4.24.24 - pre bid meeting Q_A and addendum for all other questions.pdf

Memo To: Contractors Interested in Town RFP for Electrical Services

From: Steve Worrall – Streets Assistant Manager

Date: 4/26/2024

Subject: Addendum from 04/24/24 9:00am Pre-Bid meeting – Electrical Services RFP

Below are answers to direct questions received at 04/24/24 9:00am pre-bid meeting for Electrical Services – Streetlight Fixture Conversion and Exchange.

Present Parties:

Town Staff CLI Services Cain Electric FD Taylor All Electric Lighthouse Transportation Group – virtual One Call Energy - virtual

Questions:

1) Orientation of Providence light shield?

• The light shield that comes with all the new Providence fixtures is factory installed. The light shield shall be oriented to shield light from private property. For example, the light shield shall sit perpendicular to the roadway and at intersections, be angled diagonally back from the intersection as to shield light from the landscape and illuminate the roadway and or sidewalk as much as possible.

2) What is to be done with surplus inventory from the field exchanges?

• All surplus inventory (old fixtures, ladder rests, other hard goods) shall be brought back to the Town of Breckenridge Public Works yard at 1095 Airport Rd, Breckenridge, CO, 80424. All items shall be left in an orderly fashion within the predetermined holding area. The older Welsbach fixture has several fragile components. It is expected that the contractor will be handling them with care and doing their best to not damage the fixtures when they bring them back to the shop.

3) Will new light fixtures and inventory items be unpackaged and ready for pickup?

• Yes, Town staff will unpackage all inventory items to be installed in the field. Town staff will also be testing all inventory items before they are picked up by the contractor to verify items are fully functional before being handed off to the contractor. Contractors are responsible for loading their own truck, trailer, or other equipment.

4) Can contractor park truck, trailer, or other equipment at TOB PW yard?

• Yes. The Town can make accommodation for this. Please detail in work plan what your needs are, and Town staff can make appropriate accommodations.

5) Is there a pre-determined phasing and or priority list of locations for this work?

• Yes. Town staff will provide a map of where work is to begin, and in what order work should be completed. Maps of five different areas (1 through 5) are attached to this addendum.

6) Can contractors track their progress digitally?

• Yes. Town staff can provide access to our GIS tracking system that will allow for editing of dropdowns to indicate when a fixture has been enhanced/upgraded.

7) Traffic control.

• This project will not require road closures, flaggers, or parking lot closures. Work along roadways can be safely performed with advanced signage for both uphill and downhill traffic reading “construction ahead” or similar, and cones (depending on length of rig) blocking exact work areas. Work crews can either park on sidewalks or shoulder of roadways and access all TOB streetlights within this project.

8) Number of staff needed.

• RFP says a minimum of 3 staff must be always present. This number has been adjusted to a minimum of 2 staff must be always present. The intent of this requirement is for efficient completion of work to be always occurring within construction zones/work zones. We have received negative public feedback in the past when work zones are posted and there are either no workers present, or not enough workers present to be effective or efficient at completing work.

9) Permits.

• No ROW or Electrical permits are required for this project.

10) Will all required wiring be included in fixtures/kits?

• Yes. All wiring/equipment will be provided in the fixtures and kits. The contractor will provide tools, tape, wire nuts, etc. to complete install and electrical connections.

11) Do the fixtures and smart drivers come preprogrammed?

• Yes. There is no requirement of the contractor to set or adjust programs on timers or dimming schedules.

12) What is TOB expectation for contractor testing once installation is complete?

• The Town recommends every 7-8 lights the contractor tests their work to make sure all installations were completed properly. This will reduce trouble shooting time should an install be completed incorrectly. Otherwise, the only requirement is to test all lights by the end of the workday, ensure all lights are working, and report back to Town staff.

There is a map of all TOB streetlights that also have meter/pedestal/breaker panel/photo cell locations for this work to be completed.

13) Does TOB have extra inventory if a fixture/driver kit/led plate is deemed to have failed prior to exchange with contractor?

• Yes, there is additional inventory in our stock for this situation. Town staff will be testing all components before availability to the contractor to try and catch failed equipment before it is installed and causes delays in project completion.

14) Is quantity of each treatment type in the RFP the goal for year one?

• Yes. Depending on contractor prices, these numbers might fluctuate but as of today the goal is to complete Treatment #1 on 150 lights, Treatment #2 on 35 fixtures, and Treatment #3 on 285 fixtures.

