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6518 - Underground Electric Service Installation, Addendum 2 -Clarification & Question Deadline Extended RFP # 6518 – Exhibit 3 Page 1 of 22 RFP # 6518 Technical Specifications Underground Electric Service Installation EXHIBIT 3 - REVISED 1. PURPOSE The purpose of this specification is to provide the information necessary to allow contractors to submit a proposal on a contract for the installation of certain underground electric utilities for Denton Municipal Electric (DME). The work will be performed on 13.2/7.62kV Grounded WYE primary overhead and underground electric utility circuits and related secondary voltages supplied by Denton Municipal Electric (DME) in Denton, Texas. Projects anticipated for underground construction are residential subdivisions, commercial developments, electrical substations, and placement of underground lines along city streets and state roads. This contract will be for the labor, equipment, tools, supervision, bonds and insurance to complete installation of electric facilities. The contractor is expected to complete all work in a timely manner, with a minimum of DME supervision. DME will provide all materials required for construction but will not provide supplies and materials necessary for operating the contractor’s equipment. Approximately $2 million was spent under the current contract during the previous three years. While growth trends appear to be continuing, DME guarantees no minimum amount of construction under any future contract. The contract being sought by this invitation will not be an exclusive underground construction contract. Denton Municipal Electric reserves the right to enter into additional contracts with other contractors for underground utility construction when, according to its own evaluation, there is need. The following are examples of situations that might be considered reason for seeking additional contracts:  Workload  Timeframe issues  Specific or special projects  Transmission line construction  Substation construction  Fiber Optic construction  Others The City may negotiate pricing for any non-contract items after contract has been awarded. Questions about this specification shall be directed to: Rebecca Hunter, CPPB Senior Buyer Purchasing Department 901B Texas Street Denton, TX 76209 940-349-7100 Rebecca.hunter@cityofdenton.com RFP # 6518 – Exhibit 3 Page 2 of 22 2. GENERAL PROVISIONS Location for all work will be in or near the city limits of Denton, Texas. Representing Denton Municipal Electric for this contract will be an Electric Distribution Department Crew Foreman/Contractor Coordinator. The Crew Foreman/Contractor Coordinator, or his designated representative, shall have the responsibility of contract oversight. The Crew Foreman/ Contractor Coordinator shall have authority to ensure Contractor compliance with specifications, drawings, regulations and safe work practices. The DME Crew Foreman/Contractor Coordinator shall have the authority to inspect work, accept construction work for payment, reject work, stop construction, and require corrections. The Crew Foreman/Contractor Coordinator shall complete a formal audit of all construction units prior to approving payment of invoices. Projects in progress under the existing contract will continue until completed by the existing contractor. The work done under the existing contract will be done at the existing contract price. The Contract will be in effect after award date and all terms and conditions will apply from that date. The contractor shall warranty all work for two years. If damages to equipment or facilities occur, and it is found by DME not to be the Contractor’s responsibility for such damages, the contractor will not be liable for repair or replacement of such damaged items. The contractor shall comply with the following codes and regulations:  National Electrical Safety Code (current version)  APPA Safety Manual  Vendor’s annual US Department of Labor OSHA 300 Logs  City of Denton ordinances and regulations  Texas laws and regulations  Federal laws and regulations The Contractor shall furnish adequate managerial, supervisory, licensed journeyman, and technical personnel on the site to insure expeditious and competent handling of all work. A Superintendent, experienced in major construction of the type required by DME and who is a permanent member of the Contractor’s organization, shall be available to Denton Municipal Electric staff when the contractor is working on any DME project. This Supervisor’s first priority will be the execution of this contract with DME and any other duties will be secondary to that. The Supervisor shall also look over any new project prior to commencement of work and bring up any concerns before the project begins. Meetings regarding this contract will be held in City of Denton offices. 3. PLANS Denton Municipal Electric’s Engineering Department will issue construction plans for all projects. The DME Crew Foreman/Contractor Coordinator may approve incidental work not part of a plan. If any part of construction must be reworked because of a plan revision, then all units actually installed, whether before or after the change, will be paid for. 4. PERMITS DME will be responsible for obtaining all crossing permits and easements including Texas Department RFP # 6518 – Exhibit 3 Page 3 of 22 of Transportation Permits and City of Denton Clearing and Grading and Right-of-way Permits, where required. The Contractor will be responsible for complying with all provisions set forth within each permit. Contractor shall immediately notify DME if any significant deviation or problem occurs during the installation project. 5. UTILITIES and LOCATES The Contractor will be responsible for obtaining all necessary excavation locations (Dig Tess) and coordinating with other utilities in the work vicinity prior to digging. The Contractor is solely responsible for maintaining knowledge of current regulations, requirements and laws related to utilities and locates. The following are the most common utilities having facilities in and around the City of Denton. Other facilities may be present and each site shall be thoroughly researched prior to any work beginning. If a representative from any other utility is required to be onsite during excavation, the Contractor shall notify DME Crew Foreman/Contractor Coordinator. Utility Company Type of Service Verizon Telephone Charter Communications Cable Television Oncor (TXU) Electric, Gas Co-Serv Electric, Gas, Communications City of Denton Sewer, Water DME Electric, Gas, Communications 6. CREW COORDINATION The contractor will be required to coordinate construction activities with other organizations performing work in the same project areas. Such coordination shall not entitle the contractor to any claims or additional compensation. Some work may be required on weekends and holidays to coordinate with other organizations. Payment will be made based only on unit cost for all construction. 7. CUSTOMERS PROPERTY Contactor shall be responsible for damage to customer’s property and damage to other utilities (i.e. water, electric, gas, cable, phone, and sewer) and any other facilities that are damaged due to contactor negligence. Contactor shall leave work areas in acceptable condition (i.e. landscaping, fence etc. shall be restored). 