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October 13, 2026

INVITATION TO BID

Security Light Upgrades

Bid Reference No. 27-027

Sealed Bids will be received by the City of Albany, Procurement Division, 222 Pine Avenue, Suite 260, Albany, Georgia 31701, until 2:30 p.m. on November 13, 2026, for all work required for comprehensive citywide security light upgrades involving a total of 12,346 tracked asset actions, including LED retrofits, decommissioning/removals, and active fixture inspections as indicated in the scope of work in accordance with bid documents, specifications, and all other contract documents.

A Pre-Bid Conference will be held on October 21, 2026, at 10:00 a.m. at 222 Pine Avenue, Suite 260, Albany, Georgia 31701 and simultaneously via Zoom. The Project Manager will provide an overview of the work to be performed and answer questions. All interested bidders are strongly encouraged to attend. Zoom link:

https:/ /us06web.zoom.us/j/81939393064?pwd=qvo0fOfCCuMll sgmbaAwcVTySGi2Ig. l Meeting ID: 819 3939 3064 Passcode: 207256

A 5% Bid Bond is required of all bidders. A bid bond must be present for the bid to be read or considered. This project will be bid on a unit price basis for all specified work and will be awarded to the responsive and responsible bidder submitting the lowest total base bid. 100% Performance and Payment bonds will be required of the successful bidder.

The City of Albany strongly encourages Small Business firms to participate in this bid. The City of Albany reserves the right to reject any and all bids and to waive any informalities in the bidding process.

Bid documents are available at the Procurement Division, www.albanyga.gov and on the Georgia Procurement Registry.

For additional information, contact Ricky Gladney, Buyer I, at 229-302-1455. Submit all questions via email to rgladney@albanyga.gov cc: jswilliams@albanyga.gov and kross@albanyga.gov. The deadline for questions is November 4, 2026, at 2:30 p.m. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

FINANCE

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_tJ~:__ Williams, CPPB rement Manager

P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov https://us06web.zoom.us/j/81939393064?pwd=qvo0f0fCCuMl1sgmbaAwcVTySGi2lg.1

CITY OF ALBANY

FINANCE DEPARTMENT

PROCUREMENT DIVISION

ALBANY, GEORGIA

INSTRUCTIONS TO BIDDERS

These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract terms issued with any individual bid.

1. The following criteria are used in determining low responsible bidder.

(a) The ability, capacity and skill of bidder to perform required service.

(b) Whether bidder can perform service promptly or within specified time.

(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for City use.

(f) The ability of bidder to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining low bids if they are deemed advantageous to The City.

3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from date of notification of award or by exception noted on bid sheet.

4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own way, the difficulties, which are likely to be encountered in the execution of same.

5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may purchase more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of the contract.

6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and included for your bid to receive full consideration. Failure to submit any required information or document will be cause for bid to be rejected as non-responsive.

8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.

9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash, certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

10. All bidders should provide their tax identification number with the bid.

11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with the bid.

12. Quote all prices F.O.B. Albany or our warehouse or as specified in bid documents.

13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write “Foreign” together with the name of the originating country opposite such item on the bid.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests of The City to do so for the purpose of testing.

15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade name or names of such materials on the bid or price quotation form.

16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the price, quality or delivery date (when delivery is required by a specific time).

17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the outside as a Sealed Bid with the Bid Number clearly printed.

18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The City of Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or identified.

19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of supply.

20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.

21. Should a bid be misplaced by The City and found later it will be considered.

22. The unauthorized use of patented articles is done entirely at the risk of the bidder.

23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in their application or use. A bidder at any time requested must satisfy the Procurement Office and City Commission that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the contract in which he is interested.

Security Light Upgrades Bid Ref. #27-027

24. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered.

Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials by The City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and deliver to The City sound and satisfactory materials, equipment or supplies. The contractor agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by The City.

26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without further obligation on the part of The City or County at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless positive action is taken by The City or County to terminate such contract, and the nature of such action shall be determined by The City or County and specified in the contract; (3) The contract shall state the total obligation of The City or County for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the vendor until fully paid for by The City.

27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is in the best interest of The City.

28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the contract as may be in the best interest of the City and/or re-advertise for bids.