15) Is the project prevailing wage or davis bacon wage scale?

• No

16) What is the work schedule including start and end dates?

• Once the bid is awarded and the contract signed, work could commence immediately using inventory the Town currently has. However, from the date of signing the contract, there will then be a 12–16-week delay in the arrival of the remainder of the inventory items required to complete this project. Inventory items cannot be ordered in full until contractor costs are known and be calculated into total project costs.

• Project must be completed by 10/31/2024. This is TOB construction moratorium.

17) Will this go out to bid every year?

• Yes.

18) Has the Town seen issues in the past with fittings on the inventory components?

• Yes and No. The old Welsbach fixtures have been on top of streetlight poles anywhere from 1-40 years. Newly installed Welsbach fixtures will be easily removed. Older Welsbach fixtures have several coats of paint on them and can be quite difficult to remove set screws. All the new Providence style fixtures are easy to work with and easy to adjust/remove.

19) Are there any rebates/ is everything previously converted to LED?

• Not that we are aware of. Xcel is our utility provider and we exhausted rebate programs with Xcel when all TOB lights were initially converted to LED in 2012-2014.

20) When will maps or work areas be made available?

• Our initial plans on locations, priorities, and work areas are attached to this addendum.

Again, these numbers and exact locations might fluctuate +/- 10%

21) If the project runs long, will there be any liquidated damages?

• Yes. $50/day for work completed after 10/31/24 is standard for a project of this size/scale. The Town understands that project delays might occur though. The Town realizes delays due to product availability and weather can prevent projects from staying on track. If the contractor is regularly communicating potential delays and actively works to prevent them to the best of their ability, we can adjust together to get the work done as close to schedule as possible.

22) Are any bid bonds or performance bonds required?

• No

23) Should the contractor provide a work plan with bid submission?

• Yes. Please provide exactly how you plan to complete this work. Examples being does contractor plan to use ladders, lift trucks, trailers, crew size, support trucks, or any other details on how you will complete the work.

24) Should the contractor provide a list of references with the bid submission?

• Yes. Please include references in your submission.

25) Should the contractor provide a history of successfully completed projects within a similar scope of work?

• Yes. Please include this information as well.

26) What is the height of the poles the fixtures are on top of?

• Most of the poles are 9ft tall with the 3ft tall fixture sitting on top. Within the entire network of TOB streetlights there are approximately 50 - 12ft poles. These poles are located at intersections which have pavement markings on them (cross walks, ped crossing bars.)

27) Can we get the link to the current streetlight network?

• Yes – click the below link.

• https://summittownela.maps.arcgis.com/apps/dashboards/e186321b5c884c98a54f3afd cdfec145

• Streetlights are blue dots. Red squares are meter panels/pedestals with pictures. The way to read this map is, for example, Red Square 01 (Meter 01) controls lights 01-01, 01- 02, 01-03, and 01-04. The top number is the meter number, and the bottom number is the light number off that meter.

Attached are maps with the priority areas (1 through 5) and counts per treatment type in each area.

https://summittownela.maps.arcgis.com/apps/dashboards/e186321b5c884c98a54f3afdcdfec145 https://summittownela.maps.arcgis.com/apps/dashboards/e186321b5c884c98a54f3afdcdfec145

³0 0.1 0.20.05 Miles

Dark Sky Street Light Modifications Areas and Light Treatments

Treatment 1

Treatment 2

Treatment 3

Treatment Type: Area

Treatment 1: 21 Treatment 2: 2 Treatment 3: 45

Area: 1 Streetlight Counts

Areas and Light Treatments

Treatment 1

Treatment 2

Treatment 3

Treatment Type: Area

Treatment 1: 49 Treatment 2: 4 Treatment 3: 96

Area: 2

Areas and Light Treatments

Treatment 1

Treatment 2

Treatment 3

Treatment Type: Area

Treatment 1: 90 Treatment 2: 10 Treatment 3: 54

Area: 3

Areas and Light Treatments

Treatment 1

Treatment 2

Treatment 3

Treatment Type: Area

Treatment 1: 0 Treatment 2: 7 Treatment 3: 51

Area: 4

³0 0.08 0.160.04 Miles

Areas and Light Treatments

Treatment 1

Treatment 2

Treatment 3

Treatment Type: Area

Treatment 1: 0 Treatment 2: 0 Treatment 3: 57

Area: 5