8. PROPERTY LINES AND MONUMENTS The contractor shall protect all property corners makers, and when any such marker or monuments are in danger of being disturbed, they shall be properly referenced and if disturbed shall be reset at the expense of the contractor. 9. EXISTING STRUCTURES The plans show the locations of all known surface and subsurface structures. However, DME assumes no responsibility for failure to show any of these structures on the plans, or to show them in their exact location. It is mutually agreed that such failure shall not be considered sufficient basis for claims for additional compensation for extra work or for increasing the pay quantities in any manner whatsoever, unless the obstruction encountered is such as to necessitate unusual changes in the lines or grades, or requires the building of special work, provisions for which are not made in the plans and proposal, in which case the provisions in these specifications for extra work shall apply. RFP # 6518 – Exhibit 3 Page 4 of 22 10. JOINT TRENCHES Should DME elect to allow another utility to go joint in a DME trench then all associated trench costs shall be divided equally among the utilities allowed in the ditch. Water, Gas or Sewer will not be allowed to be in a joint trench with DME. Other utilities such as telephone or cable tv shall install their facilities in a conduit system above DME according to DME's drawing and ensure that all National Electrical Safety Code clearances are utilized during the installation. Electric Warning tape shall be installed in the trench according to DME's specifications. Any joint trench use shall be approved in writing by DME and all depths and distances shall be clearly marked on the As-Built drawing that will be entered as a permanent DME GIS record. 11. STAKING DME or developer will provide trench and ditch staking for projects. The Contractor will be responsible for protection of the staking and will be billed if stakes have to be replaced as a result of the Contractor’s activities or negligence. 12. U.S. POSTAL MAIL BOXES The Contractor shall be fully responsible for maintaining and protecting all existing U.S. Postal mailboxes during the construction period. Postal mail delivery must be maintained on a daily basis to the residents next to any construction under this contract. If areas with mailboxes are completely closed to traffic during construction activities, the mailboxes shall be relocated to a nearby street corner for temporary delivery service. The Contractor shall relocate the boxes working in cooperation with the Postal Director and the DME Crew Foreman/Contractor Coordinator. Following the completion of construction, the Contractor shall restore all postal boxes to the location behind the curb. Because of the legal significance of the postal delivery service, the Contractor shall consider this responsibility as a priority. Mailboxes shall be placed 42" above the ground and located directly behind the back of the curb. Both measurements shall be to the front lower face of the mailbox. 13. SAFETY The Contractor, while working for DME, shall conduct all operations in a safe manner and in accordance with all state, federal, and city regulations. As part of the proposal, a copy of the prospective vendor’s annual US Department of Labor OSHA 300 Logs that replaced the OSHA 200 Logs as of January 2002 and safety manual shall be included or made available upon request. Safety Manual shall include shoring and CPR training requirements and curriculum. Also, vendors must submit the Safety Record Questionnaire as included in this document. DME reserves the right to inspect Contractor’s safety and training records prior to and after award of contract. The Contractor shall immediately correct any unsafe conditions identified by the DME Crew Foreman/Contractor Coordinator. If the Contractor fails to immediately correct such unsafe conditions, the DME Crew Foreman/Contractor Coordinator may either have the unsafe conditions corrected by others at the Contractor's expense, or direct that the work be stopped immediately in the area of the unsafe condition. RFP # 6518 – Exhibit 3 Page 5 of 22 14. ACCIDENTS The Contractor shall report in writing to the Crew Foreman/Contractor Coordinator all accidents whatsoever arising out of, or in connections with the performance of the work, whether on, or adjacent to the site, which caused death, personal injury, or property damages, giving full details and statements of witnesses. In addition, if death or serious injuries or serious damages are caused, the accident shall be reported immediately by telephone or messenger to the Crew Foreman/Contractor Coordinator. If any claim is made by anyone against the Contractor or any subcontractor on account of any accident, the Contractor shall promptly report the facts in writing to the Crew Foreman/Contractor Coordinator giving full details of the claim. 15. DRUG POLICY The Contractor shall comply with all applicable regulations and drug and alcohol testing programs, including the Department of Transportation (DOT) and America with Disabilities Act (ADA). The Contactor shall adopt the drug and alcohol testing procedures and guidelines of the DOT. It is the policy of the City of Denton to have zero-tolerance. 16. BARRICADES, LIGHTS, SIGNS, and TRAFFIC CONTROL The Contractor shall furnish and erect such barricades, fences, flashers, signals, and signs, and other precautionary measures for the protection of persons and property as necessary to comply with all federal, state, and local regulations. The Contractor is responsible for compliance with these regulations without intervention from DME. Prior to commencement of work, Contractor’s Supervisor and Crew Foreman/Contractor Coordinator shall determine whether the barricade needs are excessive. If both agree they are then a price will be negotiated for this. No work will be allowed to begin prior to proper placement of all barricades, signs, and/or traffic controls. The DME Crew Foreman/Contractor Coordinator may order that work be stopped immediately if the barricading or traffic control is not properly set up. Failure of the Contractor to insure proper barricading, signage, and/or traffic control on a recurring basis may be considered a breach of contract. This contractor shall provide a phone number, beeper number, or mobile phone number (or numbers) where a knowledgeable individual can be contacted, on a 24 hour basis, to repair barricades and/or signs that might be discovered to be inadequate, damaged, vandalized, and/or missing. 17. TRAFFIC The Contractor shall conduct his work with as little interference to public travel, be it vehicular or pedestrian, as possible. Whenever it is necessary to cross, obstruct, or close roads, driveways, and/or walks, the Contractor shall, at his own expense, provide and maintain suitable and safe detours or other temporary expedients for the accommodation of public and private travel, be it vehicular or pedestrian. The Contractor shall also give reasonable notice to owners of private drives before interfering with access. The Contractor shall provide all notices required by city regulations. 