31. Local bidder (domiciled in Albany City Limits) will receive bid in the event of tie bids. In the case of tie bids between out of town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or drawing straws. The Board of Commissioners passed a local preference ordinance on January 27, 2015.

Where applicable, this ordinance will govern. Local preference will not be a basis for award on bids that are federally funded.

32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.

33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered sufficient cause for rejection of all bids in which he/she is interested.

34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County or who has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee, or the time consumed in completing the work.

35. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Officer shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the Procurement Officer, he shall thereupon have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by The City out of such monies as may become due to the said contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of such excess to The City on notice by the Procurement Officer of the excess due.

36. Contracts may be cancelled by The City with or without cause with 30-day written notice.

37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of opening of bids, otherwise such complaint cannot be properly considered.

38. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without cause in the 60-day period after bids are opened.

39. All questions, inquiries and requests for clarification shall be directed to Procurement.

40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the

Procurement Office at 229-431-3211 for any addendums.

PROCUREMENT FORM - Revised 11/18/2021

Security Light Upgrades

SPECIAL INSTRUCTIONS

Security Light Upgrades

1. General Information: The City of Albany, Georgia, is seeking competitive bids from experienced and licensed contracting firms to undertake a comprehensive, multi-phase Security Light Upgrades project across the municipal footprint. The primary focus of this initiative is an extensive modernization effort requiring the safe extraction of aging, inefficient High-Pressure Sodium (HPS) fixtures and the installation of 2,552 City-provided Light Emitting Diode (LED) replacements, spanning standard 150W units, 250W units, 400W units, and specialized 150/175W HPS Post Top Lanterns. Beyond active equipment replacement, the City requires a high level of operational stewardship to streamline its entire lighting grid. To achieve this, the selected vendor will be responsible for a major decommissioning phase involving the physical removal and legal disposal of 4,819 inactive security lights. Additionally, to safeguard current municipal investments, the contractor must execute a rigorous, data-driven field performance audit and inspection of 4,975 existing active LED fixtures. Because data integrity and accountability are paramount to this administration, vendors must integrate precise asset tracking into their daily workflow, capturing and mapping GPS coordinates for every unit touched.

Ultimately, the City is looking for a well-equipped partner that can deliver high-quality, safe workmanship entirely within standard weekday operating hours and bring this critical grid modernization to full completion on or before May 30, 2027.

2. Contractor's bid shall include all necessary labor, materials, tools, equipment, and all other items necessary to complete the contract requirements in accordance with specifications, general conditions, special instructions to bidders and all other provisions included in this invitation to bid.

3. Bidder shall be responsible to visit the job site and familiarize himself with the local conditions.

4. No bid may be withdrawn for a period of sixty (60) days from the bid opening date.

5. The Owner reserves the right to reject any and all bids and to waive any informalities in the bidding process.

6. The Owner of this project is the City of Albany.

7. Contract Time & Timeline Regulations: The Contractor shall begin physical operations immediately following the explicit issuance of the formal Notice to Proceed and must press the work vigorously to completion.

• Construction Closeout Window: To ensure adequate time for municipal infrastructure auditing, all active construction, fixture installations, and decommissioning field operations must be 100% completed and wrapped up at least ten (10) calendar days prior to the terminal deadline (on or before May 20, 2027).

• City Inspection Window: The final ten (10) calendar days of the contract term are strictly reserved as an administrative closeout and inspection period, allowing the City Project Manager and utility field teams to perform comprehensive data verifications and walk-through quality checks across the completed asset grid.

• Contract Expiration: The entire scope of work, including the remediation of any logged deficiencies or punch list items, must be fully accepted and delivered on or before May 30, 2027, at which time this Contract shall officially terminate.

• Excusable Delays: Should the Contractor sustain delays resulting directly from late delivery of City-furnished LED materials, localized municipal traffic control hold-ups, severe weather events, or other unforeseen administrative circumstances completely

Security Light Upgrades outside the Contractor’s direct control, the Contractor may submit a written Request for Extension to the Project Manager. If validated by the City, an equitable adjustment to the timeline will be granted, and per-fixture liquidated damages will be deferred for the duration of the approved extension window.

