city of alexandria Bid-2591-High-Mast-Lighting-for-Interstate.pdf

Alexandria

COVER PAGE

Bid Proposal #2591

HIGH MAST LIGHTING FOR INTERSTATE

Sealed bids and electronic submitted bids for the above will be received until 10:00 AM CDT, Tuesday, September 22, 2026, and publicly opened in the City of Alexandria Council Chambers or Council Committee Room.

Please file bid by one of the following means:

Hand-Delivered or Express Delivery:

Attention: Donna Jones, City Clerk

City of Alexandria - City Hall 915 Third Street, First Floor

Alexandria, LA 71301

Phone: 318-449-5090

Mailed via USPS:

Attention: Donna Jones, City Clerk

City of Alexandria - City Hall PO Box 71

Alexandria, LA 71309-0071

Electronic Bid Submission: Central Bidding

Pursuant to Louisiana R.S. 38:2212 B.(6)(a) through E. (1-7) and R.S. 38:2212.1 B.(4)(a), vendors/contractors have the option to submit their bids and bid bonds electronically. Bids and bonds to be filed electronically shall be posted with Central Bidding at www.centralauctionhouse.com (phone 1-225-810-4814). Registration will need to be completed prior to posting of bid.

Complete bid specifications are available for viewing and downloading at the City of Alexandria's website www.cityofalexandriala.com; on the left hand side of the opening page, go to the heading "Business" then drop down to "RFP/RFQ/Bids "; the current bids will be listed for your convenience.

City of Alexandria Buyer Name:

Phone Number:

Fax Number:

E-Mail Address:

Joann Swain, Purchasing Manager

(318) 441-6182

(318) 619-3412 joann.swain@cityofalex.com

Y OF ALEXANDRA

VOST DES RA

Wilma Kelly

Purchasing Manager

City of Alexandria Purchasing Department

P.O. Box 71

Alexandria, Louisiana

71309-0071

Sealed bids will be received until 10:00 AM, Tuesday, September 22, 2026, and publicly opened in the Council Chambers or Council Committee Room.

Bid Bond Requirements: A bid bond or check for N/A% of the total amount of bid.

Performance Bond Requirements: In the event bid is accepted, a performance bond shall be required in the amount of N/A%.

Alexandria

Office: (318) 441-6180

Fax: (318) 441-6185

City of Alexandria Bid #2591

Page: 1 of 11

Date Specifications Prepared: July 21, 2026

INTRODUCTION

Please file bid with the following:

Donna Jones, City Clerk

City of Alexandria - City Hall 915 Third Street

P.O. Box 71

Alexandria, LA 71309-0071

Phone: 318-449-5090

HIGH MAST LIGHTING FOR INTERSTАTЕ

It is the intent of the City of Alexandria to secure pricing on HIGH MAST LIGHTING FOR INTERSTATE

(QUANTITY 60), for use by the City of Alexandria Electric Distribution Department for the purpose of future installation along Interstate.

This product shall be a CHM Lighting Company brand or equal.

All products shall be new and of current model year manufacture. Quoted prices shall be for a complete unit ready for use. Each unit shall be equipped with the manufacturer's equipment and accessories which are included as "standard" in the advertised and published literature for the unit. No such item of equipment shall be removed or omitted for the reason that it was not specified in the bid documents.

Bid prices shall remain in effect for a period of twelve (12) months from bid award date.

All bid prices shall include any and all freight charges. All products are to be shipped F.O.B., freight pre-paid, to the City of Alexandria Electric Production Department, to the attention of Jeff Reed, 1015 N. Third

Street, Alexandria, LA 71301, phone 318-473-1302.

Completed bid packet should be returned as issued by the City of Alexandria with ALL PAGES intact and all specification response columns filled in. Incomplete columns or missing pages, to include addendum pages, may result in the bidder's (proposer's) entire bid being rejected.