18. ENERGIZED FACILITIES Existing transmission lines, substations, distribution lines, utility lines, communication lines, and other power and signal service lines may be encountered on work sites. These service systems will generally remain energized and functional during construction. The contractor must have a licensed utility/class A journeyman (as described in next section) present at all energized facilities. The Contractor shall be completely responsible for the safety and protection of his personnel and the RFP # 6518 – Exhibit 3 Page 6 of 22 public on work sites in which energized facilities are encountered. Safety and protection methods shall include, but not be limited to: providing barriers, guard structures, insulating guards and sleeves, warning signs, and prevention of unauthorized access. All work on or near energized conductors or equipment shall be coordinated through DME’s Crew Foreman/Contractor Coordinator or his representative. 19. LICENSED JOURNEYMAN The contractor must have at least one licensed utility/class A journeyman on staff at all energized facilities. Proposals shall include the number of licensed journeyman and the number of employees on staff to determine the ratio for the best value proposal evaluation. Proposals shall include copies of the certification for each licensed journeyman on staff. It is the responsibility of the contractor to notify the DME Crew Foreman/Contractor Coordinator and Construction Superintendent of changes to certified employees within 5 business days in writing. 20. FEEDER TRIPS OR LOCKOUT If feeder trips or lockout occurs on the Distribution or Substation electrical system during the construction of projects, the Contractor shall comply with and be subject to the responsible party.  Contractor shall immediately notify the Crew Foreman/Contractor Coordinator & Dispatch Superintendent 940-391-3109 or 940-349-7676 to inform of the feeder trip or lockout, and provide a detailed written explanation indicating the cause of the lockout, and the responsible party within 2 business days. In all occurrences of feeder trips or lockouts, the Crew Foreman/Contractor Coordinator, or his designated representative will visit the work site, review work activities and interview the Contractor and the workers involved in the incident. A memo shall be prepared by the Contractor and addressed to the DME Crew Foreman/Contractor Coordinator and Dispatch Superintendent describing the work process leading up to the feeder interruption, the Contractor activities during the feeder lockout, and the activities of the crew to get the feeder back on-line. The DME Crew Foreman/Contractor Coordinator and Dispatch Superintendent memo shall state what caused the interruption and if the Contractor is at fault or has liability in the incident.  In the event a feeder trip or lockout was caused by or attributable to the acts or omission of the Contractor, a letter from the Contractor’s management personnel (not field supervisor) shall be submitted to the City of Denton within two (2) business days explaining the circumstances of the feeder interruption, and the action and precautions to be taken in the future.  In each instance of a feeder lockout or trip, the Contractor shall cooperate with the City during the City’s investigation of the lockout, which shall include making Contractor’s employees involved in the interruption available for interviews.  Once the DME Crew Foreman/Contractor Coordinator and Dispatch Superintendent has determined that the feeder lockout was caused by or attributable to the acts or omission of the Contractor, the City may (in each case) elect to terminate the Contract and pursue its legal remedies or require the Contractor to pay liquidated damages in the amount equal to the RFP # 6518 – Exhibit 3 Page 7 of 22 summation of the following formula: [ Load of Feeder at the time of Lockout in KW] X [Active Residential Rate /kWH] X [Time Duration of Outage in hours] + DME Labor + Replacement Materials Cost + Equipment Rate for each occurrence. The City may, at its election deduct any liquidated damages from the amount of any approved invoices submitted by the Contractor. In addition, Owner shall immediately suspend work in progress so that all parties to the Contract can meet to discuss the details of the project, such as what went wrong and what must be done to correct safety procedures in order for the Contract to be resumed. 21. INDEPENDENT CONTRACTOR While engaged in carrying out and complying with the terms and conditions of this Contract, the Contractor is, and shall be, an Independent Contractor and shall not, with its acts or omissions, be deemed an officer, employee, or agent of the City. The Contractor shall not at any time or in any matter represent that it or any of it agents or employees, are in any manner agents or employees of the City. Contractor is, and shall remain, an Independent Contractor, with full, complete and exclusive power and authority to direct, supervise, and control their own employees and to determine, the methods of the performance of the work covered thereto. The fact that DME or DME’s representative have the express right to observe Contractor’s work during their performance and to carry out other prerogatives which are expressly reserved to and vested to DME or DME’s representative hereunder, is not intended to and shall not at any time change or affect the status of the Contractor as an Independent Contractor. 22. COMPANY LOGO All equipment used on projects shall be clearly marked with the Contractor’s name and LOGO. Any approved subcontractor’s equipment shall also be similarly marked. 23. FIELD CONDITIONS DME makes no guarantees as to actual field conditions that may be encountered for any project. The Contractor, in accordance with state law, is responsible for locating all underground facilities prior to excavation. DME will provide as much information as is available for each project but makes no guarantee of accuracy or completeness. In the event the Contractor fails to exercise appropriate caution or to complete underground locating, all costs for repair shall be the Contractor’s responsibility. Any restoration shall be with the same type of material and construction as the original, or better. The Contractor shall be responsible for damage to any underground utilities and associated property damage as a result of operator error or failure to exercise appropriate caution. Contractors are required to make the necessary repairs in a timely manner as deemed by DME. If repairs are not made as required, DME will make the repairs and bill the contractor for services. 24. CLEANUP and RESTORATION The Contractor shall be responsible for cleanup and restoration of all areas disturbed in any way during the course of construction. The level of surface restoration must be equal to original undisturbed condition or at a level approved by the City. Where work will be intensive and the City of Denton has agreed to finish out the landscape work, the Contractor shall bring the surface to original shape and finished grade, ready for landscaping. The City of Denton will provide reasonable concrete and asphalt repair. Contractor is responsible for control and disposal of all spoils onsite at each job location and shall dispose of all debris and trash in an appropriate manner. The City requires that mats or plywood be RFP # 6518 – Exhibit 3 Page 8 of 22 used in yards and grassy areas to reduce amount of damage. Where additional or unnecessary damage occurs to private or personal property and/or yards, the Contractor will make these repairs at their expense. The contractor, at the end of construction, shall fill and grade all holes, ruts, settlements and depressions to match the elevation of adjacent surfaces, and repair any damage created by the Contractor’s construction. All areas disturbed by construction shall be restored to their original condition to the maximum extent practicable. Cleanup and restoration must be approved by the Crew Foreman/Contractor Coordinator before work is considered complete and invoices will be processed. 