4832-0-2019-BP LED Luminaries.pdf

Rev. 07/20/2015-4832 RFQ.doc Page 1

Finance Department David P. Schmiedicke, Finance Director City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 32TUfinance@cityofmadison.comU32T www.cityofmadison.com/finance/purchasing

REQUEST FOR QUOTATION

RFQ #: 39T4832-0-2019-BP39T

For: LED Luminaires

Released Date: Friday, August 30, 2019

Due Date: Friday, September 13, 2019 @ 2:00 PM CST

City Agency: Traffic Engineering

Method of Delivery Options

Email Quotation to: bids@cityofmadison.com

Mail Quotation to: Purchasing Services

City-County Building, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703 Attn: 4832-0-2019-BP

Fax Quotation to: (608) 266-5948

1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

1.1 Applicable Terms and Conditions

• Products or Equipment. All quotations for supplies and/or equipment must be submitted in accordance with the specifications contained in this solicitation and City of Madison Standard Terms and Conditions.

• Services. All quotations for services must be submitted in accordance with; the specifications contained in this solicitation, City of Madison Standard Terms and Conditions, and Purchase of Services Contract.

• Copies. Copies of above-referenced forms are available from the Purchasing Office or from the following links:

www.cityofmadison.com/finance/documents/STC.pdf www.cityofmadison.com/finance/documents/ConditionsofPurchasePO.pdf www.cityofmadison.com/attorney/documents/posContract.doc

1.2 Delivered Prices Only

Prices quoted must include shipping charges, FOB Madison.

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing mailto:bids@cityofmadison.com http://www.cityofmadison.com/finance/documents/STC.pdf http://www.cityofmadison.com/finance/documents/ConditionsofPurchasePO.pdf http://www.cityofmadison.com/attorney/documents/posContract.doc

REQUEST FOR QUOTATION RFQ # 39T4832-0-2019-BP39T

4832 RFQ.doc Page 2

1.3 Substitutes

If offering a substitute item, include manufacturer, number, model, specifications and product literature.

The City will evaluate substitutes and make the final determination of equivalency.

1.4 Partial Order

Unless otherwise noted, it will be assumed that bidder will accept an order for all or part of the items priced.

1.5 Award

The City will award the bid to the responsive and responsible bidder whose bid is most advantageous to the City. In determining the most advantageous bid, the City will consider criteria such as, but not limited to, cost, quality/workmanship, compatibility, standardization, major and minor exceptions to our specifications, superior design features, warranty, delivery, past experience, installation, equality, discount, customer satisfaction, bidder’s past performance and/or service reputation, and service capability. The City may opt to establish alternate selection criteria to protect its best interest or meet performance or operational standards. After the due date, no quotes may be withdrawn for a period of 90 days or as otherwise specified or provided by law.

2 CONTACTS

Technical: For questions regarding technical specifications.

Gretchen Aviles Pineiro City of Madison Traffic Engineering

(608) 266-4899 gavilespineiro@cityofmadison.com

Buyer: For questions regarding instructions, terms & conditions.

Brian Pittelli City of Madison Purchasing Services

(608) 267-4969 bpittelli@cityofmadison.com

3 BID DISTRIBUTION NETWORK

Please note that the City no longer maintains an in-house bidders' list. Notification of bid opportunities, addenda, tabulations and awards will only be made to subscribers via these networks.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in

WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP mailto:bpittelli@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ http://www.onvia.com/WAPP

4832 RFQ.doc Page 3

4 LOCAL VENDOR PREFERENCE

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

www.cityofmadison.com/business/localPurchasing

5 SPECIFICATIONS

The City of Madison is soliciting for LED streetlight fixtures to replace 100W HPS street light fixture in residential areas. Quotes shall include unit pricing for fixtures, along with delivery timelines for partial and complete orders. Any purchase order from the City will include late delivery charges of $100 per day for each delivery deadline. The City may select one manufacturer, or may split the order among more than one manufacturer.

