For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/meridenct

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

B027-20 STREETLIGHT MAINTENANCE

Project ID: B027-20

RELEASE DATE: August 5, 2026

RESPONSE DEADLINE: August 26, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Invitation To Bid #B027-20

Title: B027-20 Streetlight Maintenance

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO BIDDERS

3. PROJECT SCOPE

4. PRICING PROPOSAL

5. VENDOR SUBMISSION FORMS

Attachments:

A - Professional Serv Agreement-Sample

B - General Insurance

LEGAL NOTICE

INVITATION TO BID

The City of Meriden is accepting electronic bids for:

B027-20 Streetlight Maintenance

The City of Meriden seeks the services of a contractor to inspect, inventory, maintain and repair streetlights throughout the City.

Bids shall be submitted as electronic bids per specifications obtained via the City eProcurement

Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut Department of

Administrative Services website (https://webprocure.proactiscloud.com).

Bids may be received up to but not later than 11:00 am, Wednesday, August 26, 2026 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties. Please submit electronic responses via the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Each bid shall be accompanied by a Bid Bond in the amount of Ten (10%) percent of the amount bid.

The right is reserved to reject any or all bids, in whole or in part, to award any item, group of items, or total bid, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No bidder may withdraw its bid within sixty (60) days of the date of the bid opening.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer City of Meriden, CT 06450-8022 Dated: August 5, 2026 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO BIDDERS

1. SUMMARY

The City of Meriden requests bids from qualified contractors to inspect, inventory, maintain and repair streetlights in the City of Meriden.

The City of Meriden owns and maintains a street light network consisting of approximately:

• 4,200 LED streetlights (LED cobra heads installed in 2016).

• 300 LED decorative street lights.

• 100 LED post top streetlights (on fiberglass pole).

• 50 non-LED flood lights.

• 750 poles (mostly underground electric service).

2. TIMELINE

Project Release Date: August 5, 2026

Question Submission Deadline: August 19, 2026, 4:00pm

Submission Deadline: August 26, 2026, 11:00am

3. BIDDING PROCEDURES

The City will only be accepting electronic submissions of bids and proposals. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Bids are due for submission no later than 11:00 am, Wednesday, August 26, 2026.

4. BIDS

Bids are to be submitted as follows:.

a. Bids must be made out and signed in the corporate, or other, name of Bidder, and must be fully and properly executed by an authorized person.

b. The City of Meriden, CT will only be accepting electronic submissions of the enclosed bid sheet via the City eProcurement portal partner, OpenGov: https://procurement.opengov.com/portal/meridenct.

c. Bids received later than the time and date specified will not be considered.

d. Amendments to or withdrawal of bids received later than the date and time set forth in the bid opening will not be considered.

5. EXAMINATION OF BIDDING DOCUMENTS

Bidders are to examine all documents and visit the site in order to make a thorough examination of the conditions so that the bidder may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any bid document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of bids. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement

Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any bidder to receive any such addenda shall not relieve any bidder from any obligations under its bid as submitted.

Bidders shall submit all inquiries regarding this bid via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

6. BIDS TO REMAIN OPEN

No bidder may withdraw its bid within sixty (60) days of the date of the bid opening. Should there be reason why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the City of Meriden and the successful bidder.

7. EXTENSION OF AGREEMENT

The contract term will be 3 years, commencing when the contract is fully executed in 2026 and terminating on the same date in 2029.

Thirty (30) days prior to the expiration of the resulting contract, the parties may, by mutual agreement, extend the contract for up to one (1) additional, three (3) year term. Any extension must be in writing, executed by both parties.

8. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the bid price. Upon request, exemption certificates will be furnished to the successful bidder.

9. FAIR EMPLOYMENT PRACTICES

The Contractor shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

10. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONTRACTOR

The Agreement for the work will be via Purchase Order and Standard Professional Services Agreement.

11. BUILD AMERICA BUY AMERICA

This bid is subject to: The Build America Buy America Act, enacted as part of the Infrastructure Investment and Jobs Act on November 15, 2021, established a domestic content procurement preference for all Federal financial assistance obligated for infrastructure projects after May 14, 2022. The domestic content procurement preference requires that all iron, steel, manufactured products, and construction materials used in covered infrastructure projects are produced in the United States.

12. LOCAL SUBCONTRACTORS, SUPPLIERS, etc.

Local subcontractors, material suppliers, and labor in the City of Meriden should be considered and sought out insofar as it is practical in the performance of this project.

13. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this bid as if those terms were fully set forth in such contract or agreement.