25. PROTECTION OF IMPROVEMENTS The Contractor shall be entirely responsible for the protection of all improvements that are not designated by the City to be removed for proper construction of the projects; this shall include sidewalks, building walls, existing inlets and manholes, underground utilities, shrubs, trees, signs, sod and fences. 26. SITE CLEANLINESS During construction, the Contractor shall, at all times, keep work sites and adjacent premises as free from material, debris, and/or rubbish as possible. All material used to backfill behind curbs and trenches shall be tamped or compacted in such a manner as to keep it in a stabilized condition if rain or high winds occur. Contractor shall remove all waste material and trash from the site daily and comply with any other instructions concerning site cleanliness from the DME Crew Foreman/Contractor Coordinator. The Contractor shall remove all surplus materials and temporary structures from the site when they are no longer needed. 27. BACKFILL Normal procedure for backfilling is to reuse excavated material from the trenching. When excavated material from trenching contains rock, sand backfill will be used to one foot above the conduit. Normal procedure for backfilling duct banks is to backfill with 1 ½ sac concrete at least one foot above the conduits and complete the backfill with excavated material from the trenching. Use of higher grade sac concrete will not be allowed unless specifically agreed to by the DME Crew Foreman/Contractor Coordinator in advance. When streets are excavated, backfill will be 1 1/2 sack concrete. Concrete for backfill will be the responsibility of the Contractor, billable at a unit price. Crew Foreman/Contractor Coordinator may require concrete backfill in other trenches as necessary to maintain protection of conduits or compaction of trenches. Depth of concrete backfill will be designated by the Crew Foreman/Contractor Coordinator or on the plans. Prices in the proposal are for the concrete material, handling and placement of concrete. The Contractor will be responsible for removal and proper disposal of any excess excavated material. Scrap materials and/or trash will not be backfilled in any excavations under this contract. 28. RECEIVING, HANDLING, and STORAGE of MATERIALS The City of Denton will provide the contractor all required electric line construction materials RFP # 6518 – Exhibit 3 Page 9 of 22 required in performing the assigned project. The DME Crew Foreman/Contractor Coordinator will be responsible for checking materials out to the contractor. The Contractor shall normally receive materials at the City of Denton Warehouse at 901-B Texas Street or at the Spencer Yard at 1701C Spencer Road. The Contractor shall be responsible for all materials once loaded on his truck(s) and shall be stored at a secure site and protected from damage and/or theft prior to installation. Any materials damaged, stolen, lost or otherwise rendered unusable shall be replaced by the Contractor with materials of the same brand and quality at no expense to the City of Denton. Should any additional materials be needed, the Crew Foreman/Contractor Coordinator, or his designated representative will make that determination prior to additional materials being authorized for issue from the City. The City may, at its option, make replacement materials available to the Contractor at the warehouse inventory price including overheads charged to DME for damaged or stolen materials. All packaging materials will be the responsibility of the Contractor to dispose of properly. The assurance that material accounting is properly done is the sole responsibility of the Contractor. Material not used on the project shall be returned to the warehouse. If material is not in a condition such that the City of Denton Warehouse will accept its return, the Contractor will be charged for the material. If left over material exceeds initial job estimates, the Contractor will be charged for excess material not returned to DME in good working and usable condition. Reasonable waste will be allowed. 29. SURPLUS MATERIALS The Contractor, at his cost and expense, shall dispose of surplus materials not in good working or usable condition. All excavated earth in excess of that required for backfilling shall be removed from the job site, at Contractor’s expense, and disposed of in a satisfactory manner except in locations where, in the judgment of the Coordinator and Jobsite Superintendent, it can be neatly spread over along the sites to form the finished contours. 30. DISPOSAL OF MATERIAL Excavated or surplus material may be disposed of at the City Landfill based on the following fees and stipulations: Minimum Fee $15.00 Gate Rate $41.00 per ton Special Waste Varies Asphalt/Concrete $10.00 per ton Yard Waste Brush, grass & leaves under 12’ $16.25 per ton Brush over 12’ $27.00 per ton Whole tree and stumps $48.75 per ton Restrictions & Hazardous Waste Examples of prohibited items include lead acid batteries, used motor oil, used oil filters, whole tires, refrigerators or freezers containing chlorinated fluorocarbon (CFC), liquid waste, polychlorinated biphenyls (PCB) waste, and regulated waste which endangers human health and welfare or the environment. The Contractor is responsible for all cost (including tipping fees) associated with the legal disposal of RFP # 6518 – Exhibit 3 Page 10 of 22 surplus material. The above rates and fee are provided for the Contractor to consider for proposal purposes on this project and the project cost will not be adjusted should disposal rates change prior to or during this project. Current disposal rates are subject to change and may be viewed at: http://www.cityofdenton.com/pages/utswlandfillrestrictions.cfm 31. USE OF FIRE HYDRANTS No person shall open, turn off, interfere with, attach any pipe or hose to, or connect anything to any fire hydrant, stop valve or stop cock, or tap any water main belonging to the City, unless duly authorized to do so by the City of Denton Water Department. 32. PROTECTION OF TREES No trees shall be cut except upon the specific authority of the City. Trees adjacent to the work shall be protected from all damage during the construction. 33. FENCES, GATES Fences within the right-of way of projects shall be kept in good repair and closed at all times, expect when it is necessary to move machinery and equipment through the fence. Gates shall be closed immediately after being used. When a project is complete, the Contractor shall repair all fences and gates that have been moved or damaged as a result of construction. Fences shall be left in repair equal to the original condition. No separate compensation shall be made for this work. 34. DRAINAGE CHANNEL Where surface drainage channels are disturbed or blocked during construction, they shall be restored to their original condition of grade and cross section after the work of the construction is completed. 