8. Liquidated Damages & Performance Incentives: Time is an essential and material element of this Contract. Any delay in completing the comprehensive grid modernization may inconvenience the public, compromise municipal safety, or interfere with local commerce.

Furthermore, any failure to complete the work within the allowed timeframe will increase the City's operational oversight, engineering, and post-deadline auditing costs. For these reasons, it is critical that the work be pressed vigorously to completion by the terminal date. Should the Contractor fail to fully complete the installation of all retrofits, decommissioning of inactive units, or required field audits on or before May 30, 2027, charges shall be assessed against any money due or that may become due to the Contractor. These charges will be calculated at a rate of seventy-five dollars ($75.00) per individual fixture remaining incomplete, un-decommissioned, or un-audited as of the deadline. The Contractor explicitly agrees that this per-fixture deduction represents a fair and reasonable estimation of the actual administrative, engineering, and operational damages the City will sustain due to late completion.

Both parties stipulate that these assessments are intended strictly as liquidated damages to remedy municipal losses, and are not to be construed as a penalty.

9. Bid Bond: Each bid must be accompanied by a certified check, cashier’s check, cash, or bid bond (surety) acceptable to the Owner, in an amount equal to at least five percent (5%) of the total bid. This security is payable without condition to the Owner as a guaranty that the bidder, if awarded the contract, will promptly execute the Agreement in accordance with the bid and other contract documents. In accordance with O.C.G.A. § 36-91-50, the successful bidder shall be required to furnish good and sufficient bonds for the faithful performance of the same and for the payment to all persons supplying labor and material for the work (Performance and Payment Bonds) as detailed in Section 10. The bid bond must be presented in its original form. Copies or electronic duplications are not acceptable.

10. Performance Bond and Payment Bonds: The awarded bidder shall be strictly required to furnish a 100% Performance Bond and a 100% Labor and Materials Payment Bond covering the total awarded contract amount. These bonds serve as an absolute guarantee of the faithful performance of the contract and the full payment of all persons supplying labor and materials for this project. In strict accordance with O.C.G.A. § 36-91-70 and § 36-91-90, all bonds must be executed by a surety company licensed to do business in the State of Georgia and submitted in their original form to the Procurement Office before any work can commence or a Notice to Proceed is issued. Copies or electronic duplications are not acceptable.

11. Bid Form & Award Criteria: All proposals must be submitted strictly on the official bid form provided by the City of Albany. This project is a unit price contract; bidders must provide individual unit pricing for each designated category of work (LED retrofits, decommissioning/removals, and field performance audits). The contract will be awarded to the responsive and responsible bidder submitting the lowest total base bid, calculated by multiplying the proposed unit prices by the City's estimated quantities. The City reserves the absolute right to reject any bid that is mathematically or materially unbalanced. Furthermore, the City reserves the right to alter, increase, or decrease the estimated quantities of any item of work at the established contract unit price, as deemed in the best interest of the City of Albany, without invalidating the contract.

12. General Insurance Requirements: Contractor shall maintain insurance with companies licensed to do business in the State of Georgia acceptable to the City for the protection of the City and name it as an additional insured, against all claims, losses, costs or expenses arising out of injuries or death of persons whether or not employed by contractor, whether arising from the acts or omission, negligence or otherwise of contractor or any of its agents, employees, patrons, or other persons, and growing out of work being done by Contractor on behalf of City, such policies to provide for a liability limit on account of each accident resulting in the bodily injury or death of not less than One Million ($1,000,000) Dollars, a liability limit of not less than One Million ($1,000,000) Dollars for each accident for property damage. Contractor shall also carry product/completed operations liability insurance for personal injuries and/or death in the amount not less than One Million ($1,000,000) Dollars for any one person. Contractor shall maintain a combined single liability limit of One Million ($1,000,000) Dollars covering owned, non-owned, leased, and hired vehicles. Contractor shall furnish to the City satisfactory evidence that it carries Worker’s Compensation Insurance in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than One Hundred Thousand ($100,000) Dollars of each accident/disease. These polices must also contain a waiver of subrogation in favor of the City of Albany. Contractor shall furnish evidence to the City of the continuance in force of said policy’s declaration page (s) to the Procurement Agent. Acceptable proofs of insurance: (i) a Certificate of Insurance with Additional Insured Endorsement (a Certificate of Insurance by itself is not acceptable) or (ii) Declaration Pages of the insurance policies listed below which show the City of Albany as additional insured. All insurance policies must provide that the City of Albany will be notified within 30 days of any changes, restrictions, and/or cancellation. The Certificate Holder box must strictly state: “City of Albany, P.O. Box 447, Albany, GA 31702” with no additional wording. The City reserves the right to determine, at its sole discretion, the adequacy and sufficiency of all insurance coverage provided.

