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Technical Specifications - Substation Entrance GatesTS-1 RFP 7569 Denton Municipal Electric City of Denton TECHNICAL SPECIFICATION SUBSTATION ENTRANCE GATES PROJECT SUMMARY Denton Municipal Electric (City of Denton, Texas) is seeking proposal for fabricating, providing, and installing Entrance gates for three separate Substations. The three substations are the Brinker, North Denton Interchange, and Underwood substations. The Brinker and Denton Interchange substations are existing substations with concrete panel security screen walls. The Underwood substation is a proposed substation that will include the same type of concrete panel security screen wall. Each substation has multiple entrance gate locations. This specification provides the information necessary to allow prospective Contractors to prepare a proposal for complete construction of this project as described on the drawings and in this specification. The Contractor shall provide all equipment, materials and labor necessary to complete the work described in a manner satisfactory to the City. The contract for complete construction of the Substation Entrance Gates will be awarded to one Contractor. Any drawing errors discovered shall be promptly reported for resolution. The construction work required for this RFP shall be as described on the plans and in the specifications. Technical questions, drawings, transmittals, and all inquiries relative to this procurement should be addressed in the City’s solicitations website. To submit and view questions log-in to your account at http://dentontx.ionwave.net, and click the ‘Questions’ tab of this solicitation. TS-2 PROJECT LOCATION A general location map is shown on the drawings for each of the substations. I. GENERAL REQUIREMENTS OF THE CONTRACTOR A. Site Conditions The Contractor shall be responsible for visiting the sites and properly accounting for site conditions in proposal prices. Unexpected conditions in excavation will not be considered basis for a cost adjustment. Any known underground utilities will be shown on plans; however, there are no guarantees as to what may be discovered during excavation. The Contractor remains under the obligation to obtain underground utility locations prior to any excavation. B. Work Required Near Energized Lines Denton Municipal Electric is a municipally owned electric utility whose business purpose is to transmit, distribute, and sell electricity. The work identified in this RFP is intended to provide facilities that will form part of the infrastructure necessary for operation of the electric utility. No work is required on energized lines for this project; however the Contractor is hereby notified that there may be energized electric power lines on or near the work areas on any given site. Work may be required above energized underground distribution conductors. Appropriate precautions are required to prevent tools or equipment being placed or operated closer than ten (10) feet from any distribution voltage overhead power line or closer than twenty (20) feet from any transmission voltage overhead power line. The Contractor shall consult with DME for appropriate instructions on working near underground conductors. The Contractor shall be responsible for compliance with all OSHA requirements related to the work. C. Locations of Facilities, Surveying, and Staking Gate locations and required measurements shall be verified in the field by the contractor prior to fabrication. The contractor shall prepare drawings for submittal showing the actual gate detail to be fabricated and installed. All surveying and locations required shall be performed by the contractor. D. Standard of Work and Codes and Standards All work shall be done in a thorough and workmanlike manner in accordance with the plans, specifications, and construction drawings. E. Drawings and Other Documents All drawings, maps, and other documents pertaining to projects or otherwise provided pursuant to the RFP or referenced herein shall be considered a part of this specification. TS-3 F. Safety Requirements The City considers safety to be the highest core value and priority. The goal is for zero incidents or injuries. The same goal is expected of Contractors and subcontractors throughout the project. In submitting an RFP, the Contractor is agreeing to pursue the work with the highest degree of regard for all aspects of safety in the prosecution of the project. The Contractor further agrees that the City, or any designated employee or representative of the City, has the right to stop work at any time that it is believed that there is, or could be, a compromise to safety; and, that in the case of such a work stoppage, the Contractor will not be allowed to continue the work until the compromise to safety is resolved to the satisfaction of the City. Any work stoppage for reasons of safety will not be considered as basis for a claim for additional funds. 1. The work shall be performed in accordance with all applicable federal, state, and local safety regulations and in accordance with all City safety policies. The Contractor shall comply with all reasonable safety requirements by the City. 2. The Contractor shall be responsible for the observance of proper safety practices and the avoidance of unnecessary damage to property by all personnel engaged in the work. 3. The Contractor shall take all steps necessary to prevent damage to or interference with existing power lines, communication facilities, roadways, railroads, waterways, buried cables, pipelines, fences and other facilities adjacent to or crossing the project right-of- way. 4. Neither the professional activities of the Engineer, nor the presence of the Engineer and/or City or the Engineer’s and /or City’s employees and sub-consultants at the construction site, shall relieve the general Contractor and any other entity of their obligations, duties, and responsibilities including, but not limited to, construction means, methods, sequences techniques, or procedures necessary for performing, superintending, or coordinating all portions of the work of construction in accordance with the contract documents and any health or safety precautions required by any regulatory agencies. The Contractor agrees that he is solely responsible for job-site safety, and warrants that this shall be made evident in the City’s agreement with the Contractor. The Contractor also agrees that the City, the Engineer and the Engineer’s consultants shall be indemnified and shall be insured under the Contractor’s general liability insurance policy. 