Utility Joint Use Audit

CITY OF ORANGEBURG DEPARTMENT OF PUBLIC UTILITIES (DPU) REQUEST FOR PROPOSALS (RFP) JOINT USE AUDIT AND POLE INSPECTION SERVICES

1. INTRODUCTION The City of Orangeburg Department of Public Utilities (DPU) is soliciting proposals from qualified, experienced, and professional firms to perform a comprehensive Joint Use Audit and Physical Inspection of the DPU electric distribution system. The audit will encompass approximately 38,000 utility poles located throughout the DPU service territory.

The intent of this RFP is to obtain accurate attachment ownership data, assess pole asset condition, verify compliance with applicable standards, and provide documentation and reporting necessary for corrective action and administrative enforcement.

DPU reserves the right, based on pricing submitted, to divide the project into two (2) consecutive contract years.

2. OBJECTIVES The primary objectives of this project are: • Identify and verify all third-party attachments on DPU poles • Verify ownership of communications and other attachments • Evaluate physical condition of DPU pole assets • Document safety and code compliance violations • Provide photo-documented reporting suitable for enforcement and billing • Establish an accurate pole attachment database

3. SCOPE OF WORK The selected contractor shall furnish all labor, supervision, equipment, transportation, traffic control (if required), safety equipment, software, and administrative support necessary to complete the work. Work shall include, but not be limited to, the following:

3.1 Joint Use Attachment Audit • The Contractor shall not move, disconnect, mark, tag, adjust, or otherwise alter any attachment, communication facility, or DPU equipment during the audit. Limited incidental contact necessary for measurement (such as the use of a height stick or measuring device) is permitted; however, no action shall disturb, reposition, tension, loosen, or modify any line or attachment in any way. • Field inspection of each assigned pole • Identification and documentation of every attachment on each pole • Positive identification of the attaching entity/ownership for each attachment • Ownership determination shall not rely solely on tagging or assumptions when inconclusive • Contractor shall physically verify ownership when necessary using close-range inspection methods • Contractor shall utilize ladders, climbing methods, or an aerial device (bucket truck) when required to properly identify attachments • Identification and documentation of communications, CATV, fiber, telecom, wireless, streetlight control cable, and municipal attachments (no tagging or marking permitted) • Documentation of unauthorized attachments • Documentation of overlashing conditions • Measurement of attachment heights and clearances

3.2 Pole Asset Inspection (Joint-Use Support) • Visual inspection of each pole to evaluate structural adequacy for existing joint-use attachments • Documentation of currently occupied communication space and existing attachment locations only (no evaluation of available or future attachment space) • Identification of conditions that affect attachers, including damaged or missing gains, compromised attachment hardware, and inadequate clearances within the communication space • Review of guying and anchoring associated with poles supporting communications facilities (loose, missing, undersized, or damaged guys/anchors) • Identification of pole conditions impacting joint use such as excessive lean, deterioration at ground line, splits, cracks, burn damage, or instability • Verification of ground and roadway clearances relevant to attached communications facilities • Documentation of obstructions that prevent lawful attachment (vegetation conflicts, accessibility issues, blocked climbing space) • Identification of poles requiring corrective action, reinforcement, replacement, or engineering review due to existing attachment conditions • All observations are visual/measurement based; no adjustment or alteration of facilities is permitted

3.3 Compliance Verification • Verification of compliance with the latest adopted National Electrical Safety Code (NESC) requirements • Verification of required vertical and horizontal clearances • Identification of communication space violations • Identification of safety violations affecting workers or the public • Photo documentation of each violation • Classification of violations by severity (critical, major, minor)

3.4 Reporting Requirements Contractor shall provide a complete digital reporting package including: • Pole-by-pole inspection records • Verified attachment ownership database • Photo documentation linked to each pole record • Violation reporting organized by severity (Critical, Major, Minor) with recommended corrective action and summary counts by category • Summary statistics and system-wide analytics • Unauthorized attachment list suitable for enforcement and billing • Replacement and maintenance recommendation list.

All data must be delivered in a GIS-compatible format approved by DPU (ESRI compatible preferred).

3.5 Ownership Certification The Contractor shall provide a written certification that attachment ownership has been verified to the best professional and technical ability of the firm. The certification shall affirm that reasonable field measures, including close-range inspection and use of ladders or aerial equipment when necessary, were utilized to determine ownership. Documentation must be sufficient to support billing, enforcement actions, and administrative proceedings.