13. DBE Subcontractor Participation Form: An executed copy of this form must accompany your bid. The hiring of DBE subcontractors is encouraged but not a requirement. This form is for tracking and statistical purposes only. (See Attached).

14. Indemnity Agreement: An executed copy of this form should accompany your bid and must be completed for contract award. (See attached).

15. Governing Law & Venue: An executed copy of this form should accompany your bid. (See attached).

16. Certificate of Non-Collusion: An executed copy of this form should accompany your bid. (See

17. Drug Free Workplace: An executed copy of this form should accompany your bid. (See

18. Debarred Bidders Integrity Form: An executed copy of this form should accompany your bid.

(See attached).

19. Permits, Licensing, & Fees: The Contractor shall be responsible for securing all necessary permits, license certificates, occupational tax certificate(s), and inspections (both temporary and permanent) required by local, state, or federal law before any field operations can commence.

Documentation of all required credentials must be on file with the Procurement Office prior to the start of any physical work.

• Application Timeline: The selected Contractor must apply for all required municipal permits within five (5) business days following the formal Notification of Award.

Security Light Upgrades

Failure to timely initiate the permitting process may be construed as a failure to execute the contract, resulting in forfeiture of the Bid Bond, cancellation of the award, and subsequent award to the next lowest responsive and responsible bidder.

• Fee Exemption: Because this project is executed directly for municipal infrastructure, all standard City of Albany permit and building inspection fees shall be waived. Any non-City fees remain the sole responsibility of the Contractor.

• Local Business Registration: The Contractor, as well as all active subcontractors, must possess or obtain a valid City of Albany Occupational Tax Certificate or Registration prior to the commencement of work.

20. Addendum Acknowledgement Form: An executed copy of this form must accompany your bid. (See attached). All addendums must be acknowledged on this form.

21. Compliance: The contractor is responsible for knowledge of and compliance with all laws, codes, ordinances, and regulations that are applicable to this type of work.

22. Contractor Supervision, Technical Representation, & Progress Reviews: Due to the citywide footprint and multi-site nature of this utility deployment, the Contractor shall assign a dedicated, competent Project Superintendent or Technical Field Representative to oversee all active operations.

• Availability & Accessibility: The Superintendent is not required to remain stationary at a single physical location but must be actively managing field operations within the City of Albany at all times while work is being performed. The Superintendent must be equipped with a reliable mobile phone and digital communications, remaining directly accessible to the City Project Manager or their designee during all standard operational hours (Monday through Friday, 7:30 AM to 7:00 PM).

• Binding Authority: The designated Superintendent shall serve as the Contractor’s official agent in the field. All instructions, directions, and communications given to them by the City shall be as legally binding as if given directly to the Contractor.

• Data & Deliverable Oversight: The Superintendent shall be personally responsible for the quality control of all field activities. This includes personally verifying the technical accuracy of the mandatory daily production reports, asset IDs, and mapped GPS coordinates prior to their electronic submission to the City's GIS database tracking system.

• Mandatory Pre-Work Deployment Schedule: Prior to the issuance of the formal Notice to Proceed or the mobilization of any field crews, the Contractor must submit a highly detailed project deployment schedule to the Project Manager. This initial schedule must outline their macro-level timeline, primary tracking layout, and geographic neighborhood routing sequence. No on-site work or equipment staging will be permitted until this pre-work schedule is reviewed and approved by Albany Utilities.