35. POLES, SIGNS, GUY WIRE, ETC All utility poles, private sign post, signs, guy wires and similar private obstructions which interfere with the construction of projects shall be removed and replaced, or moved to new permanent locations by the Contractor as approved by the City. The removal and replacement of all City street signpost and signs is the responsibility of the Contractor. The Contractor shall be responsible for all damage to street signpost and signs within the limits of his operation that remain in place or are by the Contractor operation, the Contractor shall replace them. No separate compensation shall be made for this work. 36. INSPECTION DME reserves the right to inspect conduit installations before concrete encasement or trench covering. Cable installations and terminations will also be inspected. The inspections are intended to insure that installations meet DME Standards. The Contractor shall coordinate this inspection with the DME Crew Foreman/Contractor Coordinator. 37. FIELD RECORDS The Contractor shall maintain an orderly and adequate file of up-to-date copies of all project plans and other project documents. In addition, the Contractor shall maintain a continuous record of all field changes by means of a set of drawings marked to indicate current as-built conditions. This as-built set of drawings shall be made accessible to the Crew Foreman/Contractor Coordinator. When a project is completed, the as-built drawings, accurately and neatly marked with field changes, shall be provided to RFP # 6518 – Exhibit 3 Page 11 of 22 the Crew Foreman/Contractor Coordinator within 5 business days. The as-built drawings shall include all revisions to the project, tension of primary cable pulls, direction the cable was pulled, the numbers assigned to equipment and poles, and the date the project was completed. 38. QUALITY CONTROL The Contractor shall be responsible for the quality control of each installation to assure that all requirements of these specifications are met. The City of Denton reserves the right to observe, to inspect and to require additional quality control investigations, either by its personnel or an independently employed quality control investigator, at any or all stages of installation. Failure to adequately maintain quality of installation until completion shall be grounds for cancellation of the order or any part thereof. Field repairs required or having to redo work due to quality control failures or deviation from permitted grade or alignment locations shall be the full responsibility of the Contractor. Any corrective action that is required to complete the project, or bring it up to an acceptable condition, shall be determined by the City of Denton. 39. BILLING AND PAYMENT All billing shall include the following information: name of project; location of project; account number; warehouse tickets; Spencer tickets; and labor charges being billed. DME may allow billing for the completion of each FERC category (Conduit, cable, transformers etc…) on Larger Projects or if a developer delays a project. For projects with multiple billings the contractor is responsible for keeping a master as-built drawing of the overall project and a master copy of warehouse tickets. DME will provide as many project drawings as is necessary to keep billing current. The contractor’s billing shall be received within 45 days from the date the as-built is turned in. A late fee of 20% per month of billing total will be accessed if billing is not received within 45 days after acceptance of the as built drawings by DME. The fee will be assessed due to DME’s desire to close out completed projects for financial booking of assets. 40. WITHHOLDING OF FUTURE PAYMENTS Denton Municipal Electric reserves the right to withhold from any amounts owed to the Contractor, present or future, amounts for rejected work, incorrect billings, late billing penalties, material charges, or any other expenses due to DME. The Crew Foreman/Contractor Coordinator will only make final payments for projects after formal reviews and material reconciliation. See sample performance bond in Attachment A for more details. 41. INSTALLATION UNIT DESCRIPTIONS and REQUIREMENTS Proposals must be provided using the Exhibit 1. The following are descriptions and requirements for installation of units listed in Exhibit 1. Installation unit numbers match the DME Item numbers on the exhibit. A. Excavation and Backfill Note: Any Excavation of trench deeper than 8’ for the majority of the trench will be RFP # 6518 – Exhibit 3 Page 12 of 22 negotiated prior to project start date. Pricing for all construction units that require backfilling of trenches with excavated material or sand shall include placement of warning tape one foot above the top of the conduit. Warning tape will not be required where concrete backfill is used. Fiberglass warning markers shall be installed on all TxDOT projects and as required by DME. DME will supply the markers and contractor shall include installation in his quoted back fill prices. Items D1 through D3 Excavating a 6-inch wide trench with a trencher. The unit cost shall include backfilling with material excavated from the trench. Prior approval from the Denton Municipal Electric (DME) Crew Foreman/Contractor Coordinator is required before concrete backfill is used. Instruction to use concrete backfill on a construction drawing may be considered as approval. Items D4 through D18 Excavating a trench for multiple conduits with a backhoe or trackhoe. The unit cost shall include backfilling with sand around the multiple conduits to a point at least twelve inches above the top of the highest conduit and completing the backfill with material excavated from the trench. Duct banks with multiple layers will require backfilling with 1 ½ sac concrete for stability, flowing around and between conduits. Prior approval from the DME Crew Foreman/Contractor Coordinator is required before concrete backfill or mechanical tamping is used unless called for on the construction plans. Item D19 Special trencher designed for trenching in rock. The unit cost shall include the cost of backfilling with sand to a point at least twelve inches above the top of the conduit with the use of material excavated from the trench to complete the backfill. Prior approval from the DME Crew Foreman/Contractor Coordinator is required before rock trenching equipment is used. Items D20 through D22 Adder for excavating a trench with a backhoe where solid rock is encountered and the rock has to be cut and jack hammered out. The price shall include cleanup and disposal of any unusable material that is excavated. Prior approval from the DME Crew Foreman/Contractor Coordinator is required. Items D23 through D25 Adder for excavating a trench with a backhoe where large quantities of rock or large rocks are encountered that cannot be used for backfill. The price shall include clean up and proper disposal of any unusable excavated material. Prior approval from the DME Crew Foreman/Contractor Coordinator is required. Items D26 through D27 Hand digging a trench. Prior approval from the DME Crew Foreman/Contractor Coordinator is required before this method of excavation is used. Incidental hand digging around an underground structure to RFP # 6518 – Exhibit 3 Page 13 of 22 expose it to avoid damage or to clean out a ditch does not qualify for the hand digging rate. Item D28 Backfilling ditch with 1 1/2 sack concrete, either partial or full. The price shall include the price of the concrete, properly flowing concrete to surround and support conduits, cleanup and proper disposal of any unused excavated material. Prior approval from the DME Crew