2027 ROW Trimming Bid Request

____ PURPOSE ____
The purpose of this contract is to provide vegetation management and right-of-way (ROW) maintenance services at four (4) electric substations owned or operated by the Company. The Contractor shall furnish all labor, supervision, equipment, tools, transportation, materials, and other resources necessary to complete the work described herein.
The primary objective is to maintain safe, reliable, and accessible substation rights-of-way by controlling trees, brush, vines, and other vegetation that may interfere with electric facilities, access roads, fences, drainage structures, or Company operations.
____ LOCATIONS ____
Vegetation maintenance shall be performed at the following four (4) electric substations (all .kmz maps are attached):
Distribution Circuits * Davistown-Mercer Substation CKT 1: 69.24 mi. CKT 2: 44.4 mi. CKT 3: 44.8 mi. CKT 4: 75.8 mi. * Fountain Fork Substation CKT 1: 29.9 mi. CKT 2: 14.5 mi. CKT 3: 26.9 mi. * Wilson-Robersonville Substation CKT 1: 3.7 mi. CKT 2: 20.45 mi. CKT 3: 1.7 mi.
Transmission * Kingsboro Substation Tran 1: 4.6
____ REQUIREMENTS ____
The following specifications have been developed in part by Edgecombe-Martin EMC for the purpose of soliciting bids and proposals for re-clearing existing right-of-way by the circuit.. Whereas, sections of the Cooperative rights-of-way will be bid annually, with the goal of cutting the entire system rights-of-way over a four-year period.
Required Specifications
1. All re-clearing involving maintenance of existing right-of-way shall be re-cleared ground to highest reach of aerial trimmer and to the width specified below. Right-of-way width is variable, unless directed otherwise by the cooperative. All rights-of-ways will be bush hogged or mulched.
Transmission Width * 100 ft. (50 feet on each side of pole line)
Distribution Primary Width * 30 ft. (15 feet on each side of pole line) Multi-Phase Lines * 30 ft. (15 feet on each side of pole line) Single Phase * Lines. 15’ under neutral or tree removal inside ROW
Secondary & Services * 48” circumference around conductor
Brush, vines, and undesirable vegetation shall be removed or pruned around creek beds, banks, ditches, fence lines, and around poles, stub poles, and guy wires. Contractor will cut or spray vines and other vegetation around poles and guy wires with Company agreed upon equipment to ensure poles and guys are not damaged. The contractor shall keep all creeks and drainage ditches clear of brush and refuse.
All debris created by the contractor in residential, industrial, and commercial areas upon property that is maintained adjacent to dwelling houses, commercial or retail outlets, or industrial facilities will be removed from those areas on the same day the debris was created. .
The contractor shall leave all work areas in orderly condition, with no scrap, cups, oil spills, or trash. Contractor is responsible for any oil or hydraulic fluid spills.
2. The contractor shall not trim trees or clear brush without the cooperative facilitator first making the effort to notify the property owner of the work to be performed. If, after given such notice, the property owner raises objection to the trimming of the trees or clearing of brush, the contractor shall make every reasonable effort to obtain the consent of such owner to carry out the provisions of these specifications. If all efforts to obtain consent are unsuccessful, the contractor shall advise cooperative of the names, reasons of refusal, and efforts of contractor to obtain consent.
3. Any dead, dying, leaning, or diseased trees inside or outside the right-of-way which present risk to power lines and facilities shall be removed or pruned to the extent that the hazard is eliminated.
4. Stumps of hand cut trees and brush shall not exceed four (4) inches in height above the ground in unkept areas, two (2) inches in kept areas. “Unkept” areas are defined as right-of-way corridors in typically rural wooded lands. “Kept” areas are defined as properties maintained by the owner such, as yard, pastures, fields, etc.
5. Unless discretion of the property owner or Cooperative dictates otherwise, right-of-way shall be pruned “ground to highest reach of aerial trimmer”.