Questions and/or clarifications of bid specifications are to be in written form only, either mailed, faxed, or e-mailed to the attention of Jeff Reed, City of Alexandria - Director of Utilities, P.O. Box 71, Alexandria, LA 71309-0071; e-mail jeff.reed@cityofalex.com ; and must be received by close of business on Thursday, September 10, 2026.

CITY OF ALEXANDRIA BID SPECIFICATIONS FOR:

HIGH MAST LIGHTING FOR INTERSTATE

City of Alexandria Bid #2591

GENERAL CONDITIONS FOR BIDDERS - PLEASE READ CAREFULLY

1. Pursuant to LA R.S 38:2212.1. C.(1)(2), any manufacturer's preference in this proposal is descriptive, but non-restrictive, and is used only to indicate minimum requirement for type, grade and quality unless otherwise specified.

2. Pursuant to LA R.S. 38:2212 B.(1), the provisions and requirement of this bid shall not be considered as informalities and shall not be waived by the City of Alexandria. Therefore, conditions and specifications on this bid form shall be strictly enforced and any and all alterations, deviations, and non-compliance to said conditions and specifications, either on the bid form or by separate attachment, shall be grounds for immediate disqualification.

3. Preference shall be given to bidders quoting F.O.B. Destination (the City of Alexandria using department), FREIGHT PREPAID, unless otherwise requested.

4. Each bidder shall submit his proposal on the proposal form furnished by the City of Alexandria Purchasing Department. The complete bid package must be returned as issued by the City with all pages intact and all specification response columns filled in. Incomplete columns or missing pages, to include addendum pages, shall result in the vendor's entire bid package being rejected.

5. Literature, brochures, and other related paperwork attached to the bid should be identified with the name of the bidder and bid item number.

6.

In case of a mathematical discrepancy between unit price and extensions, the unit price shall prevail.

7. Pursuant to LA R.S. 38:2212 F., the bid specifications may contemplate a fixed escalation or de-escalation in accordance with the United States Bureau of Labor Statistic's Consumer Price Index or the Producer Price Index. Bids based on specifications which are subject to a recognized escalation index shall be legal and valid for any item of a public work, at the discretion of the City.

8. Pursuant to LA R.S. 38:2212.1. F., any public procurement unit may participate in a cooperative purchasing agreement with the City of Alexandria to acquire quantities of the above listed items under a contract with the City of Alexandria for items awarded by public bid, pursuant to the cooperative purchasing provisions of Part VII of Chapter 17 of Subtitle III of Title 39 of the Louisiana Revised Statures of 1950, R.S.

39:1701 et seq.

9. The City of Alexandria reserves the right to award by item or by total bid, unless otherwise specified in the bid specifications. (Price(s) should be itemized.)

10. All erasures or corrections on the bid form must be initialed and the City of Alexandria may rely on the apparent authority represented by the initials.

11. The City of Alexandria reserves the right to reject for cause any and all bids or parts of bids, or accept bids most beneficial to the City.

City of Alexandria Bid #2591

General Conditions for Bidders - Please Read Carefully (Continued)

12. Any bid submitted which contains additions, conditional or alternate bids, or irregularities which may make the proposal incomplete, indefinite, or ambiguous as to its meaning, thus requiring clarification after the specified date and time of bid opening shall be rejected.

13. Bids shall be opened publicly in the City Council Chambers or Council Committee Room.

14. Cash discounts may be accepted, but SHALL NOT be considered in making award.

15. Regarding a bid for purchase of materials, supplies or services, not to include construction of any public works, a written notice of acceptance mailed or otherwise furnished to the successful bidder shall result in a binding contract without further action by either party.

16. When any bid is accepted for the construction or doing of any public works, a written contract shall be executed by and between the City of Alexandria and the Contractor. No contract shall be binding upon the City until it has been executed by the City and delivered to the successful bidder. Should the bidder to whom the contract is awarded fail to execute the contract, the award shall then be made to the next lowest responsible bidder, or re-advertised for public bid, said decision to be in the sole judgment of the City of Alexandria. This action may result in the loss of bidding privileges for a period of one (1) year.