• Bi-Weekly Progress Meetings: To maintain tight alignment with project milestones and track overall pace, the Superintendent shall be required to attend mandatory bi-weekly progress meetings with the City Project Manager (Mary McCall) or her designated representatives. At the City's discretion, these progress reviews may be conducted in person at a designated City office or virtually via a secure video conferencing platform. The Superintendent must come prepared to present current completion rates, verified field audit tracking logs, and a rolling, updated two-week operational deployment schedule to proactively address any logistical or right-of-way issues.

• 24-Hour Daily Routing Clearance Rule: To ensure optimal planning for municipal support staff, the Superintendent must coordinate and clear all specific daily work locations with the Project Manager at least twenty-four (24) hours in advance.

Security Light Upgrades

The daily notice must specify the exact street names, blocks, and intended asset ID counts scheduled for crew interaction.

• Crew Safety Coordination: The Superintendent shall ensure that all active field crews strictly comply with standard safety measures, proper bucket truck positioning, and traffic control guidelines to prevent public inconvenience or utility interruptions.

23. Preservation & Restoration of Property: The Contractor shall execute all field operations with the highest degree of care and utilizing proper, industry-approved methods to prevent damage, injury, or destruction to all public and private property.

• Scope of Property: The word PROPERTY as used herein is intended to include, but is not limited to: public street improvements, sidewalks, curbs, driveways, lawns, landscaping, historical right-of-ways, vehicle parking areas, storm and sanitary sewers, water systems, overhead tree canopies, existing light poles/luminaires, and all overhead or underground public utility structures (electrical, fiber optic, and telecommunications lines).

• Remediation & Timelines: Should any public or private property be damaged or destroyed as a result of the Contractor's operations (including damage caused by bucket trucks or heavy machinery), the Contractor shall, at their own sole expense, promptly initiate repairs or make such restoration as is practical and acceptable to the owner of the damaged property.

• City Intervention: In the event the Contractor fails to initiate satisfactory repairs or restoration within forty-eight (48) hours of written notice, the Project Manager or designated City utility department may proceed to repair, rebuild, or otherwise restore such property as necessary. The entire cost of this municipal remediation will be directly deducted from any monies due or which may become due to the Contractor under this agreement.

• Utility Continuity: The Contractor shall at all times employ approved methods and exercise reasonable skill to avoid delays, interruptions, or damage to existing public service installations. The Contractor shall avoid any unauthorized interference with, or interruption of, public utility services and shall cooperate fully with utility owners. Any emergency service restoration costs or regulatory fines resulting from unauthorized utility interruptions caused by the Contractor shall be borne entirely by the Contractor.

24. Public Convenience and Safety: Fire hydrants on or adjacent to the street shall be kept accessible to the fire apparatus at all times and no material or obstructions shall be placed within ten (10) feet of any hydrant. Adjacent premises must be given access at all times and gutters shall not be obstructed. Materials shall not be stored along the streets. Traffic on streets shall be maintained at all times. Dust and debris shall not create a hazard or a nuisance.

25. Shared Traffic Control Coordination: Due to the extensive citywide footprint of this utility deployment along public rights-of-way, right-of-way management and roadway safety shall be executed via a structured, shared coordination process between the Contractor and the City of Albany. This multi-tiered framework delineates explicit responsibilities, scheduling protocols, and resource contingencies:

A. Municipal Right-of-Way Support & Resource Allocation The City of Albany will endeavor to provide baseline right-of-way safety assistance through its Public Works or designated municipal utility departments.

• City Equipment Provision: Subject to availability and advance coordination, the City may deploy municipal safety assets to active work zones, including standard temporary warning signs, physical barricades, cones, flashing arrow boards, and lane-closure regulatory markers.

Security Light Upgrades

• Specialized Traffic Dispatches: For high-density arterial roadways or complex intersection modernizations, the City may, at its sole discretion, dispatch certified municipal traffic control personnel or law enforcement escorts to protect active field crews.

B. Advance Scheduling & Coordination Protocols To prevent operational bottlenecks and safeguard normal municipal utility operations, the Contractor must adhere to a strict, proactive scheduling workflow:

• Bi-Weekly Milestone Forecasts: During the mandatory bi-weekly progress meetings, the Contractor’s Project Superintendent must present a rolling, tentative two-week operational deployment schedule. This forecast must explicitly identify high-traffic corridors or arterial streets requiring complex lane management or City field support.