Foreman/Contractor Coordinator is required before concrete backfill is used unless called for on the construction plans. Item D29 Use of mechanized equipment to compact backfill in an 18-inch to 36-inch wide trench from above the sand or concrete layer in six to eight inch lifts. Prior approval from the DME Crew Foreman/Contractor Coordinator is required before mechanical compaction is performed unless called for on the construction plans. Items D30 through D33 Includes price to saw cut either Asphalt or Concrete and remove spoils from the job site according to each type and thickness of material encountered as described in D31 through D34. B. Single Conduit Installed in 6” Wide Trench Items CT1 through CT15 Installation of a single conduit in a six-inch trench. The unit cost is to include gluing the conduit, “proofing” the conduit and installing pull tape supplied by DME and placing the conduit in the trench. Contractor shall not install blow string prior to installing pull tape. Conduit runs shall be labeled permanently and legibly. C. Multiple Conduits Installed in an 18” to 36” Trench Items CB1 through CB27 Installation of multiple runs of conduit in an 18” to 36” trench that was opened with a backhoe. The unit cost is to include gluing the conduit, “proofing” all conduits and installing pull tape supplied by DME and placing the conduit in the trench. Contractor shall not install blow string prior to installing pull tape. Conduits must be placed using a method that will insure a minimum of 2-inch spacing between all conduits. When installing conduit with more than one layer, the Contractor shall install spacers supplied by DME to hold conduits in place. D. Primary and Secondary Conductor Installation Items CI1 through CI14 Installation of primary and secondary conductors within conduit. The City will make every attempt to provide the appropriate lengths for the pull; however there is no guarantee that the specific size reels will be available and additional reels may need to be picked RFP # 6518 – Exhibit 3 Page 14 of 22 up to complete the job. Once all cable pulls have been made for the specified cable, on a project, any left over cable will be returned to the City of Denton DC immediately and checked back into the project. Installation of primary and secondary conductors within conduits shall include permanent and legible marking and tagging of conductors. The Contractor shall record the tension required to install all primary conductors on the as-built drawings. If conductors are installed in a manhole, the cost is to include laying cable in cable racks. Items CI15 through CI16 Installation of Fault Indicators and wiring harnesses on single and three phase cable installations. Item CI17 Tagging of multiple conductors in multiple duct installation. Individual conduits and cables shall be included in base proposal. E. Terminations Items T1 through T6 Installation of 200 amp and 600 amp terminations on primary conductors. Items T7 through T18 Installation of termination racks on an existing pole. Installation of termination racks shall include: assembly of the fiberglass brackets to hold terminations, termination of the conductors as directed, installation of lightning arresters, and installation of molding and/or rigid risers up the pole to cover the cable. Contractor will complete the installation of all energized high voltage connections per DME specifications. Items T19 through T20 Install a 600Amp to 200Amp plug adapter. Install insulated deadend plugs on unused and unterminated bushings in padmounted equipment. Items T21 through T26 Installation of 200amp and 600amp splices on primary conductors. Items T27 through T29 Installation 600amp indoor terminations on primary conductors. F. Arresters Items A1 through A3 Installation of lightning arresters and associated hardware in pad mounted equipment. G. 4 Way Manholes, 3 Way Manholes, and 2 Way Concrete or Polymer Crete Vaults Any manhole or vault items may be Polymer Concrete, Concrete or Fiberglass according to what DME is currently purchasing. Contractor shall hold installation pricing the same regardless of the type of material encountered or used. RFP # 6518 – Exhibit 3 Page 15 of 22 Items V1 through V4 Installation of a manhole. Installation of a manhole shall include: manhole assembly and sealing in accordance with manufacturer’s recommendations, an excavation that consists of a twelve inch pea gravel base, setting of manhole with proper equipment, installation of ladder and cable racking, leveling of the floor of manhole to within 1 inch from highest to lowest points, and up to five feet of cover for 2 way, 3 way, and 4 way manholes. Pea gravel will be the responsibility of the Contractor. Knockouts not used shall remain installed. *See Manufacturers’ Data Sheets MD2 through MD7 for manhole details. Items V5 through V10 Installation/removal of a polymer concrete and concrete vault and box. Installation of a polymer concrete vault and box shall include: setting of vault with proper equipment, an excavation that consists of a one foot of 1 sac concrete base, and leveling of vault to within ¼ inch in any direction. *See Manufacturers’ Data Sheets MD8 through MD10 for polymer vault and box details. Items V11 and V12 Installation of fiberglass sleeves for a primary sectionalizing cabinet or pedestal. Installation of fiberglass sleeves for a primary sectionalizing pedestal shall include: an excavation that consists of a one foot of 1sac concrete base, and leveling of fiberglass sleeves to within 1/8 inch from end to end and side to side. *See Manufacturers’ Data Sheets MD11 through MD13 for fiberglass sleeves and primary sectionalizing pedestal details. Note: Use the manufacturers’ data sheets (Appendix A) as a general reference. The manufacturers’ products may have slightly changed. Item V13 Excavation to access a side of an existing manhole. Item V14 Excavation to access a side of an existing vault. Items V15 through V18 Installation of conduit into an existing manhole; Includes coring wall of manhole per conduit size, inserting conduit into manhole, and sealing void around conduit to prevent water seepage. Items V19 through V22 Installation of conduit into a polymer concrete vault; Includes coring wall of vault per conduit size, inserting conduit into manhole, and sealing void around conduit to prevent water seepage. RFP # 6518 – Exhibit 3 Page 16 of 22 Items V23 through V25 Installation of concrete pull boxes with 2 sac concrete underneath to stabilize and cover exiting conduits. Note: Use the manufacturers’ data sheets (Appendix) as a general reference. The manufacturers’ products may have slightly changed. H. Prefabricated Foundations for Transformers and Switches Any foundation items may be Polymer Concrete, Concrete or Fiberglass according to what DME is currently purchasing. Contractor shall hold installation pricing the same regardless of the type of pad material encountered or used. Contractor shall describe their levelling and pad stabilization method upon request. Any materials used for support such as piers shall be at contractor’s expense. Item P1 Installation of a polymer concrete foundation for a mini-pad transformer. Installation of a polymer concrete foundation for a mini-pad transformer shall include: the use of a jumping jack in the compacting and leveling of the transformer foundation, leveling of the foundation to within 1/8 inch in any direction, and that the surface of the