Loudon City seeks contractor for right-of-way mapping and vegetation work; bids due March 6

Loudon City is soliciting bids for a contractor to perform right-of-way mapping and vegetation management for the city electric system, the Loudon City Electric Department announced at a utility workshop. Bids are due March 6 at 2 p.m.; the utility board plans to review proposals and vote on an award at its regular monthly board meeting the following week.

The department said it used a LIDAR mapping vendor this year to survey the system and identified about 98 miles of right-of-way that need trimming out of roughly 127 miles surveyed. The contract being advertised covers 98 miles of work over 12 months and is structured as a one-year agreement with options to renew for years two and three.

Why it matters: the contract controls how much tree-trimming and associated field work the city schedules and pays for, and it sets operational rules contractors must follow when working in residential areas.

At the workshop a Loudon City Electric Department staff member described how the mapping will be delivered and used: vendors will supply a mobile-app or files that show each address and a photo of the tree to be cut; crews can submit a photo after work so the department can update its dashboard and verify miles completed. “We’re new to it, so whoever gets this contract is gonna have to give us a little time, a little patience to get familiar with it,” the staff member said.

Key contract and bidding details discussed

- Bids due: March 6 at 2 p.m.; bidders may hand-deliver, overnight or bring them the day of the opening. - Award process: bids will be opened at 2 p.m.; the department will publicly read totals and then recommend a winner to the utility board, which will vote at the board’s end-of-month meeting. The award is contingent on board approval. - Contract term: one year with optional renewals for years two and three. - Work volume: department LIDAR results identified about 98 miles to be trimmed in the current year; the department said it prefers contractors not exceed 20 miles per month without special permission. - Evaluation criteria and weighting (as stated in the packet): proposed price per mile 60%, references and experience 10%, equipment 10%, response time 12% (section and page references given in the packet). - Invoicing and payment: invoices should be submitted before the 7th of each month. The department pays on the 10th and the 25th; invoices submitted after the 7th may not be processed until the 25th. - Emergency response and operations: the department said it expects an emergency-response capability, with contractors able to arrive within roughly 30–60 minutes when required. Typically, contractors will work on energized lines, though de-energizing may be required in some situations. - Contractor responsibilities: contractors are responsible for equipment leaks and property damage; the presenter said driveway damage, oil leaks, and similar issues must be repaired or paid for by the contractor. For residential or business locations, crews are expected to remove cut brush the same day.

The department emphasized quality control: it will inspect reported miles before approving payment. “If you turn in 7.2 miles, I’m gonna go check that 7.2 miles. I’m gonna make sure that it meets Loudon utility standards and specs, and I sign off,” the staff member said.

Technology and vendor notes

The department said it contracted a LIDAR/AI vendor this year (identified in the meeting as “Shaterra” or similar spelling in the packet) that produced the mileage estimates and mapping files. Vendors will receive thumb drives or digital files containing circuit maps and highlighted segments; the department will also provide a contact (email/phone) for questions about the files.

No award was made at the workshop; the department expects to contact the apparent winner after bid opening and proceed to the utility board for formal approval.

Ending

Department staff encouraged interested contractors to review the packet (the presenter said additional printed copies were available), to note the evaluation criteria, and to be prepared to demonstrate references, equipment reliability and emergency response capacity. The presenter closed by reminding attendees of the March 6, 2 p.m. bid deadline and the board review timeline.