4. PROJECT QUANTITY Approximately 38,000 poles. DPU reserves the right to: • Adjust final quantities • Reassign work areas • Divide work into two separate contract years based on pricing and budget considerations

5. CONTRACTOR QUALIFICATIONS Bidders must demonstrate the following minimum qualifications: • Minimum five (5) years documented experience performing electric utility joint use audits • Demonstrated experience auditing municipal or cooperative electric systems • Knowledge of NESC requirements and joint use standards • Trained utility field personnel familiar with energized environments • Supervisory personnel experienced in utility construction and inspection • Ability to provide professional, court-defensible documentation

The contractor shall provide: • Company background and years in business • List of similar projects completed within the last five (5) years • References (minimum of three electric utilities) • Sample report package • Safety program documentation

6. DPU VENDOR REQUIREMENTS The successful bidder shall comply with all City of Orangeburg Department of Public Utilities (DPU) contractor and vendor requirements, policies, and procedures as published on the DPU official webpage and within the DPU Vendor Packet.

Failure to comply with DPU vendor requirements at any time during the project may result in suspension of work, withholding of payment, or termination of contract at DPU’s discretion.

The contractor is responsible for obtaining and reviewing the most current version of all DPU vendor guidelines prior to the start of work.

7. SAFETY REQUIREMENTS Safety is a critical requirement of this project. The contractor shall: • Comply with OSHA regulations • Follow all applicable NESC safety practices • Provide trained and qualified personnel • Ensure personnel operating ladders, climbing equipment, or aerial devices are properly trained and qualified • Conduct daily job briefings • Maintain a written safety program • Provide PPE appropriate for utility field work • Immediately notify DPU of any safety hazard discovered

8. DATA AND REPORTING STANDARDS • All collected data shall become the property of the City of Orangeburg DPU • Contractor shall maintain strict data confidentiality • Data must be backed up daily • Deliverables shall be submitted electronically • All photographs must be date and location stamped • GPS accuracy must be within 3 meters or better

9. PROJECT SCHEDULE Contractor shall provide an estimated completion schedule based on full project and two-year phased project scenarios. DPU reserves the right to establish start dates and work sequencing.

10. PRICING FORMAT Bidders shall provide pricing in the following format: • Price per pole (audit and inspection) • Mobilization cost (if any) • Data management/reporting cost (if separate) • Reinspections required due to incomplete identification, inadequate documentation, or failure to meet specifications shall be performed at no additional cost and are included in the base price per pole • Separate pricing for a two-year phased project

Pricing shall remain valid for 180 days from proposal submission.

11. PROPOSAL SUBMISSION REQUIREMENTS Proposals shall include: • Cover letter signed by an authorized representative • Company qualifications and experience • Project methodology • Safety program overview • Schedule • Pricing proposal • References • Sample reports

12. EVALUATION CRITERIA Proposals will be evaluated based on: • Experience and qualifications • Technical approach and methodology • Quality of reporting tools and software • Safety record and program • Project schedule • Cost

DPU reserves the right to reject any or all proposals and to negotiate with selected firms.

13. RIGHTS RESERVED The City of Orangeburg DPU reserves the right to: • Accept or reject any proposal • Waive informalities or technicalities • Request additional information • Negotiate scope and pricing • Award contract in whole or in part • Divide the project into two contract years

14. CONTACT INFORMATION All questions and proposals shall be directed to:

ATTN: Tanner Garrick

EMAIL ADDRESS: TGarrick@orbgdpu.com

15. PRE-PROPOSAL MEETING (MANDATORY) A mandatory in-person pre-proposal meeting will be held for all prospective bidders. Attendance is required in order for a proposal to be considered responsive.

Date: Wednesday, March 11, 2026
Time: 10:00 AM (Local Time)
Location:
City of Orangeburg Department of Public Utilities
1016 Russell St.
Orangeburg, SC 29115

The purpose of this meeting is to review the scope of work, reporting expectations, safety requirements, data standards, coordination procedures, and DPU operational practices. DPU staff will be available to answer questions regarding project requirements.

Only firms represented at the pre-proposal meeting and recorded on the official sign-in sheet will be permitted to submit proposals. Substitutions or attendance by unaffiliated representatives will not qualify a firm to bid.

Following the meeting, a written summary and any clarifications will be issued by addendum and will become part of the RFP documents.

16. QUESTIONS AND ADDENDA All questions regarding this RFP shall be submitted in writing via email to the DPU contact listed in this RFP.

Questions must be received no later than:

Wednesday, March 18, 2026 at 5:00 PM (Local Time)

Responses to questions and any modifications to the RFP will be issued in the form of a written addendum. Verbal responses or interpretations shall not be considered binding.

It is the responsibility of the bidder to ensure they have received all addenda prior to submitting a proposal.

17. PROPOSAL SUBMISSION DEADLINE Sealed proposals must be received by the City of Orangeburg Department of Public Utilities no later than:

Wednesday, April 15, 2026 at 5:00 PM (Local Time)

Proposals received after the stated deadline will not be opened or considered and will be returned to the sender unopened.

Proposals shall be clearly marked:

RFP – Joint Use Audit and Pole Inspection Services

Submit proposals to:
City of Orangeburg Department of Public Utilities
1016 Russell St.
Orangeburg, SC 29115

DPU is not responsible for delays in delivery by mail, courier, or other delivery service. The official time shall be the time recorded by the DPU administrative office.