Bidders are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Bidders are also advised that the

Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

BIDDERS SHOULD NOTE THAT BIDS, CONTRACTS, AND AGREEMENTS ENTERED INTO OR

AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

14. NON-COLLUSION STATEMENT

Each bidder submitting a bid to the City of Meriden for any portion of the work contemplated by the documents on which bidding is based shall execute and attach thereto the sworn Non-Collusive Bid Statement, to the effect that the bidder has not colluded with any other person, firm, or corporation in the submission of the bid.

15. AWARD IN CASE OF A TIE

In the event there are two or more responsive bidders, the decision to award will be based by the following criteria and in the following order:

https://www.hud.gov/sites/dfiles/GC/documents/Build%20America,%20Buy%20America%20Act%20Provisions.pdf

a. The incumbent will be awarded the bid over that of another bidder.

b. In the case of a multi-item bid, if one bidder has been awarded other items from the same bid and the other bidder has not, the bidder with the multiple awards will be awarded the bid over that of another bidder.

c. The bidder located in the State of Connecticut will be awarded the bid over that of another bidder.

d. The winner of a coin toss will be awarded the bid over that of another bidder.

The above-referenced provisions do not apply to those situations in which more than one City-based business responsible bidder has submitted bids not more than ten (10) percent higher than the lowest bid and has agreed to accept the award of the bid at the amount of the lowest bid. Under such circumstances, the provisions of the

Code of the City of Meriden, section 3-14, are controlling, as set forth under Section 8 of this ‘Information to

Bidders.’

16. AWARD OF CONTRACT

The Purchasing Officer reserves the right to make an award on the bid which, by the Purchasing Officer’s judgment and recommendation from the Public Works following bid evaluations, best meets the specifications and is deemed to be in the best interest of the City of Meriden.

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all bids, in whole or in part, to award any item, group of items, or total bid, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

17. BID PROTEST PROCEDURE

In the event that any bidder wishes to protest the potential award of a bid, or any procedure of act in the advertising or soliciting of the bids, said bidder must make said protest in writing, which shall state the reason therefore and request a conference with respect thereto. Said protest must be received in the City Purchasing

Office within FIVE (5) business days after the delivery of bid results or decisions. A conference with respect to said protest shall be scheduled by the Purchasing Officer forthwith and shall be attended by him or his designee and such other persons as the Purchasing Officer and the City Manager shall require to attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The

City shall make a decision in writing within three (3) business days after said conference and forward the same to the protesting bidder forthwith. In the event that any protesting bidder wishes to take legal action against the

City, they must fully comply with all of these instructions to bidders.

18. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

19. PERMITS

The Contractor shall be responsible for obtaining any and all necessary permits required by the City of Meriden prior to the commencement of work. The Contractor may contact the City of Meriden Building Department for permit information at (203) 630-4091. For all other required permits, contact the City of Meriden Engineering

Department at (203) 630-4018.

20. BID PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the bid price.

The City of Meriden, unless stated otherwise in the bidding documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

21. QUALITY

All materials, equipment, supplies, and services shall be subject to rigid inspection. If defective material, equipment, supplies, or services are discovered, the Contractor shall remove or make good such material, equipment, or supplies without extra compensation. It is expressly understood and agreed that any inspection by the City of Meriden will in no way lessen the responsibility of the Contractor or release Contractor from the obligation to perform and deliver to the City sound and satisfactory materials, equipment, supplies, or allow the cost to be deducted from any monies due it from the City of Meriden. All services will be performed in a workmanlike manner.

22. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

23. INSURANCE

The successful bidder shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

PROJECT SCOPE

PROJECT DETAILS

1. Project Information

The City of Meriden requests bids from qualified contractors to inspect, inventory, maintain and repair streetlights in the City of Meriden.

The City of Meriden owns and maintains a street light network consisting of approximately:

• 4,200 LED streetlights (LED cobra heads installed in 2016).

• 300 LED decorative street lights.

• 100 LED post top streetlights (on fiberglass pole).

• 50 non-LED flood lights.

• 750 poles (mostly underground electric service).

Eversource or Frontier typically own the utility poles where overhead electric service is provided while the City of Meriden typically owns the utility poles where underground electric service is provided. Furthermore, Eversource owns the electric wires for both overhead and underground electric service. However, where underground electric is provided, Eversource’s policy states that the City of Meriden owns the conduit which contains Eversource’s wire.

2. Project Details & Expectations

TASK 1 Annual Streetlight Inspection and Inventory - Inspect and inventory all streetlights in the City of Meriden. Prepare report including: light type, wattage, pole number, street address, etc. Submit inventory report that is suitable for forwarding to Eversource. Submit inspection report as an Excel spreadsheet that can be sorted by columns. Include a separate spreadsheet for lights that are out, flickering, malfunctioning or other issue.