5. The Contractor shall be responsible for citations and fines imposed on the Contractor from all sources. 6. The Contractor shall ensure that proper personal protective equipment (PPE) is used at all times by all employees on site. As a minimum, this shall consist of hard hats safety glasses, leather work boots, and appropriate work cloths. 7. The City reserves the right to conduct random safety inspections. TS-4 8. Timeliness of injury notification – Injuries, accidents, near misses, and damage to equipment shall be reported to the City immediately after occurrence. The Contractor shall conduct an investigation and provide a written report to the City within 48 hours of any of the above types of incidents. 9. Return to work procedure – When an employee of the Contractor is injured and the injury requires off-site medical attention, it is required that the employee have a return to work authorization signed by a licensed medical provider stating that the employee is cleared to return to work with or without limitations. The Contractor may also be required to complete a root cause analysis that clearly defines the cause of the incident and the methods that will be instituted for prevention of recurrence. The City reserves the right to require that this root cause analysis be completed before resuming the work. G. Locating Underground Utilities As required by State law, the Contractor is responsible for obtaining all required locates for underground facilities prior to any excavation. Should non-located, or incorrectly located, underground utilities or other structures be encountered during excavation, the Contractor shall consult with the City immediately to determine a course of action. The Contractor shall cooperate with all parties in resolving any problems discovered and in keeping any utilities services in operation to the greatest extent reasonable while alternative solutions are implemented. The Contractor shall be responsible for repair of damaged underground facilities where the Contractor has failed to obtain proper locates prior to excavation. Any repairs required shall be done to the satisfaction of the City. H. Work Staging Areas The Contractor shall coordinate with the City for staging locations on the site. The City will not be liable for any damage, theft or vandalism that occurs to the Contractor’s equipment on the site. Any land, whether belonging to the City of Denton or to a private landowner, used for staging or other construction purposes shall be thoroughly cleaned after use and restored to a smooth surface free of ruts and reseeded if appropriate. I. Security The City will not be liable for any damage, theft or vandalism that occurs to the Contractor’s equipment and/or materials on the substation site or any staging site. TS-5 J. Errors and Omissions by the Contractor No payment shall be made to the Contractor for materials or labor required to correct errors or omissions on the part of the Contractor. Payment shall not be made for work found not to be in accordance with the plans and specifications. K. Site Waste and Spoil Management and Cleanup During the course of the project, from beginning to end, the Contractor shall maintain a continuous waste management and cleanup program. All waste material shall be contained or stockpiled daily before leaving the site. Any kind of waste, whether generated by the project or by employees of the Contractor, shall be contained daily in a dumpster or other container and removed from the site at least weekly. This type of waste shall not be left or allowed to accumulate outside the waste container beyond the end of the day. Pallets may be stacked for later removal unless they are damaged or intended for waste. With the exception of any unused material provided by the City remaining after completion of construction, all trash or unusable debris generated by the Contractor shall be disposed of in a manner suitable to the City and at the cost of the Contractor. Unless directed otherwise by the City, the Contractor shall dispose of excess spoil from site work. The project will not be considered complete until the requirements of this section are complete. Failure to comply with the requirements of this section at the end of the day will result in a mandatory work stoppage on the following day until the cleanup is completed. Exceptions will be granted when weather makes cleanup problematic. The City must approve exceptions in advance. L. Protection to Persons and Property 1. The Contractor shall at all times take all reasonable precautions for the safety of employees on the work and of the public, and shall comply with all applicable provisions of federal, state, and municipal safety laws and building and construction codes, as well as the safety rules and regulations of the City. All machinery and equipment and other physical hazards shall be guarded in accordance with the "Manual of Accident Prevention in Construction" of the Associated General Contractors of America unless such instructions are incompatible with federal, state or municipal laws or regulations. 