• 48-Hour Daily Clearance Rule: The Contractor must submit a written or electronic notice to the City Project Manager at least forty-eight (48) hours in advance of field mobilization. This daily request must pinpoint the exact streets, blocks, and asset ID numbers scheduled for retrofitting, decommissioning, or auditing on any given calendar day to clear municipal logistical windows. The City shall review this notice and provide formal confirmation at least twenty-four (24) hours in advance of the scheduled workday as to whether municipal traffic control assets will be dispatched or if the Contractor must self-perform safety measures under the Phase 4 contingency item.

C. Resource Unavailability & Contractor Contingency Mandate The Contractor explicitly acknowledges that Albany Utilities and Public Works personnel must prioritize critical emergency infrastructure repairs, storm responses, and daily grid stability maintenance over project-level deployment support.

• Self-Performance Requirement: In the event that City field personnel or safety equipment are formally determined to be unavailable following the City’s 24-hour daily clearance review (detailed in Section B), the Contractor shall remain strictly responsible for self-performing all necessary traffic control operations.

• Contractor Fleet & Staffing Standards: When City resources are unavailable, the Contractor must immediately supply their own qualified personnel, vehicle-mounted arrow boards, physical barricades, regulatory cones, and certified flaggers necessary to isolate active bucket trucks and work zones safely. All costs associated with mobilizing and maintaining this safety footprint must be fully encapsulated within the contingency daily traffic control rate, and no secondary equipment fees or staging surcharges will be permitted.

• Traffic Control Unit Billing: Bidders shall not embed traffic control, flagging, or right-of-way safety overhead into their primary phase unit prices. Instead, a dedicated unit price line item is established under Phase 4 of the Bid Form. The Contractor shall provide a firm, all-inclusive daily rate for traffic control services. This daily unit rate will be paid strictly on an as-needed, per-day basis, and shall only be authorized and billed for calendar days where the Contractor must self-perform right-of-way isolation due to the documented unavailability of City infrastructure resources. The final contract value will be adjusted progressively based on the verified number of operational days logged via daily GIS timestamp entries.

26. Removal of Trash, Rubbish and Material Disposal: The Contractor shall be solely responsible for the safe physical removal, transport, handling, and lawful disposal of all waste, trash, debris, and rubbish resulting from the work executed under this contract.

• Definition of Project Waste: The terms "waste" and "rubbish" as used herein shall explicitly include all decommissioned hardware, including the 3,799 inactive lighting units and 2,873 extracted High-Pressure Sodium (HPS) light fixtures, lamps, ballasts, and internal wiring.

Security Light Upgrades

• Hazardous and Universal Waste Compliance: The Contractor acknowledges that existing HPS lamps and ballasts may contain mercury, heavy metals, or components regulated under environmental protection laws. The Contractor shall ensure all such components are handled, transported, and recycled or disposed of at a licensed, EPA-approved facility in strict accordance with federal, state, and local regulations. The Contractor must submit certified disposal or recycling manifests to the City Project Manager prior to the approval of final project payment.

• Daily Site Restorations: Because field operations take place progressively across citywide public rights-of-way, the "work site" refers to any public property occupied by the Contractor's crews on any given day. All active work zones must be kept clean, safe, and orderly. All packaging, crate materials, and removed fixtures must be completely cleared from the public right-of-way or adequately containerized and removed from the site daily.

No project waste or old infrastructure shall be left overnight on city streets, sidewalks, or lawns.

27. Termination for Convenience: This contract may be terminated in whole or in part by the City of Albany with the consent of the contractor in which case the two parties shall agree upon the termination conditions, including the effective date in the case of partial termination, the portion to be terminated or by the contractor upon written notification to the City of Albany setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. However, if in the case of partial termination, the City of Albany determines that the remaining portion of the award will not accomplish the purposes for which the contract was awarded, the City of Albany may terminate the contract in its entirety.