17. The City of Alexandria shall schedule for payment the invoices for articles or services purchased under this bid within thirty (30) days after due and proper delivery accompanied by invoice.

18. The City of Alexandria is exempt from all sales taxes. A sales tax exempt form shall be furnished by the

City of Alexandria Purchasing Department, if requested.

19. Bidder(s) awarded item(s) by the City of Alexandria shall be responsible for supplying all products at the awarded price(s). Failure may result in the City's cancellation of the remaining items awarded.

20. Regarding Service Contracts and Procurement Contracts, the terms of the contract shall be binding upon any and all parties involved until goods and supplies are delivered, services have been rendered, and/or work has been completed and accepted by the Mayor on behalf of the City of Alexandria and all payments required to be made to the Contractor have been made. However, a contract may be terminated under any and all of the following conditions:

(a) By mutual agreement and consent of either party upon thirty (30) days written notice to the other party;

(b) By the Mayor, on behalf of the City of Alexandria, as a consequence of the failure of the Contractor to comply with the terms and conditions of the contract or the progress or quality of work to be performed in a satisfactory manner, proper allowance being made for circumstances beyond the control of the Contractor; or

(c) By satisfactory completion of all services and obligations described in the contract.

City of Alexandria Bid #2591

General Conditions for Bidders - Please Read Carefully (Continued)

If the contract is terminated for any of the terms and conditions authorized in sub-paragraph (b) above, Contractor shall be formally notified in writing by the City of Alexandria Purchasing Department by means of certified mail informing him of cancellation of the contract, giving specific reasons for said cancellation. Contractor shall have the right to appeal to the City Council within ten (10) days from the date that said notification is placed in the U.S. Mail. Contractor's appeal shall be accomplished by means of a letter addressed to the City Council and delivered to the City Clerk, stating that an appeal to the decision of cancellation is desired. The City Council shall thereafter hold a hearing on the appeal, giving all parties the opportunity to present any and all evidence concerning the decision of cancellation. After hearing the appeal, the city Council may, by a majority vote, sustain, modify, or reverse the findings for said decision and shall provide, if requested by Contractor, a written determination of its findings.

21. Contractors submitting bids for Public Works construction projects in excess of $1.00 must show his

Contractor's License Number on the front of the bid envelope, except for certain projects for which a Contractor's License Number is not required by the State Contractor's Licensing Board. Failure to comply with this directive shall result in automatic bid rejection, furthermore, any Contractor who submits a bid for a type of construction for which he is not properly licensed shall be acting in violation of LA R.S. 37:2163, and shall be subject to all provisions for violation and penalties thereof. Contractors who are owned by, and are submitting a bid as a subsidiary of a parent company, whose name is listed in the State of Louisiana's Roster of Licensed

Contractors, may do so by including a letter of proof of ownership from the parent company with the submitted bid package. The letter must be signed as per LA R.S. 38:2212 B.(5)(a)(b)(c) (see Item #22 below).

22. All bids submitted via USPS (registered or certified), overnight courier or hand delivered, shall be signed by hand and in ink by an authorized company representative per LA R.S. 38:2212 B.(5)(a)(b)(c), which states:

to

(c)(i) Evidence of agency, corporate, or partnership authority shall be required for submission of a bid the division of administration or the State of Louisiana. The authority of the signature of the person submitting the bid shall be deemed sufficient and acceptable if any of the following conditions are met:

(aa) The signature on the bid is that of any corporate officer listed on the most current annual report on file with the Secretary of State, or the signature on the bid is that of any member of a partnership or partnership in commendam listed in the most current partnership records on file with the Secretary of State.

(bb) The signature on the bid is that of an authorized representative of the corporation, partnership, or other legal entity and the bid is accompanied by a corporate resolution, certification as to the corporate principle, or other documents indicating authority which are acceptable to the public entity.