2. The following provisions shall not limit the generality of the above requirements: a. The Contractor shall at no time and under no circumstances cause or permit any employee of the Contractor to perform any work upon energized lines, or upon poles carrying energized lines. b. The Contractor shall limit the movement of its crews and equipment so as to cause as little damage as possible to access ways and areas adjacent to the project site and shall endeavor to avoid marring the lands. All fences, which are necessarily opened or moved during the construction of the project, shall be replaced in as TS-6 good condition as they were found. Except for access by public roads, the Contractor shall confine all activities to land owned by the City of Denton that are part of the project site or access easements thereto. Damage to adjacent properties shall be the responsibility of the Contractor. The Contractor shall be monetarily responsible to the Landowner for any damages to adjacent property or associated livestock. The City will settle damages with the Landowner and deduct such settlement from any funds due the Contractor if the Contractor does not settle damages with the Landowner within thirty (30) days after such damages occurred and became known to the Landowner, City, or Contractor. c. The project, from the commencement of work to completion, or to such earlier date or dates when the City may take possession and control in whole or in part as hereinafter provided, shall be under the charge and control of the Contractor and during such period of control by the Contractor all risks in connection with the construction of the project and the materials to be used therein shall be borne by the Contractor. The Contractor shall make good and fully repair all injuries and damages to the project or any portion thereof under the control of the Contractor by reason of any act of God or other casualty or cause whether or not the same shall have occurred by reason of the Contractor's negligence. The Contractor shall hold the City harmless from any and all claims for injuries to persons or for damage to property happening by reason of any negligence on the part of the Contractor or any of the Contractor's agents or employees during the control by the Contractor of the project or any part thereof. d. The Contractor shall remove any and all excess or unusable rock, debris, underbrush and other useless material from the site of the project as rapidly as practicable as the work progresses. e. Upon violation by the Contractor of any of the provisions of this section, after written notice of such violation given to the Contractor by the City, the Contractor shall immediately correct such violation. Upon failure of the Contractor to do so, the City may correct such violation at the Contractor's expense: Provided, however, that the City may, if it deems it necessary or advisable, correct such violation at the Contractor's expense without such prior notice to the Contractor. f. The Contractor shall submit to the City monthly reports in duplicate of all accidents, giving such data as the City may prescribe. M. Non-assignment of Contractor The Contractor shall perform directly, and without subcontracting, not less than ninety percent (90%) of the fabrication and installation of the project, to be calculated on the basis of the total contract price. The Contractor shall not assign the contract effected by an acceptance of this RFP or any interest in any funds that may be due or become due hereunder or enter into any contract with any person, firm or corporation for the performance of the Contractor's obligations hereunder or any part thereof, without the approval in writing of the City. If the Contractor, with consent of the City, and any Surety or Sureties on the Contractor's insurance or warranties, shall enter into a subcontract with any subcontractor for the performance of any part of this contract, the Contractor shall be as fully responsible to the City for the acts and omissions of such subcontractor and of TS-7 persons employed by such subcontractor as the Contractor would be for its own acts and omissions and those of persons directly employed by it. N. Restoration and Cleanup The Contractor shall maintain a continuous cleanup program throughout construction both with regard to refuse and the surface condition of the site. All refuse, either project related or that generated by the Contractor’s personnel, shall be properly disposed of or placed by the end of each workday. The Contractor shall keep the surface of the site in a reasonably graded state with ruts repaired, spoil from excavation stockpiled or used were additional fill is needed, and excavations for removal of trees or other underground structures, whether natural or manmade shall be refilled and restored to a safe condition immediately upon completion of the removal and, in no case, left open beyond the end of the work day. Excess excavated or other removed material may be temporarily stockpiled in a common location on site to accumulate amounts that will allow truckload disposal to be efficient. The City reserves the right to specify when removals are made. O. Special Requirements 1. City of Denton Requirements -- The Contractor shall comply with all City of Denton construction, traffic control, safety, and other regulatory or rule requirements. 