running reports on the inspection data in an Access and/or Oracle database.
The CONTRACTOR shall validate pole locations and attribute information. In addition, the CONTRACTOR shall note missing poles and correct pole location and attribute errors.
CONTRACTOR will provide appropriate hardware, software, and project management to ensure DME receives data that meets its requirements for accuracy and completeness. At DME’s request,
CONTRACTOR shall provide a demonstration of CONTRACTOR’s data collection tools, processes, and a sample of deliverable.
Data Specifications
A DME-supplied land base that is acceptable to the CONTRACTOR will be deployed by the CONTRACTOR electronically to the field. A unique identifier shall be created for each pole by the
CONTRACTOR and shall be placed on the digital land base using GPS.
Data Delivery
Data collected will be delivered online in a geospatial enabled web-based application that includes both map and attribute views of the data. The online application shall provide access
to reports and data queries with support of user generated search functions. Poles must be able to be searched and sorted into groups based on their condition, their attributes, and
highlighted in a map view.
The online application shall provide a land base backdrop that includes aerial imagery capable of being viewed at various zoom levels. CONTRACTOR’s geospatial online application will
be compatible with industry standard web browsers such as Windows Internet Explorer VX.X, or Firefox VX.X or later. All incremental data deliveries will be updated to the geospatial
online application. CONTRACTOR shall host the data in the online application, but DME shall retain ownership of data (see Section 8.11 for information regarding data archiving).
The geospatial online application shall provide the capability to view and download reports in Adobe PDF format. Reports shall consist of pole detail, weekly, and year-to-date summaries.
Reports shall summarize an individual Foreman's work for a specific week or a specific job. It shall provide the total number, percentage and cost of all repaired items, installations,
inspection and treatment categories. The total weekly expenditure as well as the average cost per pole shall be calculated on this report. It shall be attached to each POLE INSPECTION
DETAIL REPORT each week.
Report formats shall include:
Heading – each report sheet shall have the information listed below in the heading:
• Utility name
• CONTRACTOR name
• Foreman name
• Foreman’s supervisor
• Date of work
• Page
Pole Attributes
Pole Number
Pole Manufacturer (if available)
Year Set (if available)
Inspection Type
Pole Treatment Type
Pole Height
Pole Class
Pole’s Original Ground-Line Circumference
Pole’s Effective Ground-Line Circumference
Pole Species
Pole’s GPS Coordinates
Column headings shall identify the appropriate item(s) performed on each pole. The categories to be included are:
Treat
Reject
Previously treated reject
Sound and bore
Visual
Partial treat
Fumigant
Internal treat
Marker
Pole number
Repair ground wire
Guy wire repair
Guy guard replacement
Remarks and Note Section should spell out words instead of abbreviating them. Remarks section should be capable of describing all decay conditions as well as maintenance items which
should be noted.
CONTRACTOR’s web-based application must support the ability to view all invoices, in Adobe PDF format, with the ability to relate each individual pole record with the corresponding
invoice.
Data export functionality shall include the ability to export to an ESRI Personal geodatabase, Microsoft Access, or a comma delimited (Excel spreadsheet) file format. The geospatial
online application shall support the printing of map views and, if applicable, view of digital images.
Weekly Inspection and Treatment Summary
Poles inspected and location
Evaluation of pole condition and work performed
Foreman, crew performing work
Location
Poles Needing Maintenance Work Summary
This report shall summarize poles needing maintenance for an individual week. It shall be attached to the appropriate POLE INSPECTION DETAIL REPORT each week. The report shall list
the following information:
Grid number
Pole number
Pole Height
Pole Class
Maintenance required on the pole
Reject Pole Summary
This report shall summarize all Reject Poles found in an individual week. It shall be attached to the appropriate POLE INSPECTION DETAIL REPORT each week. The report shall list the
following information:
Grid number
Pole Number
Location
Inspection Date
Pole Manufacturer (if available)
Year Set (if available)
Pole Treatment Type
Pole Height
Pole Class
Pole’s Original Ground-Line Circumference
Pole’s Effective Ground-Line Circumference
Year-to-Date Inspection and Treatment Summary
This report shall provide company-wide totals, percentages, and cost of all repaired
items, installations, inspection, and treatment categories. The total contract expenditure as well as the average cost per pole shall be calculated on this report. This report shall
be provided on a weekly basis.
Digital Photo
The CONTRACTOR shall capture a digital photo of each pole inspected. The photo shall capture pole hardware and attachments. The photo shall be cataloged by the DME pole number. Photos
shall be made available to DME with the weekly pole inspection detail reports. The digital images shall be stored in a JPEG (.JPEG) format with a capture resolution of eight (8) Megapixel
or better.
GPS Data
The GPS data collected by the CONTRACTOR shall be horizontal only for the wood poles. Coordinates shall be oriented horizontally based on NAD83 State Plane Texas North Central FIPS
4202 feet. The accuracy of the data shall be +/- twelve inches (12”).
Computer Media
All data collected shall be supplied to DME in an approved format via USB, Secure FTP, DVD, e-mail, or through access to a bulletin board system. Data shall be capable of being downloaded
in an ESRI Shapefile (.SHP) format, or an ESRI Personal Geodatabase or File database.
Archiving
CONTRACTOR will host the geospatial online application for the duration of the pole inspection and for a maximum of one (1) year after the end of the calendar year in which the project
was completed. Options for additional archiving shall be made available at an additional cost. DME shall retain ownership of all data. Use of the geospatial online application will
be governed by CONTRACTOR’s online hosting agreement.
CONTRACTOR INFORMATION
CONTRACTOR’s Policies
Documentation of CONTRACTOR’s polices for conforming to EPA, OSHA, and DOT regulations shall be provided to DME with the proposal submission. Examples may include:
Summary of CONTRACTOR’s safety manual
Summary of CONTRACTOR’s pesticide training manual, tests, and test results
Summary of CONTRACTOR’s standards for safe storage of preservatives on vehicles
Labels and MSDS for all preservatives used
Operating polices for CONTRACTOR’s personnel to handle preservatives and disposal of empty containers used for pole treatment
Summary of OSHA regulations regarding PPE
Work Schedule
CONTRACTOR shall also supply, upon request, a schedule outlining the number of crews proposed to complete work along with start dates and completion dates. However, CONTRACTOR shall
not work outside of DME’s normal working hours unless approved by DME.
INVOICING
CONTRACTOR shall prepare and furnish DME a detailed invoice of the number of billable items, as defined in the Contract Documents, for the covered period and the amount due, on a monthly
basis.
Proposer may submit alternative pricing for this contract. Submit per point itemized pricing to perform 100% of the requirements of this RFP. This price is all-inclusive and shall
include any, and all, costs including, but not limited to: GPS devices, equipment, mobilization, travel, labor, re-collection of bad data, fees, and any other foreseen or unforeseen
expenses incurred by the CONTRACTOR in the execution of this project. The per point cost shall also include performing any required software integration and office data integrity work.
/
Original Circumference of Pole
(Inches)
Minimum Effective Circumference Allowed (Inches)
24
21.00
25
21.75
26
22.75
27
23.50
28
24.50
29
25.25
30
26.25
31
27.00
32
28.00
33
28.75
34
29.75
35
30.50
36
31.50
37
32.25
38
33.25
39
34.00
40
35.00
41
35.75
42
36.75
43
37.50
44
38.50
45
39.25
46
40.00
47
41.00
48
41.75
49
42.75
50
43.50
51
44.50
52
45.25
53
46.25
54
47.00
55
48.00
56
48.75
57
49.75
58
50.50
59
51.50
60
52.25