(cc) The corporation, partnership, or other legal entity has filed in the appropriate records of the Secretary of State in which the public entity is located, an affidavit, resolution, or other acknowledged or authentic document indicating the names of all parties authorized to submit bids for public contracts.

Such document on file with the Secretary of State shall remain in effect and shall be binding upon the principal until specifically rescinded and canceled from the records of the office.

City of Alexandria Bid #2591

General Conditions for Bidders - Please Read Carefully (Continued)

23. In-State preferences shall not apply to procurements involving federal funds.

24. Pursuant to LA R.S. 38:2212 O.(2)(a)(b), any modifications of plans and specifications will be made through an addendum. No addendum shall be issued within seventy-two (72) hours of the bid opening, excluding weekends and legal holidays, without the extension of the bid opening date. An extension of at least seven (7) but no more than thirty (30) working days is required but, re-advertising is not required. The addendum shall be transmitted by any one of the following methods: (1) facsimile transmission; (2) e-mail; (3) by hand; or (4) posted on the City of Alexandria's website (www.cityofalexandriala.com) and posted on Central

Bidding's website (www.centralauctionhouse.com) if applicable.

25. All Federal Transit Administration (FTA) funded procurements, including operating assistance funding contracts, are to follow the Master Agreement, to include all applicable federal clauses.

a. Any bidder that is found listed on the Federal Government's System for Award Management (SAM) website, at www.sam.gov/portal/sam, under the advanced search feature for Excluded Parties List System (EPLS), shall automatically be rejected for the award of this bid, by Category and/or in its entirety. This applies to any portion of the bid that is a procurement funded by FTA.

26. Under the City's AFEAT (Alexandria Fairness, Equality, Accessibility, and Teamwork Program), participation by minority and/or disadvantaged business enterprise firms is encouraged. Inquiries about the

AFEAT Program should be directed to the Division of Finance. As a part of its RFP response, each Bidder shall submit documentation of its bona fide effort to secure subcontractors that meet the City's AFEAT goals. Each bidder shall also submit proof of engagement of any subcontractor selected because of its solicitations. The Bidder's bona fide efforts and engagement(s) are a consideration in bid review and rating.

City of Alexandria Bid #2591

Alexandria Fairness, Equality, Accessibility and Teamwork Program (AFEAT)

Dear Vendor:

Under the City's AFEAT (Alexandria Fairness, Equality, Accessibility, and Teamwork Program), participation by minority and/or disadvantaged business enterprise firms is encouraged. The AFEAT Program should be inquired about through the Division of Finance. The goals for qualifying disadvantaged, minority and female owned business in the use of professional service agreements with prime contractors will help effectuate the goals of increasing: the competitive viability of small business, minority, and women business enterprise by providing contract, technical, educational, and management assistance; business ownership by small business persons, minority persons, and women (including professional service opportunities); and the procurement by the City of professional services, articles, equipment, supplies, and materials from business concerns owned by small business concerns, minority persons, and women.

Prime contractors offering subcontracting should take specific action to ensure that a bona fide effort is made to achieve maximum results towards meeting the established goals. Primes shall document efforts and shall implement steps at least as extensive as the following in a good faith effort to reach or exceed the established goals:

A. Establish and maintain a current list of minority and female owned businesses in Alexandria, in Rapides Parish, and in the State of Louisiana.

B. Document and maintain a record of all solicitations of offers for subcontracts from minority or female construction contractor and suppliers in Alexandria, in Rapides Parish, and in the State of Louisiana.

C. Secure listing of minority and women owned businesses from the City of Alexandria Purchasing Department, the Central Louisiana Business Incubator, and the State of Louisiana Department of Minority Affairs.

D. Participate in associations which assist in promoting minority and women owned businesses such as the Central Louisiana

Business League, the Central Louisiana Business Incubator, and the Entrepreneurial League System.

E. Designate a responsible official to monitor all activity made in the effort to achieve or exceed the established goals; record contacts made, subcontracts entered into with dollar amounts, and other relevant information.