6. The contractor shall be responsible for the disposal of all debris resulting from any clearing or pruning activities. . All trees cut down shall be left lying parallel to the line. Trees shall be limbed up and brush shall be piled to the edge of the right-of-way. No tree shall be cut down and left whole unless directed by the owner. In such cases, there shall be a ten (10) foot minimum access left open within the right-of-way for patrolling and maintenance of the power line. Cooperative will require all rights-of-way to be bush hogged or mulched, including debris created by contractor from trimming)
7. The contractor is responsible for resolving complaints with property owners arising from damages to property as a result of contractor’s crews. Contractor shall report all contacts with members to the designated cooperative employee(s) immediately. This includes repair and restitution for damage of property done by contractor’s crew.
8. The contractor’s lead foreman shall meet with the right-of-way facilitator on an ongoing basis concerning clearing operations; review the overall status of the program, and to discuss any problems or potential problems. Also, the contractor’s lead foreman shall be responsible for verifying weekly timesheets and invoicing.
9. It is agreed that Cooperative, at its option, may utilize the contractor for emergency situations arising as a result of wind, ice, storm damage, or other acts of nature. Contractor agrees that Cooperative shall have priority for use of all crews of the contractor engaged in work for Cooperative at such time as an emergency situation shall arise, over all such other individuals, corporations, or firms which may request assistance from the contractor.
Contractor shall be compensated in accordance with the above referred to provisions concerning work done on a cost-plus basis.
In the event the Cooperative elects to use Contractor’s employees and equipment for storm restoration work, the contractor must be able to mobilize forces and be able to work within five (5) hours of notification (this includes weekends and holidays).
10. Cooperative agrees to pay overtime for work on Saturdays, Sundays, and specific holidays at such time as contractor’s crews have worked more than forty (40) hours a week.
11. Contractor shall abide by all provisions of OSHA including any amendments, standards, rules, regulations, and orders.
12. Working Near Lines. Right-of-way re-clearing shall include working near energized lines. All precautions shall be exercised to prevent outages or any electrical system operations, damage to equipment, and to ensure safety to crew and general public. Outages will not be acceptable (See itemnumber 26).
13. The contractor shall invoice monthly for each crew on cost plus work using a billing procedure acceptable to Cooperative. The invoice shall include hourly totals for labor and equipment.
14. Bid price includes tree removal (located within the rights-of-way and danger trees outside of the rights-of way), and trimming by means of hand cutting and side trimming. Bid price also includes disposal of brush and/or debris by chipping or such means as is required by the owner, including bush hogging or mulching of created debris.
15. Each circuit to be bid will be listed on an amendment of these specifications. Each circuit will be listed with approximate miles of overhead primary lines, secondary lines and transmission lines. The contractor shall quote a firm price for all circuits listed. All specified work for the listed circuits shall be performed under the cost per circuit. The contractor will not be paid until the entire circuit has been completed and the right-of-way facilitator has inspected and signed-off on completion.
While Cooperative has measured the circuits and has made efforts to accurately state circuit miles, the contractor shall be responsible for making a self-evaluation of the amount of actual work that will be necessary for each circuit. In addition to the cost per circuit quote, the contractor shall submit a projected number of weeks to clear each circuit.
16. Re-clearing operations will be scheduled by the right-of-way facilitator and the contractor will be directed to commence at a substation and proceed out a circuit until the entire circuit has been re-cleared.
17. The successful contractor shall work diligently and effectively to complete all work listed in this section in a timely manner. Contractor will supply and maintain, at a minimum, the following number of crews and equipment on the system from the beginning of the contract term and until all Substation circuits are completed, at which time the Company and Contractor will meet to review progress and determine the number of crews necessary to complete the remainder of work through year end (3 bucket and chips crews, 1 aerial trimming units, 1 bush hog or mulching units). All equipment shall be kept in working order on a daily basis and/or replaced with working equipment within five (5) days. Contractor will replace a reduction in workforce within five (5) days to ensure progress is not impacted.. Cooperative may, at its option, require the contractor to increase the work force if at any time the progress of the work is unsatisfactory or fails to meets the agreed upon amount of footage to be cut by Contractor on a daily, weekly, or monthly basis. .