2. Vehicle Inspection -- Each vehicle that is to be used on the project may be inspected by the City at any time for excessive oil leaks. If significant oil leaks are found, the Contractor shall fix them before putting the equipment on any site. The Contractor shall be responsible to keep all his equipment maintained in such a manner to prevent oil leaks on the City's properties. II. CONSTRUCTION A. Time and Manner of Construction 1. The Contractor agrees to commence fabrication on a date to be determined (hereinafter called the "Commencement Date"). The Contractor further agrees to prosecute diligently and to complete fabrication and installation in strict accordance with the plans, specifications, and construction drawings within the time frame determined for the project at the time the purchase order is issued. 2. The time for completion of construction is critical. It is not anticipated that there will be any reason for an extension of the time required to complete the project. Extensions of time for completion will be considered only as a last resort and only for causes that are beyond the control and without the fault of the Contractor, including acts of God, fires, floods, inability to obtain materials, and acts or omissions of the City with respect to matters for which the City is solely responsible. Provided, however, that no such extension of time for completion shall be granted the Contractor unless within five (5) days after the happening of any event relied upon by the Contractor for such an extension, Contractor shall have made a request therefor in writing to the City, and TS-8 provided further that no delay in such time of completion or in the progress of the work which results from any of the above causes except acts or omissions of the City, shall result in any liability on the part of the City. 3. The Contractor shall submit a construction plan that includes the intended sequence and intended schedule for construction as soon as practical after the Notice of Award or purchase order is given for the project. The City shall have approval authority for the construction plan. 4. The City may from time to time during the progress of the construction of the project make such changes, additions to or subtractions from the plans, specifications, construction drawings, list of materials and sequence of construction provided for in the previous paragraph as conditions may warrant. If any change in the construction shall require an extension of time, a reasonable extension will be granted if the Contractor shall make a written request to the City within five (5) days after any such change is made. If the cost to the Contractor for construction of the project shall be materially increased by any such change or addition, the City shall pay the Contractor for the reasonable cost thereof in accordance with a construction contract amendment signed by the City and the Contractor, but no claim for additional compensation for any such change or addition will be considered unless the Contractor shall have made a written request and obtained approval therefore to the City prior to the commencement of work in connection with such change or addition. Such request must demonstrate to the satisfaction of the City the reasons for the cost change. Substitution of material of similar types shall not be considered as justification for a change in the project construction cost. B. Contractor’s Resources The Contractor agrees that in the event this quote is accepted, he will make available for use in connection with the proposed construction all necessary resources to prosecute the project within the expected time. This shall include, as a minimum, tools, equipment, and qualified superintendents, foremen, technicians, and other labor resources. C. Supervision and Inspection 1. The Contractor shall cause the construction work on the project to receive constant supervision by a competent and qualified superintendent employed by the Contractor (hereinafter called the "Superintendent") who shall be present at all times during working hours where construction is being carried on. The worksite shall have continuous English-speaking supervision. The Contractor shall also employ, in connection with the construction of the project, capable, experienced and reliable foremen and such skilled workmen as may be required for the various classes of work to be performed. Directions and instructions given to the Superintendent by the City shall be binding upon the Contractor. 2. The City reserves the right to observe, directly or through an independent engineering or testing firm, the activities of the Contractor and to require changes to procedures that, in the City’s or his representative’s opinion, do not meet the requirements or intents of this specification. TS-9 3. The Contractor shall plan and coordinate the work with the City such that notice and opportunity is afforded for inspection. 4. The City reserves the right to require the removal from the project of any employee of the Contractor if in the judgment of the City such removal shall be necessary in order to protect the interest of the City. The City, Engineer or the Supervisor has the right to suspend the work wholly if the Contractor or any of the Contractor's employees are being abusive or in any way trying to intimidate the City, Engineer or the Supervisor. If work is suspended due to this provision, there will be a meeting with the following entities represented to resolve and correct any problems: the Supervisor, the Engineer, the Contractor and the Contractor’s Surety. The Contractor shall not be compensated monetarily or by extension of completion date if the work on the project is suspended due to this provision. The City, Engineer or the Supervisor, if any, shall have the right to require the Contractor to increase the number of its employees and to increase or change the number or kind of tools and equipment if at any time the progress of the work shall be unsatisfactory to the City; but the failure of the City to give any such directions shall not relieve the Contractor of its obligations to complete the work within the time and in the manner specified in this proposal. 