For more information on AFEAT and the City of Alexandria's Diversity in Action Initiative, and to explore a local and statewide directory of minority businesses, please visit www.diversityinaction.org. Should you have any questions or comments, please do not hesitate to contact our Finance Department at 318-449-5091 or our Purchasing Department at 318- 441-6180.

As a part of its RFP response, each Bidder shall submit documentation of its bona fide effort to secure subcontractors that meet the City's AFEAT goals. Each bidder shall/ also submit proof of engagement of any subcontractor selected because of its solicitations. The Bidder's bona fide efforts and engagement(s) are a consideration in bid review and rating.

Sincerely, City of Alexandria

City of Alexandria Bid #2591

BID SPECIFICATIONS

SCOPE: The following bid specifications are to be used as minimum and maximum standards for HIGH MAST LIGHTING FOR INTERSTATE (QUANTITY 60), for use by The City of Alexandria Electric Distribution Department for the purpose of use on the Interstate. All quoted products shall either meet or exceed the specifications for CLED2. This product is covered by one or more of the following patents;

9,677,754 / 9,903,581 / 10,234,128 / 10,571,112

Unless otherwise stated, the use of manufacturer's name and product numbers are for descriptive purposes and to establish general quality levels only, they are not intended to be restrictive.

Prospective bidders are required to state exactly what they intend to furnish, otherwise, it is fully understood that they shall furnish all items as stated. Bidder should indicate in the space provided below, under "Bidder's Response:", the necessary information to indicate he/she is conforming with the bid specifications for each item as written. If Bidder is in complete compliance with each bid specification item as written, please write "Comply" in the space provided; if not, please indicate in this space, the necessary information on the product you are proposing. Each specification response is necessary to ensure the proper evaluation and tabulation of this bid. If each "Bidder's Response" section is not filled in or completed, your bid may be rejected.

1.0 General:

1.1 No bid may be withdrawn for at least thirty (30) days after the scheduled closing time for the receipt of bids. Quoted prices shall remain firm until product(s) have been accepted by the City of Alexandria as delivered.

1.2 Products shall be new, un-used, and of current model year manufacture.

1.3 Where applicable, quotes for "optional" equipment shall be listed in the appropriate spaces provided on the bid specifications "Price Page". Option quotes shall not be a basis for bid award and shall not be included in the total bid price.

1.4 All products shall be delivered F.O.B., freight pre-paid.

City of Alexandria Electric Distribution, 1015 N. Third Street, Alexandria, LA 71303.

1.5 Each respective bidder shall be responsible for insuring that his/her product meets or exceeds specifications as described herein.

Bidder's Response:

City of Alexandria Bid #2591

Bid Specifications (Continued) Bidder's Response:

2.0 Product Warranty:

2.1 Successful bidder should furnish complete warranty information for product(s) being quoted, to include all sub-contracted components installed by vendor as well as vendor warranted components.

3.0 Product Specifications: HIGH MAST LIGHTING FOR INTERSTATE – QUANTITY 60

CLED2 OR EQUAL BRAND

3.1 GENERAL DESCRIPTION:

The complete luminaire is ETL/cETL listed in conformance to standards ANSI/ULI598 and CSA C.22.2

No. 250.0 with an ambient temperature rating of 40-c to no less than +50C. The luminaire is designed to thermally isolate the driver from the optical housing by a minimum of 3". The driver housing is fabricated of heavy duty die cast aluminum. The luminaire has been tested and certified to conform to

Vibration Testing Standard ANSI C136.31, 3G Loading, FCC 47CRF 15:2018 and ICES-005:2015.

3.2 HOUSING:

To ensure long life of the driver, the housing is thermally isolated from the LED housing. The drivers are mounted to the sides of the housing to provide superior thermal management. The housing utilizes integrally cast cooling fins at the mounting location of the drivers. The housing accepts a standard 2" SCH 40 slip mount tenon and utilizes a heavy duty integrally cast tenon cradle. A heavy duty cast aluminum tenon support bracket is secured by a minimum of four 4" stainless steel bolts. The incoming power wire passes through an IP66 rated cable grip to protect against water and dust ingress into the driver housing. The driver housing is IP65 rated. The tenon clamp assembly permits adjustment of fixture level by +/-5 degrees.