28. Termination of Contract for Cause: In the event that the contractor shall for any reason or through any cause be in default of the terms, conditions, or obligations of the contract documents, the City may give the contractor written notice of such default and terminate the contract. All terms, conditions, and obligations of the contract documents are considered material. The City may, in its discretion, provide the contractor an opportunity to cure the default, if curable, prior to termination. Unless a different duration is provided in the notice of default, the contractor shall have fourteen (14) calendar days to cure the default from the date such notice is mailed to the contractor, unless notification is by facsimile or personal delivery, in which case the opportunity to cure shall commence upon delivery of the notice. Upon failure of the contractor to cure the default the City may immediately terminate the contract effective as of the mailing or delivery of the default notice. If the City terminates the contract, the contractor shall remain liable for performance of all terms, conditions, and obligation through the date of termination. Termination by the City shall not constitute a waiver by the City of any other rights or remedies available to the City by law or contract.

29. Certification of Bidder’s Experience and Qualifications: The undersigned bidder certifies that they are, at the time of bidding, and shall remain throughout the active period of this contract, duly licensed by the State of Georgia as a Class II (Unrestricted) Electrical Contractor in strict accordance with O.C.G.A. § 43-14-8.

• Class of Work: The bidder certifies that they are skilled, properly equipped, and regularly engaged in commercial electrical utility installations, aerial line operations, and large-scale municipal lighting deployments.

• Competency & Field Awareness: The bidder represents that they are competent, knowledgeable, and possess specialized expertise regarding the physical scale, geographic extent, and inherent field conditions of a citywide utility footprint.

• Hazard & Safety Acknowledgement: The bidder acknowledges that executing an extensive street-level lighting upgrade requires high-risk field maneuvers, including the deployment of heavy aerial lift bucket trucks, working in high-density traffic right-of-ways, Security Light Upgrades and handling active electrical systems. The bidder expressly certifies that they possess the safety training, corporate field experience, and equipment necessary to foresee operational hazards, enforce proper OSHA aerial lift standards, and adopt strict protective measures to safely execute the work without endangering crew members or public property.

• Mandatory License Copy Submission: To validate the certifications made herein, the bidder must attach a clear, legible, and valid photocopy of their current State of Georgia Class II (Unrestricted) Electrical Contractor License directly to the official Bid Form at the time of submission. Failure to physically include a copy of the active license matching the bidder's official corporate name shall render the entire proposal materially non-responsive and subject to immediate rejection during the initial bid opening process.

30. Corporations: All Corporations should provide corporate seal, a copy of the Secretary of State’s

Certificate of Incorporation, and a listing of the principals of the corporation with the bid.

31. Pre-Construction Conference: Successful bidder will be required to attend a Pre-Construction Conference with the owner’s representative to discuss any details of the project, submit a proposed work program/schedule prior to the issuance of a Notice to Proceed. When work begins, contractor shall remain on this project, with normal work force, until the project is completed.

32. Georgia Security and Immigration Compliance Act: The successful contractor will provide certification that he is in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of GA Law, O.C.G.A 13-10-91, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 13-10- 90(2), all subcontractors entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program. Complete and submit a copy of the form, applicable to your company, and applicable Subcontractor Affidavits, with your bid.

33. Contractor’s Warrant & Workmanship Guarantee: The Contractor shall fully guarantee all specified work performed under this contract for a period of one (1) year from the date of final written acceptance by the Owner’s designated representative.

• Workmanship & Labor Coverage: The Contractor guarantees that all labor, wiring connections, installation methods, physical mounting, and workmanship provided under this contract shall be free from defects of any kind. At no expense to the City of Albany, the Contractor shall promptly repair or reinstall any fixture found to have failed due to improper installation or faulty contractor workmanship during the warranty period.

• Exclusion of City-Furnished Material Defects: Because all replacement LED fixtures and associated deployment materials are furnished strictly by the City of Albany, the Contractor shall not be held liable for internal manufacturing defects inherent to the City-provided hardware. However, if a City-furnished fixture fails due to an installation error, poor terminal wiring, or handling damage caused by the Contractor's crews, the remediation labor remains the sole responsibility of the Contractor.

• Warranty Response Timeline: Upon written or electronic notification from the City Project Manager regarding a warranty field failure, the Contractor must mobilize and complete the necessary corrective repairs within seventy-two (72) hours, weather permitting.

• Non-Waiver: Final inspection, final acceptance, and final payment shall not be construed as a waiver of this workmanship warranty.