5. The manner of construction of the project, and all materials and equipment used therein, shall be subject to the inspection, tests and approval of the City and/or Engineer and the Contractor shall furnish all information required by the City and/or Engineer concerning the nature or source of any materials incorporated or to be incorporated in the project. The City and/or Engineer shall have the right to inspect all payrolls, invoices of materials, and other data and records of the Contractor and of any subcontractor, relevant to the construction of the project. The Contractor shall provide all reasonable facilities necessary for such inspection and tests and shall maintain an office at the site of the project, with telephone service where obtainable (mobile phone acceptable). The Contractor shall have an authorized agent accompany the City and/or Engineer when final inspection is made and, if requested by the City, when any other inspection is made. 6. In the event that the City or the Engineer shall determine that the construction contains or may contain defects, it shall be the duty of the Contractor and the Contractor's surety or sureties to have an inspection made by an Engineer approved by the City, for the purpose of determining the exact nature, extent and location of such defects. 7. The Engineer may recommend to the City that the Contractor suspend the work wholly or in part for such period or periods as the Engineer may deem necessary due to unsuitable weather or such other conditions as are considered unfavorable for the satisfactory prosecution of the work, excessive easement damage, or because of the failure of the Contractor to comply with any of the provisions of the specification: Provided, however, that the Contractor shall not suspend work pursuant to this provision without verbal authority from the City to do so. If verbal instruction is given, it shall be verified within twenty-four hours by written notification from the City. The time of completion herein above set forth shall be increased by the number of days of any such suspension, except when suspension is due to the failure of the Contractor to comply with any of the provisions of this contract. In the event that TS-10 work is suspended by the Contractor with the consent of the City, the Contractor before resuming work shall give the City at least twenty-four (24) hour notice. D. Defective Materials and Workmanship 1. The acceptance by the City or the Engineer of any materials equipment (including City-furnished materials) or any workmanship shall not preclude the subsequent rejection thereof if such materials, equipment, or workmanship shall be found defective after delivery or installation, and any such materials, equipment or workmanship found defective before final acceptance of the construction shall be replaced or remedied, as the case may be, by and at the expense of the Contractor. Any such condemned material or equipment shall be immediately removed from the site of the Project by the Contractor at the Contractor's expense. The Contractor shall immediately notify the City, Engineer, or Supervisor of any damage that is caused to any City furnished materials due to accident or negligence. If the City deems it necessary, the damaged material shall be replaced by the Contractor at Contractor’s expense. The Contractor shall not be entitled to any payment hereunder so long as any defective materials, equipment or workmanship in respect to the Project, of which the Contractor shall have had notice, shall not have been replaced or remedied, as the case may be. 2. Notwithstanding any certificate which may have been given by the City or the Engineer, if any materials, equipment (except City-furnished materials) or any workmanship which does not comply with the requirements of this specification shall be discovered within two (2) year after completion of construction of the project, the Contractor shall replace such defective materials or equipment or remedy any such defective workmanship within thirty (30) days after notice in writing of the existence thereof shall have been given by the City. In the event of failure by the Contractor to do the requested correction, the City may replace such defective materials or equipment or remedy such defective workmanship, as the case may be, and in such event the Contractor shall pay to the City the cost and expense thereof. III. ACCESS A. Ingress and Egress 1. The activities of the Contractor are to be restricted to the City’s property, authorized temporary construction easements, and/or permanent easements. The property is described on the plans. The Contractor is responsible for assuring that the property boundaries are known and that activities are confined to the property and easements. 2. The Contractor shall repair any damage to ingress and egress routes caused by the Contractor’s activities. The project will not be considered complete until such repairs are made. TS-11 IV. SPECIAL CONTRACT REQUIREMENTS AND PRICE ITEM DEFINITIONS A. Special Contract Requirements 1. The current International Building Code and the Current Electrical Code shall be the basis for both general and technical procedures for type of materials and construction procedures. Also the October 2004 edition of the North Central Texas Council of Governments Standard Specifications for Publics Construction (NCTCOG) and City of Denton amendments thereof shall be utilized where appropriate. 