The quantity estimated to be 200 units. 100 for 2700K and 100 for 3000K. This is not a guarantee of total units ordered, but an estimate.

Light fixtures submitted for consideration are required to meet each of the following criteria:

1. Wattage: 30W (+/-) LED

2. Color Temperature: 2700K and 3000K

3. Light Pattern: Type 2 IES pattern

4. Aluminum housing for 2-3/8" OD slip fitter mounting on a 2” diameter mast arm.

5. Fixture color: gray

6. ANSI 7-wire photo-control receptacle.

7. LED lumen output should be field adjustable for a range between approximately 2400 and 4500 lumens.

8. 120–277V operating voltage range.

9. Provide NEMA decal, stating the type and wattage of the lamp, firmly affixed to the underside

(outside) of each fixture and clearly visible from the ground during daylight.

10. Full cut off, no lumens above horizontal.

11. 100,000 hours rated life of all electrical components.

12. Dimming feature required. Describe dimming control method.

13. Information to identify the model, voltage, wattage, P.E.C. receptacle, and I.E.S. distribution of the luminaires shall be marked on the outside of shipping boxes. Catalog numbers are acceptable if all of the above information is coded therein.

http://www.cityofmadison.com/business/localPurchasing

4832 RFQ.doc Page 4

Each vendor will be responsible for proposing the following:

1. Form A and Form B.

2. Length of warranty and full description of what it covers. The minimum lenth shall be 7 years.

Define failure criteria that will qualify for full replacement of fixture or modules withing the warranty time period.

3. IES electronic files

4. Other options available, such as back side light control and costs.

5. Provide one fixture of each unique wattage/IES pattern. The only fixtures that have been reviewed and approved are Leotek CV1-27K and CV1-30K. If you are bidding on these, you do not neet to send a sample.

If you want your sample(s) returned, please provide a return shipping label and appropriate postage. If you are the winning vendor, we will keep the sample and it will count toward the total amount of fixtures to be ordered.

All samples should be sent to:

City of Madison Purchasing City-County Building, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

RFQ 4832-0-2019-BP

Rev. 07/28/2016-4832-FormA-PriceProposal.doc

0BForm A: Price Proposal

1BRFQ #: 4832-0-2019-BP LED Luminaries This form must be returned with your response.

Complete the requested information and return via instructions on Page 1 of RFQ. Bidder hereby offers:

Item Quantity Description Unit Price Extended

Price (Quantity x Unit Price)

1. 100 2700 K LED streetlamp in conformance with the specifications described in section 5

2. 100 3000 K LED streetlamp in conformance with the specifications described in section 5

ARO: After Receipt of Order

Please answer the questions below. Feel free to use a different page if necessary.

1. Please list the length of warranty of your products:

2. Please list what this warranty covers:

3. Pleases list any other options available and costs. For example, back side light control.

4. Please list the website for the IES electronic files:

Alternatively, you can send the electronic files on a flash drive with your bid.

Rev. 07/28/2016-4832-FormA-PriceProposal.doc

Provide one sample of each of the items you are submitting a bid on (unless already approved) to:

City of Madison Purchasing City-County Building, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

RFQ 4832-0-2019-BP

If you want your sample(s) returned, please provide a return shipping label and appropriate postage. If you are the winning vendor, we will keep the sample and it will count toward the total amount of fixtures to be ordered.

Above bid submitted by:

U

COMPANY NAME

Rev. 07/28/2016-4832-FormB-BidderInfo.doc

0BForm B: Bidder Information

1BRFQ #: 4832-0-2019-BP LED Luminaries This form must be returned with your response.

BIDDER INFORMATION

COMPANY NAME

ADDRESS CITY STATE ZIP

BIDDER’S NAME TITLE

EMAIL

SIGNATURE TELEPHONE NUMBER

DATE FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: 30TUwww.cityofmadison.com/business/localPurchasingU30T

No, we are not a local vendor or have not registered.

http://www.cityofmadison.com/business/localPurchasing