1-IFB-25-0094 Streetlight Supplies.pdf

INVITATION FOR BID

Streetlight Supplies

Date of Issuance: August 18, 2025 Bid Number: IFB-25-0094

Response Deadline Date: September 15, 2025 Time: 10:00 AM (CST)

Questions regarding this invitation should be directed to https://olatheks.bonfirehub.com/ The deadline for receipt of questions from bidders is close of business on September 11, 2025

Supplier is submitting a firm bid which is not revocable for ninety (90) days.

Supplier is not submitting because

Bidder’s Name: Phone No.:

Company Name: Fax No.:

Address: Email:

City, State, Zip:

https://olatheks.bonfirehub.com/

CITY OF OLATHE, KS

INTENT

The intent of this Invitation for Bids is to contract with vendors who can provide streetlight poles, bases, LED lighting, and related supplies on an as-needed basis for the Traffic Operations Division of Infrastructure. These items will be purchased in estimated annual quantities, as requested, to maintain streetlights within the City limits.

RESPONSE DOCUMENTS

The following documents must be downloaded, completed, and uploaded to https://olatheks.bonfirehub.com/ to provide a complete bid response package:

• Affidavit signed and notarized.

• City’s General Terms and Conditions signed.

• IFB document, all response fields completed.

• Warranty information

INQUIRIES

Questions regarding this Invitation for Bid must be submitted to https://olatheks.bonfirehub.com/. The deadline for receipt of questions from bidders is 5:00 PM (CST) September 11, 2025. No further questions or clarifications will be provided after that date.

No communication regarding this IFB should be directed to any other City official or employee. All queries will be responded to https://olatheks.bonfirehub.com/ in the form of written addenda and posted.

Respondents shall include confirmation of the receipt of any addenda with their bids. Failure to do so could result in your bid being deemed non-responsive.

EVALUATION CRITERIA

The award will be made to the lowest most responsive and responsible bidder, which will be judged based on price, conformance to specifications, experience providing like work, proposed completion time, past vendor performance, quality of product, payment terms, references, and in the best interest of the City of Olathe, all factors being considered. The City reserves the right to award this bid in whole or in part.

MANUFACTURER’S CERTIFICATION

The City reserves the right to request from vendors a separate manufacturer certification of all statements made in the bid. Failure to provide such certification may result in the rejection of your bid or default termination of contract for which vendor must bear full liability.

STANDARD FEATURES

All equipment furnished under this contract shall be new, unused, and the manufacturer’s current production model. The omission of any standard feature description shall not relieve the bidder from the responsibility of furnishing equipment complete with all standard features of the manufacturer’s latest improved model in current production as offered to commercial trade. The equipment shall conform in strength, quality of material, and workmanship to that provided by the best manufacturing and engineering practices of the industry. Machine modifications to meet operational requirements of this specification shall be limited to the manufacturer published standard and optional equipment. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, REMANUFACTURED, RECONDITIONED, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE.

DESCRIPTIVE LITERATURE

Bidder shall submit with your bid the latest printed literature, PDF or equal, and manufacturer’s specifications on the equipment you propose to furnish. This literature is for information purposes only. It does not relieve the bidders of the responsibility to respond to the specifications indicated herein.

WARRANTY

The City requires a minimum one-year warranty on all equipment. If the manufacturer’s warranty exceeds this warranty, then the manufacturer’s warranty shall be in effect. The warranty shall begin on the date the unit is determined to meet specifications and is accepted by the City. A copy of the manufacturer’s warranty must be included with your bid submittal. All warranty work shall be done locally. Failure to provide this information may result in the rejection of your bid.

https://olatheks.bonfirehub.com/

Comply: Exception:

EXTENDED WARRANTIES

Bidders are required to include details and pricing on all available extended warranties with their bid submittal.

Comply: Exception:

CITY OF OLATHE INSURANCE REQUIREMENTS

A. Insurance. Consultant agrees to secure and maintain throughout the duration of this Agreement insurance of such types and in at least such amounts as set forth below from a Kansas authorized insurance company which carries a Best's Policyholder rating of "A-" or better and carries at least a Class "VII" financial rating or better, unless otherwise agreed to by City:

1. Commercial General Liability: City must be listed by ISO endorsement or its equivalent as an additional insured on a primary and noncontributory basis on any commercial general liability policy of insurance. The insurance must apply separately to each insured against whom claim is made or suit is brought, subject to the limits of liability.

Limits: Per Occurrence, including Personal & Advertising Injury and Products/Completed Operations: $1,000,000;

General Aggregate: $2,000,000.

2. Business Automobile Insurance: City must be listed by ISO endorsement or its equivalent as an additional insured on a primary and noncontributory basis on any automobile policy of insurance. The insurance must apply separately to each insured against whom claim is made or suit is brought, subject to the limits of liability.

Limits: Any Auto; OR All Owned Autos; Hired Autos; and Non-Owned Autos: Per occurrence, combined single limit:

$500,000 Notwithstanding the foregoing, if Consultant does not own any automobiles, then Consultant must maintain Hired and Non-Owned Auto insurance.

3. Worker's Compensation and Employer's Liability: Workers compensation insurance must protect Consultant against all claims under applicable state Worker's Compensation laws at the statutory limits, and employer's liability with the following limits.

Limits: $500,000 Each Accident/$500,000 Policy Limit/$500,000 Each Employee

4. Professional Liability: Consultant must maintain throughout the duration of this Agreement and for a period of three (3) years after the termination of this Agreement, Professional Liability Insurance.

Limits: Each Claim: $1,000,000; General Aggregate: $1,000,000

5. Cyber Insurance: If Consultant has access to the City's network or City's data, Consultant must maintain throughout the duration of this Agreement and for a period of three (3) years after the termination of this Agreement. Coverage must include Cyber Incident/Breach Response and Remediation Expenses, Digital Data Recovery, Privacy and Network Security Liability, and Notification Expense. Limits: Per claim, each insuring agreement: $1,000,000; Aggregate: $1,000,000

B. Exposure Limits. The above are minimum acceptable coverage limits and do not infer or place a limit on the liability of Consultant nor has City assessed the risk that may be applicable to Consultant. Consultant must assess its own risks and if it deems appropriate and/or prudent maintain higher limits and/or broader coverage. The Consultant's insurance must be primary, and any insurance or self-insurance maintained by the City will not contribute to, or substitute for, the coverage maintained by Consultant.

C. Costs. The cost of insurance will be included in the Consultant’s bid and must be at Consultant's expense. All deductibles or self-insurance in the above-described coverages will be the responsibility and at the sole risk of the Consultant.

D. Verification of Coverage

1. Consultant must provide a certificate of insurance on ISO form or equivalent, listing the City as the certificate holder, and additional insured endorsements for the requested coverages.

2. Any self-insurance must be approved in advance by the City and specified on the certificate of insurance.

Additionally, when self-insured, the name, address, and telephone number of the claim's office must be noted on the certificate or attached in a separate document.

3. When any of the insurance coverages are required to remain in force after final payment, additional certificates with appropriate endorsements evidencing continuation of such coverage must be submitted along with the application for final payment.

4. For cyber insurance, the certificate of insurance confirming the required protection must confirm the required coverage in the "Additional Comments" section or provide a copy of the declarations page confirming the details of the cyber insurance policy.

E. Cancellation. No required coverage may be suspended, voided, or canceled, except after Consultant has provided thirty (30) days' advance written notice to the City.

F. Subconsultant's Insurance: If a part of this Agreement is to be sublet, Consultant must either cover all subconsultants under its insurance policies; OR require each subconsultant not so covered to meet the standards stated herein.