1. Fabrication Information With this solicitation’s proposal, the Contractor shall submit PDF copies of gate and fence closure details for fabrication. This information shall include: (A) Elevation view of each gate and fence closure location demonstrating that the gate and fence closures meets the specific requirements of the specifications and the location. There is only one gate location that has fence closures. Submittals shall be provided to the City prior to fabrication. Fabrication will not be allowed to proceed until all submittals have been approved or a written waiver is given by the City. 2. Conflicts in Documentation In the event that conflicts are discovered between this Technical Specification and the RFP instructions, the more restrictive statements shall apply. 3. Complete And Functional Construction with New Material It is the intent of this specification to require gate improvement work that provide new complete and functional systems interconnected with the existing associated systems. RFP pricing shall reflect this requirement. It is not possible to specify or describe every detail of work required to complete a project of this nature or to predict problems that might be encountered. The successful Contractor will be required to provide all labor, equipment, tools, specified material, and incidental items necessary to undertake the construction and complete the project, as described herein, resulting in fully prepared and functional systems that perform to their intended purposes. Minor omissions from the specification or drawings shall not relieve the Contractor from the obligation to TS-12 provide the completed project that is fully functional as intended by the City. Failure of this specification to describe each detail or incidental item necessary for a complete and functional project shall not entitle the Contractor to additional charges. Examples of items that will not be considered as basis for claims for additional cost are, but shall not be limited to, minor relocations, minor changes in the gate width, differences in the actual surface of the site from that shown on the drawings, reasonable weather delays, site cleanup, etc. Further, all work shall be performed and completed in a thorough and workmanlike manner and shall follow the best modern recognized practices, notwithstanding any omissions from this specification. 4. Price Calculation for Evaluation The price to be used in evaluating the RFPs will be constructed by applying the unit price to the quantities shown on the RFP pricing sheet to arrive at a total price for the project. B. Price Items Payment sections of the specifications include all material, labor, and equipment necessary to complete the project. General: Item 103.3 Mobilization / Demobilization General: This item includes mobilization cost such as site equipment and personal mobilization, up front coordination and other activities to prepare for the start of work. This item also governs the demobilization for the project including general site final clean up, equipment and personal departure from the site, and other project closing activities. Mobilization/ Demobilization cost for all three substations shall be included within this item. NCTCOG Reference: Item 103.3, 107.24, 107.25, 107.26 Payment: Payment shall be at the contract lump sum price for Mobilization/ Demobilization. The combination of mobilization/demobilization will be paid once only at the initial time equipment and personnel are brought to the site. Mobilization will not be paid for replacements of equipment whether due to maintenance needs or for other reasons. Demobilization will not be paid at the final time equipment and personnel are removed from the site and all required demobilization items are satisfactorily provided. TS-13 Double Swing Gates: Item – Double Swing Gate This price item covers fabricating, constructing, painting, providing, and installing double swing gates and double swing gates with fence closures at the locations shown on the drawings. Materials to be used, gate configuration, clearances and spacing tolerances shall be as show on the drawings. Gate panels, post, hinges, and accessories shall be fabricated, welded, constructed, and painted within the shop. Unless otherwise allowed by the City, no field fabrication, welding, or painting shall be allowed. Minor touch painting will be allowed. Also, field welding of hinges to the gate post will be allow as long as the contractor can demonstrate his ability to perform satisfactory welds and subsequent field painting. The swing gate panels shall be symmetrical and match the shape, spacing and individual parts of the adjoining gate. Fence closures shall include two post. Fence closure material and construction shall match the gate pickets, bracing, framing, and spacing. Fence closures shall be painted the same as the gate post and gate. Fence closures shall have a height of 8’ and match the adjoining gate. The clear width between wall columns are shown on the drawings. The contractor shall perform field measurements for each gate location in order to develop accurate dimensions for fabrication and construction of the double swing gates, gate pole locations, and fence closures where required. No field measurements are required for the Underwood Substation. The Underwood Substation is a proposed substation that will be constructed in the future. Once the gate installation has been complete and the gate is fully operational, the swing gates shall be level. There may or may not be proposed concrete drives at each gate location. Currently, there are no concrete drives constructed. The Contractor shall verify with the owner during field measurements whether gate vertical positions needs to account for concrete drives or not. Payment: Payment for this item shall be at the contract lump sum price for each double swing gate location including gate post, double swing gates, fence closures, painting, accessories, and all other items necessary for a complete operational double swing gate at each location.