18. Tree trimming shall be done in a manner, in which outages do not occur. Fines for outages are $500.00 per outage, if outages continue additional action can and will be taken by Cooperative.
19. The RUS Form 830 contract covers right-of-way re-clearing and does not include new right-of-way clearing work; however, there may be some new right-of-way work incidental to the re-clearing which shall be covered by the Proposed Schedule of Contractor’s Hourly Rates.
20. The contractor’s crews and equipment shall have a presentable appearance appropriate to the site where work is taking place. All trucks shall have contractor’s name and truck number clearly visible. The exception to this will be area supervisors or personnel who are not in Cooperative’s service area on a daily basis.
21. Any property damage claims will be handled immediately by contractor.
22. Right-of-way access shall be at the discretion of the property owner or Cooperative, where applicable. 23. The executed contract contains the entire agreement between the parties and there are no representations, undertakings, or warranties not contained therein. The agreement is executed in and shall be governed by the laws of the State of North Carolina.
24. All work under the executed contract which is to be performed on public right-of-way under control and permit of the North Carolina Department of Transportation shall be done in compliance with the terms and conditions of the department’s permit, including its utility installation standards and specifications. The Department shall have the right to inspect the work and to require any action necessary to correct all deviations from said terms and conditions.
Contractor agrees that the North Carolina Department of Transportation shall not be held liable for any extra expense or damages to the contractors as a result of the requirement for compliance with the Department’s standards and specifications or any corrective action which the Department may order in enforcement thereof.
Any work done on State or County Road right-of-way will require Contractor supplied signs to be placed in accordance with Department of Transportation (DOT) requirements. Flagmen are to be utilized when necessary. It is understood that in making proposal, the contractor is familiar with DOT requirements and guidelines.
25. Contractor is deemed an independent contractor under North Carolina law, and shall abide by state and federal laws relative to all actions undertaken under this contract.
26. The contractor shall exercise all standard safety practices associated with the electric utility industry to ensure protection for him, the public, and facilities.
27. Bids are for “per circuit” which includes ROW side trimming, yard tree trimming. This price includes open line miles (where no re-clearing is required) on these circuits. The contractor shall also consider the cooperative will need one hotspot crew for work other than “per circuit” on a cost-plus basis. Where more than one circuit is on the same pole, that part of line will be measured only once.
28. Yard tree trimming shall be at least 15’ from primary line or further based upon where the cuts were made on the last trim cycle. Natural lateral pruning methods shall be utilized.
All poles and guys shall be cleared of brush and vines to a 10’ radius. This includes secondary lift poles and guy stub poles. Contractor will cut or spray vines and other vegetation around poles and guy wires with Company agreed upon equipment to ensure poles and guys are not damaged.
All danger trees shall be cut completely down to ensure no danger to primary lines.
29. Every effort shall be made by cooperative to contact member before contractor is on property for trimming.
30. If consumer refuses to allow contractor to trim or cut on his/her property, the contractor shall notify the cooperative right of way contact(s) immediately. Contractor shall progress to the next work location. Cooperative shall have thirty days to resolve consumer’s refusal to allow for normal right-of-way maintenance. Contractor shall not charge any additional amount if permission is granted within the “thirty-day period.” If said, consumer’s refusal takes longer than thirty days to resolve, contractor will be paid for that particular job on a cost-plus basis.
31. Scheduled work hours shall be limited to 7:00 am to 6:00 pm, Monday through Friday around residential areas.
32. The term “section”, notwithstanding any definition to the contrary set forth in this contract, shall be interpreted to mean that work to be performed by contractor during any one (1) calendar year as set forth in the work schedule.
33. Time is of the essence in the performance by the contractor of the work to be performed pursuant to the executed contract. It is an integral part of the outlined specifications that contractor perform the work according to the schedule set forth herein and contractor shall not deviate from the schedule except for factors beyond the control of the contractor.
CONTRACTOR SHALL NOT WORK COOPERATIVE SCHEDULED HOLIDAYS