• Standard Exclusions: The following are explicitly excluded from this contractor workmanship warranty:

Security Light Upgrades

a. Defects, failures, or physical damage resulting from field abuse or unauthorized modifications by the Owner or third parties.

b. Physical destruction caused by fire, tornadoes, hail, hurricanes, Acts of God, wars, riots, civil commotion, or criminal vandalism.

34. Project Tracking, Progressive Inspections, and GIS Documentation: For absolute asset accountability, engineering integrity, and data synchronization, Albany Utilities will utilize its existing Geographic Information System (GIS) as the primary management and verification infrastructure throughout the project lifespan.

• Mandatory Daily Data Submissions: The Contractor is strictly required to provide comprehensive daily electronic production reports identifying all field actions executed by their crews. Every individual entry in the daily transmission data log must be fully completed and strictly include:

o The unique Asset Identification Number matching the City’s master infrastructure grid.

o The precise Mapped GPS Coordinates (Latitude and Longitude) captured and verified at the immediate physical point of execution.

o A detailed description of the exact Work Performed (e.g., specific HPS wattage retrofit class, physical inactive removal, or existing active LED fixture inspection).

o The final operational Completion Status of the asset.

• GIS Progress Payment Verification Baseline: The City's GIS database shall serve as the official master system for monitoring project progress, verifying completed field actions, and identifying outstanding items. No progressive monthly progress payments or period estimates will be authorized, processed, or approved until all corresponding field data has been fully uploaded, audited, and verified through the municipal GIS database. Billed quantities on any invoice must match the verified digital tracking data logs identically.

• Deficiency Tracking & Corrective Action Protocol: Albany Utilities will utilize the tracking software to document field deficiencies progressively. If a municipal quality audit logs a workmanship error (e.g., loose hardware, faulty terminal wiring, or corrupted data markers), a digital deficiency ticket will be issued directly to the Contractor. The Contractor shall have forty-eight (48) hours from digital transmission to execute corrective work. Corrective actions must be re-logged with an updated GPS timestamp and verified through the GIS database prior to final project acceptance or closeout sign-off.

35. Bid Submittals (All items listed below must be submitted with bid):

a. Bid Form (attached)

b. Bid Bond

c. DBE Subcontractor Participation Form (attached)

d. Addendum Acknowledgement Form (attached)

e. Proof of Licensure: A valid, current photocopy of the bidder's official State of

Georgia Class II (Unrestricted) Electrical Contractor License attached to the bid form

The following items should be submitted with bid:

a. Indemnity Agreement

b. Governing Law and Venue Form

c. Certificate of Non-Collusion Form

d. Drug Free Workplace

e. Debarred Bidders Integrity Form

f. Corporate Seal

g. Secretary of State’s Certificate of Incorporation

Security Light Upgrades

h. Listing of the principals of Corporation

i. Affidavit to Comply with OCGA § 13-10-91

j. Detailed Quote

36. For additional information, contact Ricky Gladney, Buyer I, at (229) 302-1455. Submit all questions via email to rgladney@albanyga.gov cc: jswilliams@albanyga.gov and kross@albanyga.gov. The deadline for questions is November 4, 2026, at 2:30 pm. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

mailto:rgladney@albanyga.gov mailto:jswilliams@albanyga.gov mailto:kross@albanyga.gov

SCOPE OF WORK

Bid Reference No. 27-027

1.1 Project Overview

The City of Albany, Georgia, is soliciting competitive, sealed bids from qualified contracting firms to execute comprehensive Light Emitting Diode (LED) lighting upgrades. The project requires retrofitting operational fixtures, removing inactive units, and conducting field performance audits across approximately 7,527 active security lights citywide, balancing a comprehensive grid footprint of 12,346 total tracked asset actions.

1.2 Material & Logistics Ownership

• City-Furnished Materials: The City of Albany will supply all replacement LED fixtures and associated deployment materials.

• Contractor Responsibilities: The selected contractor must provide all necessary labor, tools, vehicles, specialized bucket trucks, safety equipment, traffic control devices, and disposal/recycling services required to execute the complete scope of work.

1.3 Detailed Operational Scope

The overall project consists of 12,346 total verified field actions progressively tracked via the…