foundation be within six (6) inches above the surrounding ground. The Contractor shall note on the as-built drawing(s) the date when transformer was set. The Contractor shall be responsible for 1 year after date of project completion, to re-level the transformer if settlement occurs or if placement of the transformer was found to be made at an improper grade. Item P2 Installation of a prefabricated concrete foundation for a switchgear cabinet. Installation of a prefabricated concrete foundation for a switchgear cabinet shall include: the bottom of the excavation being filled with one sack concrete, placement of foundation to be 12 inches above grade (unless the drawing or DME Crew Foreman/Contractor Coordinator states a different elevation), and leveling of the foundation to within 1/8 inch in any direction after the switchgear cabinet has been placed. Contractor shall re-level any switchgear cabinets that exhibit settlement within one year after project completion date. The switchgear cabinet foundation is not to be installed until conduits are stubbed to the proper locations for the switch gear. Item P3 Installation of a polymer concrete or prefabricated concrete foundation for a 3 phase transformer. Installation of a polymer concrete foundation for a 3 phase transformer shall include: the use of a jumping jack in the compacting and leveling of the transformer foundation, leveling of the foundation to within 1/8 inch in any direction, and that the surface of the foundation be within six (6) inches above the surrounding ground. The Contractor shall note on the as-built drawing(s) the date when transformer was set. The Contractor shall be responsible for 1 year after date of project completion, to re-level the transformer if settlement occurs or if placement of the transformer was found to be made at an improper grade. RFP # 6518 – Exhibit 3 Page 17 of 22 I. Equipment Item E1 Installation of secondary connection pedestals. Installation of a secondary connection pedestal shall include: the placement of pedestal within ¼ inch of level in any direction, installation of grounds to all appropriate hardware, termination of secondary wiring, and ground line markings to be within three (3) inches above the ground line. The Contractor shall record on the as-built drawings the date of project completion. The Contractor will be responsible for correcting settlement of the secondary connection pedestal or changes of grade by contractor for 180 days after project completion date. Item E2 Installation of single-phase transformers on pads. Installation of a single-phase transformer shall include: one eight-foot ground rod to be installed in the secondary compartment of the transformer, installation of grounds to all appropriate hardware, termination of secondary wiring, alignment of transformer parallel with sides of pad, installation of lock, and installation of transformer “hold downs” provided by DME. Item E3 Installation of three-phase transformers on pads. Installation of three-phase transformers on pads shall include: one eight-foot ground rod to be installed in the secondary compartment of the transformer, installation of grounds to all appropriate hardware, termination of secondary wiring, alignment of transformer parallel with sides of pad, and installation of lock. E3A is for transformers up to 500KVA E3B is for transformers above 500KVA to 1500KVA E3C is for transformers above 1500KVA Item E4 Installation of switchgear cabinets on pads. Installation of switchgear cabinets on pads shall include: one eight-foot ground rod to be installed in each compartment, installation of grounds to all appropriate hardware, alignment of switchgear cabinet parallel with sides of pad, and installation of locks. Item E5 Installation of single-phase primary connection pedestals on fiberglass sleeves. Installation of single-phase primary connection pedestals on fiberglass sleeves shall include: one eight-foot ground rod, installation of grounds to all appropriate hardware, installation of primary feed through, bolting of the pedestal onto the fiberglass sleeve, and installation of locks. Item E6 Installation of three-phase primary connection pedestals on fiberglass sleeves. RFP # 6518 – Exhibit 3 Page 18 of 22 Installation of three-phase primary connection pedestals on fiberglass sleeves shall include: one eight-foot ground rod, installation of grounds to all appropriate hardware, installation of three primary feed throughs, bolting of the pedestal onto fiberglass sleeve, and installation of locks. Item E7 Installation of a primary fuse cabinet. Cabinet shall be bolted down and leveled on top of the fiberglass sleeve as described in E8. Installation shall include: one eight-foot ground rod and installation of grounds to all appropriate hardware. Item E8 Installation and leveling of a fiberglass sleeve for the primary fuse cabinet in E7 to sit upon. Conduits placement shall be per DME specification and standard. Construction drawing and standard will be available to the successful proposer. J. Street Lights Item SL1 Installation of a 20-foot concrete streetlight standard with a post-top fixture. Ornamental post-top streetlight Type III light fixtures shall be properly aimed to illuminate the street and not private property. Installation of a 20-foot concrete streetlight standard with a post top fixture includes the streetlight pole being installed with two inches of vertical and at a 4 foot burial depth. The excavation will be filled with high-density polyurethane foam. The attachment of streetlight fixtures to the top of the pole shall be aligned per manufacturer’s recommendations. Installation shall include installing the cable in the pole, lamp, starter, ballast, fuse, making connections and testing of the light. The contractor shall auger drill or hand dig all pole holes. Pole hole backfilling shall be accomplished by using at least 1-gallon of expanding high-density polyurethane foam after the pole has been checked for vertical straightness. The Contractor will be required to correct any deviation from the above requirements discovered within 180 days after project completion date. *See Manufacturers’ Data Sheet MD17 for street light pole details. Item SL2 Installation of a 35-foot concrete streetlight standard with arm and cobra fixture. Installation of a 35-foot concrete streetlight standard with arm and cobra fixture shall include: the streetlight pole being vertical and within two inches of the 5.5 foot burial depth, an excavation which will be filled with high-density polyurethane foam, installing the cable in the pole, the attachment of streetlight fixtures to the arm, installation of the bulb, and testing of the light. The contractor shall auger drill all pole holes. Pole hole backfilling shall be accomplished by using at least 1-gallon of expanding high-density polyurethane foam after the pole has been checked for vertical straightness. The Contractor will be required to correct any deviation from the above requirements discovered within 180 days after project completion date. * See Manufacturers’ Data Sheets MD17 through MD21 RFP # 6518 – Exhibit 3 Page 19 of 22 Item SL3 Installation of a 45-foot fiberglass streetlight standard with arm and cobra fixture. Installation of a 45-foot fiberglass streetlight standard with arm and cobra fixture shall include: pole burial depth of 7 feet, installed streetlight poles shall be vertical and within two inches of the 7 foot