TASK 2 Streetlight Luminaire Maintenance - This work primarily consists of diagnosing and repairing/replacing streetlight luminaires. Diagnose streetlight outage, flickering or other issue. Report diagnosis to the Traffic Operations Manager, or designee. Repair or replace streetlight using luminaires or photocells provided by the City – vendor to provide all other materials and appurtenances. Affix wattage sticker and municipal ownership sticker. Remove and dispose of damaged luminaires. Vendor may need to visit some locations multiple times. Multiple visits to the same location are considered one location for payment purposes. Daily work will typically include multiple locations (target minimum 6 locations) such that vendor could schedule one or more days in Meriden. Estimated 120 locations per year (10 locations per month).

TASK 3 Direct Embedded Metal Pole Installation - This work primarily consists of installing new direct embedded metal streetlights (pole, arm, and luminaire) or replacing damaged direct embedded metal poles. Remove and dispose of damaged pole, arm and luminaire. Install new direct embedded metal pole, arm, luminaire and photocell provided by City - vendor to provide all other materials and appurtenances. Affix wattage sticker and municipal ownership sticker. When replacing a pole, reuse the existing hole where possible. Work includes notifying the 811 system for utility clearance, auguring hole for direct embed poles, installing pole, installing arm, installing luminaire and restoring the landscape (i.e. leveling ground, backfilling annular space with soil, etc.). Set bottom of pole a minimum of 3.5 below ground surface for frost protection and lateral support, or deeper as recommended by manufacturer. If timber pole breaks during removal, remove broken pole via excavation/auger or cut flush to ground surface and auger a new hole. Estimate 6 to 12 locations per year.

TASK 4 Direct Embedded Fiberglass Post Installation - This work primarily consists of installing new direct embedded fiberglass streetlights (post and luminaire) or replacing damaged direct embedded fiberglass post. Remove and dispose of damaged post and luminaire. Install new direct embedded fiberglass post, luminaire and photocell provided by City - vendor to provide all other materials and appurtenances. When replacing a post, reuse the existing hole where possible. Work includes notifying the 811 system for utility clearance, auguring hole for direct embed posts, installing post, installing post-top luminaire and restoring the landscape (i.e. leveling ground, backfilling annular space with soil, etc.). Set bottom of post a minimum of 3.5 below ground surface for frost protection and lateral support, or deeper as recommended by manufacturer. If fiberglass post breaks during removal, remove broken post via excavation/auger or cut flush to ground surface and auger a new hole. Estimate 1 to 2 locations per year.

TASK 5 Foundation-Mounted Pole Installation- This work primarily consists of installing new foundation-mounted streetlights (foundation, pole, arm, and luminaire) on an existing foundation or replacing damaged foundation-mounted poles. Decorative streetlights in downtown Meriden and South Meriden are foundation–mounted poles and are included in this task. Remove and dispose of damaged pole, arm and luminaire. Install new pole, arm, luminaire photocell provided by City - vendor to provide all other materials and appurtenances. Affix wattage sticker and municipal ownership sticker. Work includes reusing/releveling existing foundation and installing pole, installing arm, and installing luminaire. Estimate 6 to 12 locations per year.

TASK 6 Foundation Installation - This work primarily consists of installing new precast concrete foundations for foundation–mounted streetlights or replacing damaged foundation. Install new foundation provided by City

- vendor to provide all other materials and appurtenances. Remove and dispose of damaged foundation. Work includes notifying the 811 system for utility clearance, excavating/auguring hole for foundation, connecting existing conduit (or up to 3 feet of new conduit may be required and is included in this item) to foundation, and restoring the landscape (i.e. leveling ground, backfilling annular space with soil, etc.). Set bottom of foundation a minimum of 3.5 below ground surface for frost protection and lateral support, or deeper as recommended by manufacturer. If sidewalk removal is required or sidewalk becomes damaged as part of this work, saw cut and remove sidewalk. Excludes restoring sidewalk (by separate City sidewalk vendor). Estimate 1 to 2 locations per year.

TASK 7 Underground Conduit Installation - This work primarily consists of installing new underground conduit for new streetlights, new foundations, or to replace (Eversource’s) failed direct embed wire. Work includes notifying the 811 system for utility clearance, saw cutting concrete/bituminous sidewalk and concrete/bituminous driveway/apron (where present), excavating trench (up to 12 inches wide) to install conduit 24 inches below ground surface, installing 2-inch–diameter PVC conduit from (Eversource’s) hand hole to streetlight pole, installing a pull string inside the conduit (for Eversource to pull in new wire), and restoring the landscape (i.e. backfilling trench, leveling ground, etc.). Install grass seed and straw mulch to promote vegetation growth. Excludes restoring sidewalk and driveway/apron (by separate City sidewalk vendor) and excludes watering seed. Estimate 100 to 500 feet per year.