3.3 ELECTRICAL SYSTEM:

The drivers accept the specified line voltage, to within +/-10% without the aid of an integral step-down transformer. The drivers include integral transient surge protection in accordance with IEEE C62.41 6kV/6kV. The LED drivers have a minimum power factor of 0.95 with a Total Harmonic Distortion no greater than 20% with inrush current conforming to NEMA 410. The drivers meet FCC part 15 (Class A) Non-Consumer Limits. Drivers come standard with 0-10V dimming leads as well as output tuning.

The system includes a secondary surge protection system with supplementary coverage in accordance with IEEE С62.41.2 С High with a maximum discharge current of 20kVA. The unit is provided with

(2) LED drivers that power ½ of the LED chips in the luminaire ensuring failure of any one driver will not fully extinguish the luminaire.

City of Alexandria Bid #2591

Product Specifications: (CONTINUED) HIGH MAST LIGHTING FOR INTERSTATE

QUANTITY 60

CLED 2 OR EQUAL BRAND

3.4 LED ASSEMBLY:

The optical assembly is constructed of optical grade silicon material that will not crack, fade, or yellow.

The desired lighting distribution is provided by using overlapping optical patterns such that failure of any one LED, complete LED board or driver shall not change the overall photometric distribution. The overall distribution is obtained without the use of external shields or louvers. The LED modules are mounted to a heat sinking housing that provides environmental protection and thermal management of the LEDs. The housing includes integrally cast cooling fins. The LED housing is fully rotatable for precision field aiming with integrally cast identification of house and street side on the LED housing.

The LED housing is IP66 rated. The luminaire provides effective illumination to the target area while generating zero up light (UO rating).

4.0 FEATURES:

4.1 BABA Complaint

4.2 20kA/10kV Surge Protection

4.3 Patented 360 degree optic adjustability

4.4 Scalable Output

4.5 Silicon Optic Technology

4.6 Tool-less Driver Housing Access

4.7 IP66 Construction of Optical and Driver Assembly

4.8 Zero up light Rating (UO)

4.9 3G Vibration Rating (ANSI C1361.31-2001)

4.10 Designed and Manufactured in Forth Worth, Texas

5.0 ORDERING GUIDE:

5.1 Product; CLED2

5.2 Output; 08C

5.3 Finish;Grey

5.4 СCT/CRI; 5070; 5000K 70CRI

5.5 Optics; Type V Wide

5.6 Input Voltage; 347V-480V

City of Alexandria Bid #2591

INSURANCE: Bidder shall furnish, attached to the bid document, a current copy of his Certificate of Insurance indicating limits of General Liability, Automobile Liability and Worker's Compensation in force at the time of the bidding. Evidence of reliable insurance to fully indemnify against long-term liabilities shall be part of the evaluation criteria for award of this bid. Certificate of Insurance shall have a General Liability Aggregate of Four Million ($4,000,000) Dollars and a per person/per occurrence of Two Million ($2,000,000) Dollars.

Automobile Liability will have a Combined Single Limit of Two Million (2,000,000). Also on the Certificate, the City shall be named as an "additional insured" and a waiver of subrogation in favor of the City of Alexandria. On the Certificate of Insurance under Worker's Compensation, it shall state that “This is a standard Worker's Compensation Policy", with statutory limits. Cancellation of any Certificate of Insurance should require sixty (60) days notice to the City of Alexandria, but under no circumstances less than thirty (30) days notice. Also, the following wording must be removed before acceptance of the Certificate: "Endeavor to" or

"But failure to mail such notice shall impose no obligation of liability of any kind upon the company, its agents or representatives." Certificate holder shall be the City of Alexandria, P.O. Box 71, Alexandria, LA 71309- 0071, Attention: Purchasing Manager.