burial, excavation for the pole shall be filled with high-density polyurethane foam, streetlight fixtures are to be installed on the arm, install the cable in the pole, install the bulb, and test the light. The contractor shall auger drill all pole holes. Pole hole backfilling shall be accomplished by using 3 gallons of expanding high-density polyurethane foam after the pole has been checked for vertical straightness. The Contractor will be required to correct any deviation from the above requirements discovered within 180 days after project completion date. Item SL4 Installation of up to 50’ metal streetlight pole with breakaway base and poured foundation. Auger drill hole, use sonotube to set and pour cage (if required), set cage, install stub outs for the conduit prior to pouring concrete and set pole. Secure base and straighten the streetlight pole, install streetlight fixtures on the arm, install the cable in the pole, install the bulb, and test the light. The Contractor will be required to correct any deviation from the above requirements discovered within 180 days after project completion date. K. Service Installation Item S1 Service Installation. Includes conduit and conductor installation from transformer, pedestal, or pole to meter location at 30” minimum depth. Hand digging for access or around other utilities is included in this price. Item S2 Secondary riser, Includes running conduit and conductor up an existing DME pole using a minimum of three standoff brackets and a weather-head. Item S3 Trip charge Includes cost to return to customer’s property to complete service installation due to customer’s interference (trash, brick, materials, equipment, etc… in way of secondary installation). All trip charges must be approved by DME Inspector/Service Coordinator. Item S4 Bore under driveway or sidewalk for service installation. L. Hourly/Per Day/Per Week/Delivery Costs Item M1 Three man crew to perform small projects RFP # 6518 – Exhibit 3 Page 20 of 22 Item M2 Two man crew and backhoe/small excavator to perform small projects Item M3 Three man crew and backhoe/excavator to perform medium projects Item M4 Four man crew and backhoe/excavator to perform large projects Item M5 Dump truck with driver Item M6 Large Track Hoe per day Item M7 Large Track Hoe per week Item M8 Delivery & Pickup of Large Track Hoe Item M9 Aluminum Trench Box per day Item M10 Aluminum Trench box per week Item M11 Delivery & Pickup of Aluminum Trench Box Item M12 Steel Trench Box 8’H X 16’L per day Item M13 Steel Trench Box 8’H X 16’L per week Item M14 Delivery & Pickup of Steel 8’H X 16’L Trench Box RFP # 6518 – Exhibit 3 Page 21 of 22 ATTACHMENT A Individual Project Initiation Process Underground Electric Service Installation This section establishes the process whereby individual projects will be initiated. It is a general outline of the steps to be taken in setting project schedules and establishing project prices. The steps are generally in order of occurrence; however, nothing herein precludes the parties from agreeing to an amended approach for any given project. 1. The starting point for the process shall be when the project request is delivered to the contractor by DME with indication of a preferred start date. The preferred start date shall not be less than 14 calendar days from the date the plans are delivered to the contractor. Longer planning periods are permissible. DME and the contractor will coordinate, to the extent feasible, in the development phases of projects to better facilitate planning for both parties. Benefits could be realized in long range budget forecasting, better project timing, planning, and in coordinating and optimizing contractor resources and availability. 2. The contractor shall acknowledge receipt of the project request, indicate acceptance of the planned start date or propose an alternate start date, and shall propose a time to discuss the project. This project meeting shall be scheduled not less than 7 calendar days before the preferred start date. 3. At the project meeting, the following actions are expected: 1. The contractor shall provide:  A formal estimate of the cost based on the contract unit rates in force at the time of the notice based on the units shown on the project plans  A proposed time-frame to be allowed for project completion  A list of classification and quantity of expected personnel that will be assigned to the project  A list of the type and quantity of expected equipment that will be assigned to the project  Raise any issues of concern 2. DME shall provide:  Revised project plans, if any  A description of the project and constraints and answer questions  Raise any issues of concern 3. Jointly, both parties shall (some items may require additional time after the project meeting for resolution. Resolution must be achieved before the purchase order can be issued):  Review the project plan  Attempt to arrive at a final cost estimate  Establish a formal project start date  Attempt to resolve concerns on all issues or agree on a process and time for resolving issues RFP # 6518 – Exhibit 3 Page 22 of 22 4. After a formal start date and pricing are established, DME will enter the requisition for the purchase order based on the agreed contracted pricing. Appendix A MANUFACTURER DATA SHEETS MD Page Description MD2‐44 Way Manhole  MD5‐73 Way Manhole  MD8‐10 Polymer Concrete Vault MD11‐13 Single Phase Sectionalizing Pedestal MD13 Three Phase Sectionalizing Pedestal MD14‐15 Secondary Connection Pedestal MD16 20' Concrete Light Standard MD17‐21 35' Concrete Light Standard & Brackets MD22‐26 Concrete Pull  Box RFP 6518 UG Electric Service Installation MD-1 RFP 6518 UG Electric Service Installation MD-2 RFP 6518 UG Electric Service Installation MD-3 RFP 6518 UG Electric Service Installation MD-4 RFP 6518 UG Electric Service Installation MD-5 RFP 6518 UG Electric Service Installation MD-6 RFP 6518 UG Electric Service Installation MD-7 RFP 6518 UG Electric Service Installation MD-8 RFP 6518 UG Electric Service Installation MD-9 RFP 6518 UG Electric Service Installation MD-10 RFP 6518 UG Electric Service Installation MD-11 RFP 6518 UG Electric Service Installation MD-12 RFP 6518 UG Electric Service Installation MD-13 RFP 6518 UG Electric Service Installation MD-14 RFP 6518 UG Electric Service Installation MD-15 RFP 6518 UG Electric Service Installation MD-16 RFP 6518 UG Electric Service Installation MD-17 RFP 6518 UG Electric Service Installation MD-18 RFP 6518 UG Electric Service Installation MD-19 RFP 6518 UG Electric Service Installation MD-20 RFP 6518 UG Electric Service Installation MD-21 F:\Engineering\1_Production TYPICAL\Electrical\3x5x5 EXT.-DENTON MUNICIPAL ELECTRIC.dwg, 8/22/2017 7:27:42 AM, pdfFactory RFP 6518 UG Electric Service Installation MD-22 F:\Engineering\1_Production TYPICAL\Electrical\3x5x5 EXT.-DENTON MUNICIPAL ELECTRIC.dwg, 8/22/2017 7:28:17 AM, pdfFactory RFP 6518 UG Electric Service Installation MD-23 F:\Engineering\1_Production TYPICAL\Electrical\4x6x5 EXT.-DENTON MUNICIPAL ELECTRIC.dwg, 8/22/2017 7:28:44 AM, pdfFactory RFP 6518 UG Electric Service Installation MD-24 F:\Engineering\1_Production TYPICAL\Electrical\4x6x5 EXT.-DENTON MUNICIPAL ELECTRIC.dwg, 8/22/2017 7:29:24 AM, pdfFactory RFP 6518 UG Electric Service Installation MD-25 F:\Engineering\1_Production TYPICAL\Electrical\4x6x5 EXT.-DENTON MUNICIPAL ELECTRIC.dwg, 8/22/2017 7:29:49 AM, pdfFactory RFP 6518 UG Electric Service Installation MD-26