TASK 8 Emergency Maintenance - This work primarily consists of making the site safe immediately after a City-owned streetlight pole has been knocked down or fallen down. Disconnect/cap/cut wires and cap foundation within 3 hours of receiving notification of pole/wire down to make site safe and to allow future streetlight restoration.

TASK 9 Allowance – This work includes providing a Meriden Police Department special duty officer for tasks 2 through 8. A Meriden Police Officer may be required when working on arterial or collector roads during high volume traffic. A Meriden Police officer is not typically required during low traffic volume or on local roads. Meriden Police Officers are not considered subcontractors such that Meriden Police Department invoice cannot be marked up.

Task 9 Monthly Allowances = Year 1 $1,000.00, Year 2 $1,100.00, Year 3 $1,200.00.

3. ADDITIONAL GENERAL CONDITIONS

Provide traffic cones and signs to mark each work zone.

Transport new poles and equipment from 55 Michael Drive to the site.

Transport old poles and equipment from site to 55 Michael Drive for disposal.

City of Meriden to coordinate Eversource billing and Eversource work orders with Eversource.

Please provide unit cost rates for equipment and labor for work outside the scope of work on a separate form

(not provided).

Please provide a subcontractor markup for work outside the scope of work - __________%.

Prices shall not include sales tax, excise or other taxes for which the Owner is not liable. City of Meriden will provide a tax exempt form.

Invoice City of Meriden monthly or more frequent as requested by City. Invoices can be emailed to

DPWInvoices@meridenct.gov.

mailto:DPWInvoices@meridenct.gov

PRICING PROPOSAL

STREETLIGHT MAINTENANCE

YEAR 1

Task Description Quantity Unit of

Measure Unit Cost Total Cost

1 Annual Streetlight Inspection and

Inventory 1 per year

2 Streetlight Luminaire Maintenance 1 per location

3 Direct Embedded Metal Pole

Installation 1 per location

4 Direct Embedded Fiberglass Post

Installation 1 per location

5 Foundation- Mounted Pole Installation 1 per location

6 Foundation Installation 1 per location

7 Underground Conduit Installation 1 per foot

8 Emergency Streetlight Maintenance 1 per event

YEAR 2

Task Description Quantity Unit of

Measure Unit Cost Total Cost

1 Annual Streetlight Inspection and

Inventory 1 per year

2 Streetlight Luminaire Maintenance 1 per location

3 Direct Embedded Metal Pole

Installation 1 per location

4 Direct Embedded Fiberglass Post

Installation 1 per location

5 Foundation- Mounted Pole Installation 1 per location

Task Description Quantity Unit of

Measure Unit Cost Total Cost

6 Foundation Installation 1 per location

8 Emergency Streetlight Maintenance 1 per event

YEAR 3

Task Description Quantity Unit of

Measure Unit Cost Total Cost

1 Annual Streetlight Inspection and

Inventory 1 per year

2 Streetlight Luminaire Maintenance 1 per location

3 Direct Embedded Metal Pole

Installation 1 per location

4 Direct Embedded Fiberglass Post

Installation 1 per location

5 Foundation- Mounted Pole Installation 1 per location

6 Foundation Installation 1 per location

8 Emergency Streetlight Maintenance 0 per event

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Please download the document below, complete and upload. **MUST be Notarized & Sealed/Stamped**

• Non-Collusive_Bid_Statement...

*Response required

2. BIDDER'S QUALIFICATION STATEMENT*

Please download the document below, complete and upload.

• Bidders_Qualification.pdf

*Response required

3. CONTRACTOR MARKUP FORM*

Please download the below documents, complete and upload.

• Contractor_Markup_Form.pdf

*Response required

4. BID BOND

Please download the document below, complete and upload.

• Bid_Bond.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/27e40bae-fea8-4589-88ec-673f947be0c3_Non-Collusive_Bid_Statement.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/0b547ce7-2bce-4130-af34-e66f19a25d3d_Bidders_Qualification.pdf https://government-project.s3.us-west-2.amazonaws.com/288905/80a677b2-fe17-4a2c-9d49-9e427905f8a6_Contractor_Markup_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/5a51b0db-6545-4b9b-b798-bcdf7e278e7d_Bid_Bond.pdf